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.
Customize Project Compliance
Go to “Project Compliance” and select “Manage”
1) Create Roles
Note: this is used for Corporate Clients to set up your Legal Appointees roles and create the Appointment types. These Legal Appointees can be linked to your projects when creating your projects within the “Manage Projects” function.
Select the Create Roles button, then select the second "create roles" button.
Fill in the details of your appointment type and when you are complete, select save.
A list of your appointment types will appear in a list display.
2) Create Project Document Type
Select the Create Project Document Type button.
Select Create Document Type
Fill in the name of the document
Using the dropdown selection available, select yes or no if this document must show on the project link
Using the dropdown selection available, select yes or no if this document is mandatory on the project link
Using the dropdown selection available, select yes or no if this document requires an expiry date.
When you are complete, select save.
Your document types will appear in a list display.
3) Compliance Percentage
The overall percentage at which a Service Provider is deemed as Compliant is set within this function by the Corporate Client. This setting will affect the compliance slider split, displaying compliant vs non-compliant Service Providers.
Note: This function only sets the percentage order for the system to identify the Service Providers as compliant, it does not constitute as pack approval.
To set up your pack compliance percentage, select create.
Add in your percentage requirement that the Service Provider must comply to and when you are complete select save.
If you select “Yes” for the toggle to auto reject based on compliance, an additional dropdown will appear where you will have to add a percentage to the “Auto Reject Percentage”.
This means that if the contractor is on the selected percentage or below, the pack will automatically revert to an unapproved state. Even if the respective users approve the pack, this ruling will override the “approved” status and it will revert the pack to unapproved.
On “Set Pack Specific Block”
This setting allows the Corporate Client to add a single line item or multiple line items as a selection to apply a block on the Contractor if the specified document is in an expired state.
Use the dropdown selection available to select the respective pack
Use the dropdown to select the document that will block the contractor / company if it is invalid.
When you are complete, select save.
Note: This will mean that if the specified document is expired or invalid, a block to the site will automatically be applied to the contractor and they will not be allowed to conduct work until the document is reuploaded or actioned to an approved or valid state.
4) Manage Equipment Area
When adding equipment to your company profile, you will have the option to add an area of use. These selections are created within this function.
Simply click on the add equipment area button.
Add the name of the area, mark the status as active if the area should be made available for selection and when you are complete select the save button.
A list of the available areas will be viewed in a list format.
5) Manage Onboarding Document
This function will be used by the Corporate Client to monitor how long it takes on average for a Service Provider to complete their onboarding process.
Select the Manage Onboarding document button.
Using the dropdown selection available, select which document from the pack requirements (created in Project Compliance), will be the determining document that will mark a Service Provider as fully Onboarded upon approval.
When you have made your selection, select save.
Note: This will trigger a data collection for the Analytics/BI module to count an average time in days that it takes for a Service Provider to be fully onboarded from the date of linking to a client project.
6) Manage Offboarding Document
Select Manage offboarding document.
There are two sections that need to be configured, being “Absconded” and “Deceased.” The same process must be followed for both sections.
Configurable Option One: (Upload Termination Documents)
Under the Absconded or the Deceased section, use the dropdown selection to force a termination and indemnity document to be uploaded as a template or a digital form can be filled in to add the necessary documents when unlinking an employee.
If you want the individual to upload a document, select the “Upload” function.
Note: If you select this option, you will be required to upload the supporting template so that the template can be downloaded when an individual is going through the termination process. Ensure that the system indicates that the file is uploaded successfully.
When you are complete, select the save button.
6.1) Service Provider to unlink employee by uploading the supporting the documents
Navigate to Project Compliance on your dashboard, view the applicable project and at the top right of your screen select People Manager.
Scroll down to your listed linked employees.
Select the delete button that displays next to the person that you want to unlink from the project.
Note: If you select Exit Documentation being an “Absconded or Deceased” type, you will be required to upload the necessary supporting documents.
If you do not have the supporting documents as required by the client, you are able to select the download template button to obtain the necessary document. Otherwise, you can obtain the template in the document’s module, in your client’s documents.
Once you have uploaded the necessary documents, select save.
Configurable Option Two: (Submit Digital Custom-Built Termination Documents)
If you want the individual to complete the digital form online. When configuring your offboarding document, select the necessary document as listed under “custom documents”
Once you have selected the required digital form, select save.
6.2) Service Provider to unlink employee by submitting digital termination documents
Navigate to your dashboard and select the Offboarding widget
Select “book” on upload termination documents.
Select the necessary dropdown selections.
If you are required to fill in a digital form, you will see the option to answer the form.
Fill in the required fields and when you are complete, select save to submit the form.
7) Manage Custom Pack Items
To add a custom document to Project Compliance, select the add button.
Use the custom fields as an indicator as to what needs to be included into the document.
Note: The parameters used, will automatically pull into the document if it is applicable to the Service Provider information.
Give the custom document a name and build your document in a “word” format.
Upload the supporting document once it’s been created.
Note: This document will be in a word format
The next step is to plug the document that you have created into the required pack.
Navigate to Project Compliance on your dashboard, view the applicable pack item and add a document.
Select “yes” to add the word document.
An additional dropdown selection will be available, whereby you will be required to select the applicable document that is needed.
When you view the document in the pack, the document will be displayed as a system generated document and it will pre-populate any parameters selected into the document to view.
8) Manage Project Creation Settings
Select Project Creation Settings.
Note: The system has mandatory fields that cannot be changed for all organizations. These fields include the project name, project manager and a pack needs to be added to the project on creation.
Select the add button.
Using the dropdown selection available, select which field you want to mandate for project creation.
Tick if the field needs to be mandatory and select save.
The mandated field will appear in a list format to view.
If you need to edit the mandated field, click on the applicable field so that it is highlighted and select the edit button.
Tick the block available and select update.
The field will be updated accordingly.
If the displayed fields names are set to “yes” as mandatory, this will force the collection of the specified fields when creating a project.
9) Manage Company Categories
Note: This function is referred to as a “Tagging System” and is used by Corporate Clients. Only users with Admin rights will be able to add Company Categories. When their Service Providers link to a Project, the “Project Type” Label has been changed to “Company Link Category.” On the Company Link Category, an option has been added for Unincorporated Joint Venture.
Manage company categories and select the button applicable.
Select the add button.
Using the free text field available, fill in the name of your category and tick the applicable block if it is an active category.
When you are complete, select Update.
You will receive a pop-up message to say that the category has been added.
9.1) Service Provider links to a Project
Navigate to Project Compliance on your dashboard.
Select the Link to a Project Button.
Select the required fields.
- Primary Company Name
- Project Name and Pack
- Supervisor Name
- Note: At “Company Link Category,” this is where the Service Provider needs to select the Category most relevant to their Company. The Service Provider will see a dropdown selection with the categories as created by the Corporate Client and it will include system generic category selections being: Principal Contractor, Sub - Contractor and Unincorporated Joint Venture.It is important for the Service Provider to remember that if they select category “Unincorporated Joint Venture,” they will be required to add additional linked Service Provider Companies when linking to the project.
- Fill in the additional fields required when linking to the project.Once you have filled in the required fields, select the save button.
10) Manage Project Link Settings
When a service provider is about to link to a client project, certain fields can be made mandatory to the service provider by the client before the project link is successful.
Click on the Manage Project Link Settings button.
There will be a list of prepopulated items available to mark as mandatory.
Should the client want to mark an item as mandatory, simply double click on the applicable item, use the toggle switch to mark this as a “yes” and select update.
In some instances, a Corporate Client will require that their Service Providers employees follow a termination process before they archive the project, however sometimes this is not always possible so there is an option to prompt the service providers to follow the termination process even if your project has been archived.
The client needs to use the toggle mandatory field for “Do you want to make use of auto-terminations when archiving projects”
If you have switched on the toggle to allow auto-termination a pop-up message will appear to request the relevant offboarding procedures take place when you want to archive a project.
The archived project will show in “Archived projects” for the Service Provider.
The Service Provider will receive an email and a bell notification advising them that they need to commence offboarding procedures. The Service Provider must follow the notification link (accessed in messages) so that they can access the archived project information.
Select People Manager and begin to follow the Termination process.
11) Manage General Company Documents Settings
Note: Corporate Clients can use this function to assign Client Specific and Custom Forms to be completed by their Service Providers under Company Documents.
Select Manage “General Company Documents”
You will see a list of Generic Company Documents that are already loaded onto the system as a default.
If a Corporate Client needs to add additional Company Documents for upload, select “Custom Documents Required”
Select the Create Document button.
Use the free text field available to name the document and type in a description of the document.
Use the dropdown selection available to advise what type of document is required.
This will require a standard document upload.
This will require the Service Provider to submit the necessary requirements as set out by the Corporate Client. This is a custom-built form managed by the Corporate Client. (Refer to the Form Manager user guide for more information)
This will require the Service Provider to submit the necessary checklist requirements as set out by the Corporate Client. This is a checklist is managed by the Corporate Client. (Refer to the Checklist Manager user guide for more information)
Note: If you select a “Custom Form or a Checklist” type document, an additional dropdown will appear for you to select the custom-built form or the required checklist. This option will also only be available to Super Users to assign.
Use the drop-down selection to select the applicable document category (these categories pull in from the categories that the Corporate Client has previously created).
Lastly, select the applicable Company Category, (these are created in “Manage Company Categories” by the Corporate Client).
When you have added your document and made your selection, select the save button.
You will receive a pop-up message to advise you that the document has been added successfully.
A list of your Company specific documents will appear in a list format for you to edit or delete as required.
11.1) Service Provider to submit required documents
The Service Provider needs to navigate to documents on their dashboard.
Select Manage your Documents.
The system generic documents will appear under the grid display “Manage your Documents”
Client specific documents will display below the “Manage your Documents” grid.
To upload a document, select the upload button that displays next to the document type.
Fill in an expiry date and select “browse” to upload your document.
Once the document is successfully uploaded, select the save button.
If the document is a custom-built form, follow the same process and select the upload button. You will be required to answer the document according to the document requirements. When you are complete select save.
The document status will show as valid once the document has been actioned.
Note: Once the Documents have been uploaded, these documents will populate in the system generated summary “Generic Company Information” pack items in the SHE File.
11.2) Corporate Client to review documents
If a client has created a checklist or a custom form that requires a review of submission, the necessary reviewers will receive a bell notification advising them that there is a document that has been submitted.
Navigate to action manager to review the document and to complete the task.
You will notice that the document will be in a state of “To be initiated”
Select the view button to view the submitted document.
Approve or reject the document as required.
The status of the document will change to a “Completed” state.