1) Corporate Client Host sets up visit
Navigate to Visitor Manager on your dashboard.
Select add a visitor.
When selecting the category of visitor, ensure that you select Emergency Contractor.
Select at which division the meeting will take place.
Select your Host and your Co Host using the dropdown selections available.
Select your approval step for this visit.
Note: This approval step is not the approval step for the Emergency Contractors pack. This approval step is to be selected for the approval of the visit to take place. Its important to remember that the Emergency Contractor will still receive the induction link to complete even though this approval has not been actioned.
For the next selection, it is critical to ensure that the correct Project Workflow is selected.
Note: This selection will prompt the applicable approvers that there is an Emergency Contractor pack pending approval. Only these users will see the pack in Project Compliance and Workflow Management.
Using the calendar display, select the start date and the end date for the duration that the Emergency Contractor is to be on site.
Select the start time and end time of the meeting.
If you require the Protection Services department to issue PPE to the Emergency Contractors on the time of arrival, use the toggle to select yes.
Note: If the site does not issue PPE to the Emergency Contractors, you are able to skip past the toggle selection.
If the site requires the Emergency Contractor to supply their own PPE, you need to mention this in the next field available. Use the free text field to advise the visitors what they will need to bring onto site with them.
Using the dropdown selection available, select the Kumba One Induction for the Contractors to complete.
Fill in the reason for the meeting.
When you are complete, select add.
The meeting details will display to the left of your screen.
The next step is to fill in the details of the Visitor (Emergency Contractor). Enter in the details of the person who will be responsible for uploading the pack documents.
The communication method will automatically default to email.
Select Yes or No to the Internal Visitor selection.
Note: If you select yes to this option, the system will not send a link to the visitor to complete the induction as it will indicate that this individual in an internal employee of the site.
When you are complete, select add.
You will receive a popup message advising you that the visit has been added.
2) Emergency Contractor to upload Pack Documents and complete Kumba One Induction.
The selected individual will receive an email notification from Passport advising them of the meeting request.
To upload the applicable pack documents and complete the Kumba One induction, click on the link to start your induction.
Another screen display will open.
You will need to ensure that your camera is enabled so that you can capture your photo and complete the induction.
The document requirements will appear whereby the contractor will see which documents need to be uploaded.
Select the upload button to upload the applicable pack document.
As you work through the pack requirements and upload accordingly, you will notice that the status of the document will change from Not Uploaded to Uploaded.
Note: When adding individuals to the Total People on this Pack line item, this will trigger the system to send those linked individuals the Kumba One Induction link to complete before they get onto site. The email notification will be displayed as below.
You will be required to add the individuals ID
Should you need to delete an individual from the list of added employees.
Select the view icon.
Click on the delete button that displays next to the employee.
Note: The status of the employee will show as valid if they have already completed their Kumba One Induction.
Once you have uploaded the required pack documents, you will now be required to fill in further details to complete the online induction.
When you are ready to start the induction, select start course.
When you have completed your induction, you will be required to add a list of personal equipment that you will take onto site.
Fill in the details of the equipment item and select add equipment when you are complete.
You can submit multiple equipment items if it is required.
When you have added your required equipment items, select finish.
A popup message will appear to say that you have completed your induction.
You will also see a display of your induction card.
3) Responsible Corporate Client User to Approve pack documents
When an Emergency Contractor has submitted pack documents for approval, the responsible user that needs to approve the documents, will receive the below email notification.
Note: Only users that are part of the Project Workflow will see the pack in Project Compliance and Workflow Management as explained below.
The responsible user can approve these documents in two ways.
Option 1: Approve documents in Workflow Manager
Navigate to workflow manager on your dashboard.
Select approve objects
Scroll down to Visitor Submissions.
Select the view button that displays next to the visitor to view their pack documents.
The pack will display accordingly.
Select the view button to open a document.
Now you can approve or reject the entire pack.
Note: individual line items don’t get approved or rejected. This function only allows you to approve or reject the pack in its entirety.
If you reject the pack, you will need to supply a reason for the rejection and select save.
If you want to approve the pack, simply select Approve Pack and the approval will display on the Visitors Card.
Option 2: Approve documents in Project Manager
Navigate to Project Compliance on your dashboard.
View the applicable Active Project.
Select Emergency Contractors.
Select the view button displayed next to the applicable Contractor and complete the action as you would in Option 1.
4) Responsible Corporate Client User to Approve Visit Request
While the Emergency Contractor is uploading their pack documents and completing their induction, the selected user that was chosen by the host, will be required to approve or reject the visit.
These users will receive the below email notification.
Click on the login button to log into Passport 360.
Select the Visitor Awaiting Approval button.
The visitor requests will be displayed in a block format.
To view the uploaded documents, select the documents button.
At this point, you can choose to revoke the visit or approve the visit by selecting the applicable button.
5) Tracking of Emergency Visitor requests per Project Manager
Navigate to your dashboard and select the Project Compliance widget. Select the Project Manager widget.
If the Project Manager is selected as a host, the Project Manager and the system Super Users will be able to view how many Emergency Contractors are visiting them and the duration.
6) Protection Services check Emergency Contractor details
When the visitor arrives on site, it will be the responsibility of the protection services department users to check the details on the visitor’s card to ensure everything is in order.
Navigate to Protection Services and select the View Visitor Cards button.
You can search for the visitor by the date.
Alternatively, you can search for a visitor by their Name, ID number or by the Host Name that the visitor will be meeting.
Once you have the correct card display, the visitors card will display as below.
The first step is to ensure that the visit has been approved.
This will be displayed on the card for the Protection Services User to view who approved the visit.
The next step is to view the documents by selecting the documents button.
The pack documents will indicate who approved or rejected the pack.
You will now be required to validate any equipment that the Contractor has brought onto site, by selecting the validate equipment button.
View the equipment items and either approve or reject the equipment items
If the visitor has brought any extra equipment on site that is not mentioned in their list, you are able the extra equipment items by selecting the add equipment button.
Fill in the applicable details and select save.
Record the individual’s temperature, by selecting the temperature button.
Lastly ensure that the individual’s induction is complete, check that the covid screening is complete, check that the equipment is collected and finally check that the temperature is recorded.
This will be indicated on the card with a green tick.
When you are ready to allow the Visitor onto site, select the notify host button.
7) Printing of Visitor Cards on stickers
In certain instances, some sites require that the visitors access card be printed onto a sticker. The Protection Services user needs to click on the “Print Sticker” button that displays on the visitor card.
Another screen will pop up whereby you will have the option to print the visitor details on the sticker.
The sticker will include the Visitor name, Company, Host, Site and date of visit.
Note: Any sticker printer is accommodated, however for optimal use it is recommended to use a 10cm x 10cm label printer.