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Develop a list of companies in either Lucidity Access, Lucidity Induction or Lucidity Contractor
Even though the 3 modules are integrated and the creation of a company in 1 module will result in the company being available in the other modules, it is recommended companies are established in Lucidity Contractor initially to ensure as many details as possible are captured
Create access roles for contractor reps for all required modules
Create eLearning courses, course groups and set self-registration fields
Develop communication processes including an email template with link to Induction and eLearn completion instructions for contractor representative.
The Induction Self-Registration & End-User Guide provides a good starting point
The Lucidity Contractor Onboarding comms pack can also be utilised.
Internal processes developed to ensure the conversion of contractor reps occurs in a timely manner
Create Intranet contractor portal (management system) which includes all instructions and relevant links the contractor reps may require
Establish sub-contractor training roles and required capabilities, including any roles that can be assigned by default
Determine and create contractor classifications and contractor documents required
Create form groups and design forms required
Develop internal processes to ensure the contractor rep is archived in a timely manner in either Lucidity HR or Lucidity Access
Determine other modules likely to be utilised and ensure managed lists are developed accordingly to accommodate. Modules may include
Test all of the above before trialling with any contractor representatives
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This is not a definitive list and each organisation may change the workflow to suit individual needs. Where relevant, links to user guide instructions have been included:
Step | Who / Responsible party | Module | Task | Notes | User Guide / Document Links | Video Tutorials |
|---|---|---|---|---|---|---|
1 | Company Contractor Manager | N/A | Communication provided to Contractor Rep with instructions on how to self-register and complete training | Include help numbers and help documentation | Contractor Onboarding email template-Admin to send to Contractor Rep | N/A |
2 | Company Contractor Manager | Contractor | Ensure Company details are up to date. Add contractor classification | |||
3 | Contractor Rep | Induction | Self-register and complete all required induction training | Contractor Rep may not have eLearning requirements but needs to complete so as to guide their people through the process | ||
4 | Company Contractor Manager | Induction | Track induction completion and follow up if not completed | |||
5 | Company Contractor Manager | Induction | Convert and approve Contractor Rep | Can only be done when all inductions completed | ||
6 | Company Contractor Manager | Access | Assign Access roles / apply scoping | All applicable Contractor Rep roles (Competency, Contractor, Induction, Intranet, HR) | ||
7 | Company Contractor Manager | HR | Apply any additional required info to HR (job title, manager etc) | May not be a required step | ||
8 | Company Contractor Manager | Contractor | Add Contractor Rep details to Contractor company profile | |||
9 | Company Contractor Manager | N/A | Email Contractor Rep log in details with link to Contractor Portal (Intranet) | PDF etc. will need to be used if no Intranet module | Contractor Onboarding email template-Admin to send to Contractor Rep | N/A |
10 | Contractor Rep | Intranet | Log in, review instructions | N/A | N/A | |
11 | Contractor Rep | Contractor Manager | Upload Contractor Documents | |||
12 | Company Contractor Manager | Contractor | Validate Contractor Documents | |||
13 | Contractor Rep | N/A | Advise sub-contractors of requirements | Contractor Onboarding email template -Contractor Rep to send to staff | N/A | |
14 | Subcontractor | Induction | Self-register and complete all required induction training | |||
15 | Contractor Rep | Induction | Track induction completion and follow up if not completed | |||
16 | Contractor Rep | Induction | Approve and convert each subcontractor | |||
17 | Contractor Rep | Competency | Upload training qualifications for each subcontractor | |||
18 | Company Contractor Manager | Competency | Validate training qualifications | Optional admin task | ||
19 | Company System Admin | N/A | Print OnSite access card | Can be done prior to Competency steps | N/A | |
20 | Company System Admin | HR | Link card to HR user profile with card reader | N/A | ||
21 | Company System Admin / Contractor Manager | N/A | Distribute cards to each subcontractor | Could be via contractor rep, as sub-contractor arrives on site etc | N/A | N/A |
22 | Subcontractor | N/A | Taps on and commences work | |||
23 | Company Contractor Manager | OnSite | Review logs and manually sign out contractors who may have forgotten | |||
24 | Contractor Rep | HR / Contractor | Update sub-contractors as required (HR details, archive etc.) | Access via shortcut from Contractor > employees | N/A | |
25 | Contractor Rep | Competency | Manage all expiries of training documents for all staff (upload new copies) Ensure all inductions are completed prior to expiry | N/A | ||
26 | Subcontractor | Competency | Complete inductions for new facilities attending + redo any expired training | N/A | ||
27 | Contractor Rep | Contractor | Manage all expiries of company documents (upload new copies) | Notification workflow | N/A | |
28 | Company Contractor Manager | HR / Contractor | Archive Contractor Rep and Company | N/A |
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