Use the “Settings” menu item to manage your company profile, contact details and package subscription. Settings also allows system administrators to custom configure certain elements of the organizations Passport 360 data requirements.
To access the applicable menu items as mentioned below, navigate to “Settings” on your dashboard.
Hazards – Manage Hazards
Manage and create your company hazards that can be auto assigned to all Business Unit documents related to the selected hazard.
Select the Manage button.
Using the free text field available, fill in the name of the hazard to be created.
When you are complete, select save.
A list of all created hazards will appear to the right of your screen.
1) Link a Hazard to a BU Requirement
Navigate to Project Compliance on your dashboard.
Select BU Requirements.
Add your required BU requirement.
Now you will need to link your created hazard to the BU requirement. Select the view button.
Select the add element button.
Fill in the name of your document.
Select “yes” or “no” if this is mandatory to the entire BU and select “yes” or “no” if this requirement needs to be completed at regular intervals.
Use the toggle switch to advise if this requires a hazard type linked to it. If you select “Yes”, this will require you to select a hazard type from the dropdown selection available.
Note: This list will include system generic hazards as well as any hazards that have been created in settings.
Add your version number and select the document type.
When you are complete, select save.
2) Link a Hazard to a Project
Note: Hazards can be linked to existing projects and to new projects.
Select Manage Projects.
To add a hazard to a project, select the Hazards button.
Using the dropdown selection available, select with hazards you are required to add to the selected project.
A list of the linked hazards to this project will appear to the right of your screen in a list format. You may delete a hazard from the list, by simply selecting the delete button that appears next to the hazard.
3) Link a Hazard to a Pack line-item requirement
Note: Hazards can be linked to existing packs and to new packs. This will also require you to configure the pack item per Service Provider where applicable.
Select Manage Packs
To add a hazard to an existing pack, select the view button that displays next to the pack.
Select add to create a new pack requirement.
Note: To apply any BU requirement type pack requirement to packs, you need to ensure that under “General Pack Items” you select “Not Applicable.” This rule applies to all BU type documents.
Fill in the rest of the required fields.
When you reach the “Select your BU Requirement” dropdown, you will select the Hazard requirement that you have just created to apply the selected hazard to your pack requirements.
Once the pack requirement has been created, you will now be required to configure the hazard to the line item.
Open the applicable Project and Service Provider pack.
Navigate to the required line item that needs to be configured.
Note: If the below pop-up appears when trying to configure the pack item, this is an indication that the packs line item has not been created correctly. You will need to set up the line item correctly before you can complete the configuration.
When you are confident that you have set up the line item for configuration, select the configure button that displays next to the pack line.
An additional field will open whereby you will be able to assign additional hazards to this pack requirement, by simply selecting the document from the selection available and selecting save.
You will see a display of all assigned documents, which you can delete if it is not a mandatory requirement.
Lastly, you will see a list of all mandatory requirements linked to the pack.
4) Link a Hazard to a singular Service Provider
Note: This function will be used when you need to assign a hazard to a specific Service Provider that will only apply them.
Ensure that you are in the correct Project. Select the configure button that displays next to the Service Provider.
Using the dropdown selection available, select with hazard you would like to apply to the Service Provider and select save.
All hazards that are assigned to this Service Provider will appear in a list format, whereby you will be able to delete any irrelevant hazards if need be, by simply selecting the delete button.
5) Service Provider to acknowledge Hazard documents
When a Service Provider is ready to work through their pack requirements and they reach a BU requirement document. The Service Provider needs to select the upload button that displays next to the pack requirement.
You will now be required to download any documents or templates that are applicable to the Hazard.
Select the download button.
Once the document has been actioned and is ready to be uploaded again, select the edit button.
Tick the required employees that have acknowledged the documents.
Select an expiry date.
Upload the supporting document.
When you are complete, select update.
When viewing the document, a system built document will build a summary advising the Service Provider and the Corporate client of the signed documents.