Page Comparison

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Info

Recommendations

This guide aims to provide suggestions and recommendations but is not a definitive list. Organisations may chose to have contractors manage only 1 or any combination of the above options. This needs to be an internal business decision.

It is, however, recommended that contractor representatives are not asked to manage too many different items in the system. A common approach is inductions, subcontractor records and contractor documents only. This is outlined in more detail in the Contractor Onboarding Workflow section below.

Tip

Training Video

For full and comprehensive training of Onboarding in Lucidity Contractor, please view our Lucidity Contractor Onboarding Training video (25 mins).

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IMPLEMENTING CONTRACTOR MANAGEMENT

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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		Edit Contractor	Manage Contractors
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	Self Registration and End User Guide	Self Registration Full Video Guide
4	Company Contractor Manager	Induction	Track induction completion and follow up if not completed	Scheduled reports may be useful	Induction Records	Induction Records
5	Company Contractor Manager	Induction	Convert and approve Contractor Rep	Can only be done when all inductions completed	Convert Users	Convert Users
6	Company Contractor Manager	Access	Add Contractor Representative Profile and apply scoping in the Home Organisation Unit	User can use same username and password they used for Induction unless admin changes it	Edit Users Assign Profiles and Define User Scoping	Manage Users Assign Profiles Define User Scoping
7	Company Contractor Manager	HR	Apply any additional required info to HR (job title, manager etc)	May not be a required step	Edit People	Manage Users
8	Company Contractor Manager	Contractor	Add Contractor Rep details to Contractor company profile		Edit Contractor	Manage Contractors
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		Contractor Classification and Self-Service	Contractor Self Service for Contractors
12	Company Contractor Manager	Contractor	Validate Contractor Documents	Scheduled reports may be useful	Contractor Classification and Self-Service	Contractor Self Service for Admins
13	Contractor Rep	N/A	Advise sub-contractors of requirements		Contractor Onboarding email template -Contractor Rep to send to staff	N/A
14	Each Subcontractor	Induction	Self-register and complete all required induction training		Self Registration and End User Guide	Self Registration Full Video Guide
15	Contractor Rep	Induction	Track induction completion and follow up if not completed	Scheduled reports may be useful	Induction Records	Induction Records
16	Contractor Rep	Induction	Approve and convert each subcontractor		Convert Users	Convert Users
17	Contractor Rep	Competency	Assign training roles to each subcontractor		Allocating Users to a Role	Allocating Users to a Role via the People Page
18	Contractor Rep	Competency	Upload training qualifications for each subcontractor		Competency Records	Add Record
19	Company Contractor Manager	Competency	Validate training qualifications	Scheduled reports may be useful	Competency Records	Edit Record
20	Company System Admin	N/A	Print OnSite access card	Can be done prior to Competency steps	Print Cards	N/A
21	Company System Admin	HR	Link card to HR user profile with card reader	Scheduled reports may be useful	Register Card with Lucidity	N/A
22	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
23	Subcontractor	N/A	Taps on and commences work		Tapping On and Off	Tap on - Tap off
24	Company Contractor Manager	OnSite	Review logs and manually sign out contractors who may have forgotten	Scheduled reports may be useful	OnSite Logs	Manually tap out user
25	Contractor Rep	HR	Update sub-contractors as required (HR details, archive etc.)		Edit and Archive People	N/A
26	Subcontractor	Competency	Complete inductions for new facilities attending + redo any expired training		My Training	N/A
27	Contractor Rep	Competency	Manage all expiries of training documents for all staff (upload new copies) Ensure all inductions are completed prior to expiry	Scheduled reports may be useful	Competency Records	N/A
28	Contractor Rep	Contractor	Manage all expiries of company documents (upload new copies)	Notification workflow	Contractor Classification and Self-Service	N/A
29	Company Contractor Manager	HR / Contractor	Archive Contractor Rep and Company		Archive Company	N/A

Versions Compared

Old Version 34

New Version 35

Key

Recommendations

IMPLEMENTING CONTRACTOR MANAGEMENT