Read how SafetyBase was the answer when our client, a well-known telecommunications company, needed to automate contractor inductions
Background
The client first of all wanted to have a system to remotely authorise visits by contractors to their transmission sites. The visits needed to be logged against the transmission site identity and a work ticket number. The site details file was to be linked to the site sign-on, which in turn was linked to a site sign-off. The company was a SafetyBase client and they were willing to finance the changes in functionality and creation of new forms.
Implementation – “Site Sign-On/Off”
We formulated a specification to achieve what they wanted during a series of meetings and once agreed, we started work in our staging environment. First, a file type was created with fields that identified the technical characteristics, features, location and access for each transmission site.
Then, we created the sign-on form and the linking mechanism to the site itself. This form records date, time, contract company details and individual contractor names and contact details. The site sign-off form followed, and was, in turn, linked to the site details and the sign-on. Fields included debrief information about any hazards, injuries or technical issues. An escalation function was included, that sends alerts to the dispatch team if the contractors have not signed off after a specified time. Changing the status of the visit to “Off Site” closes off the record.
Implementation – “Assessments” for contractors
Although not part of the original intent, our client later wanted to go a step further. They asked us to provide an online contractor induction capability to save the paperwork associated with this activity. The brief was to be able to send an invitation by email. The contractor would agree to some basic safety rules and give assurances about their competencies. The induction was to be automatically renewable after a period of time. Gaining access to a transmission site using the sign-on/off system (above) would require the contractor to have a current induction.
The final result took that concept a step further. During the implementation, the client raised the possibility of there being more than one type of induction. We created an interface where the client could design their own inductions. It’s possible to attach documents, slide shows, images etc to the induction and ask for a series of questions to be answered. Questions can be multi-choice, free text or a type where they can attach their certificates and training records.
The contractor gets a “green light” when they have a correct and current approval. Their name also shows in a droplist for the site sign-on. No name, no visit! The invitations can be set up to send refresher invitations at a frequency set by the client.
This system was created in 2013 and continues in daily use. It can be used for external parties and employees.
An “Assessments” module is provided as part of the Distinction and Enterprise Editions. For “Sign-Ons”, Enterprise Edition is required for customisation.
For further information, call Simon Lawrence +64 9 535 4355 (0800 000 267) or email info@safetypro.co.nz