Once a tender is awarded, a notification will be sent to the Service Provider to link to the Project.
Once the project link has been accepted by the Corporate Client, the Service Provider will need to start to complete their onboarding steps through the Onboarding widget on their dashboard.
To access your On-Boarding widget, navigate to “Onboarding”
2) Onboarding Plan
Service Providers need to user the Onboarding Plan to plan your Onboarding time and costs to Onboard. These details will provide insight to the Corporate Client on an estimated costing and time until the Service Provider is ready to start the Project.
Under the “Create Onboarding Plan” fields, select the project that you are working on.
Using the calendar icons available, select the respective dates for each filed.
When you are complete with your selection, select the save button.
To delete a plan, select the delete button.
To edit any of the plan details select the edit button.
Edit the necessary details and select update.
The next step is to add detail to your Onboarding plan. Select the view button that displays next to your plan.
2.1) People Onboarding
Select the view button that displays on “People Onboarding”
Another pop-up screen will appear whereby you will be required to fill in your Manpower Budget details.
The contract start date and end date, including the PO number will automatically populate in your Manpower budget.
To add positions to your Manpower budget, select the add button.
Using the dropdown selection, select the position that needs to be added and the quantity.
Note: it is not mandatory to link employees to the assigned positions at this point. If you need to resubmit your manpower, you will be able to do so within the onboarding widget or within documents. (Refer to “documents” user guide for more details).
When you are complete, select save.
A list of your positions will display in a list format.
When you are ready to submit your manpower budget, select the save button.
You will receive a pop-up notification advising you that the manpower budget has been submitted and a pdf version of the document will appear for you to download or print if you need to.
When you want to close the manpower budget screen, select close.
You will be returned to the Onboarding Plan home page.
If you need to return to your manpower budget, simply click on the Manpower Budget button.
Once you have added the required number of positions to your Manpower Budget, you will be required to add a costing per position under the “Position Requirement Planning” table.
Select the edit button.
Add a cost for the position.
Note: The amount submitted needs to be the daily costing.
Once you have added your daily costing, select update.
The total cost will be calculated per position, per quantity.
To add an employee to your list of employees, select the add employee button.
Fill in the employee details and follow the required steps to add a new employee. (Refer to the People Manager user guide for more information).
Once you have given a costing to the positions that you have added, you need to link employees to the project. Scroll down to “Link Employee to Project”
Here you can add a single individual to the project by simply clicking on the applicable person and selecting the single arrow button.
Alternatively, to link all your employees to the project, select the double arrow button.
A list of your linked employees will display below the linked employee to project grid.
As you add individuals and link employees to positions, the total cost per day for all linked Employees will display accordingly.
When you have completed your plan based on your employees and positions, select the back button.
2.2) Equipment Onboarding
Note: Before you start your onboarding plan for equipment, it is advised to add a daily costing to all your equipment items.
If you are adding a daily costing to already loaded equipment, simply select the edit button that displays next to the equipment item.
Under the equipment information category, scroll down to “daily rate”
Add the daily rate to operate the equipment item and select update.
Once you have added a daily costing to your equipment items, you can now select the view button that displays on “Equipment Onboarding”
Navigate to “All Onboarding Equipment Category” and select add.
Here you will be able to manage what equipment categories need to be listed according to the project that is being carried out eg: TMM
Using the dropdown selection, select your category.
Select how many pieced of the equipment category you will brining onto site
Using the calendar icons, select when you plan on doing your inspections for this equipment and lastly select the date that you suspect that the inspection will end.
E.g. Inspection start date will be 22/02/2022 and it will take approximately 2 days for the inspection to be complete so therefore the end date for inspection will be 24/02/2022.
Once you have completed the required fields, select the save button.
To return to the home page of your Equipment plan, select the back button.
A list of your onboarding equipment categories will display in a list format.
To add an equipment item to your list of available equipment pieces, select the add button that displays below the equipment categories.
Fill in the equipment details and follow the required steps to add a new equipment item. (Refer to the Equipment Manager user guide for more information).
Once you have ensured that all the equipment that you have added onto the system have a daily cost associated with the item, you need to link equipment to the project. Scroll down to “Link Equipment to Project”
Here you can add a single equipment item to the project by simply clicking on the applicable item and selecting the single arrow button.
Alternatively, to link all your equipment items to the project by selecting the double arrow button.
A list of your linked equipment items will display below the linked equipment to project grid.
Note: While you are linking your equipment items to the project, you must note that if you have any linked engineers to the equipment items, these individuals will display in the “Linked Engineers” grid.
As you link equipment items to your onboarding plan, the total cost per day for all linked Equipment will display accordingly.
When you have completed your plan based on your Equipment, select the back button.
2.3) Additional Costing
Select the view button that displays on “Additional Cost”
Using the dropdown selection available, select a category that applies to your completion of the project. You are able to select multiple categories if it is required.
There is a list of preset categories to choose from, e.g. Travel, Accommodation etc etc.
Once you have made your selection, you will be required to add the cost of the category selected. E.g. If you select Accommodation, it will be an additional cost of R5000.
Note: There is an “Other” category to select. If you do select “Other”, you will be required to add the description of the “Other” additional cost so that it can be listed accordingly for the Corporate Client to view.
Once you have completed all the required information for your onboarding plan, select the back button to revert to your home page of the Onboarding plan module.
If you need to download a copy of your onboarding plan, simply select the download button that displays next to your plan for the specified project. A pdf version of your onboarding plan will appear for you to print or save to your smart device.