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INTRODUCTION
Contractor Representative | A representative from the external contracting company who will be responsible for the completion of all assigned tasks within the Lucidity system. |
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Contractor Manager | A representative from the internal organisation who is responsible for the management of the contracting company, often both within and outside of the Lucidity system. |
Many Lucidity Software modules can be utilised together to manage the full life cycle of companies, contractors and sub-contractors. Lucidity aims to streamline this process and, where appropriate, contractor representatives (administrators from the external company) can be given access to the system to manage their own documents and subcontractors, lightning the administrative burden for the organisation.
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Contractor OnBoarding Workflow
Getting Started | Additional Functionality | OnSite Integration |
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Download as: PDF | Powerpoint The Contractor Onboarding Quick Reference Guide provides a step-by-step suggested workflow for full end-to-end contractor onboarding management within Lucidity. | Download as: PDF | Powerpoint The Lucidity Contractor Onboarding Process Diagram provides a suggested process with additional details illustrating how Competency training roles can be used to manage contractor requirements. | Download as: PDF | Powerpoint The Contractor Onboarding with OnSite Process Diagram illustrates how OnSite tap-on tap-off hardware can be incorporated into the contractor onboarding process. |
Once all set up is complete, the process with the contractor representatives can begin.
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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 |
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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 | 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 | ||
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 | May have been completed as part of Step 2 | ||
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 | Each 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 | Assign training roles to each subcontractor | |||
18 | Contractor Rep | Competency | Upload training qualifications for each subcontractor | |||
19 | Company Contractor Manager | Competency | Validate training qualifications | |||
20 | Company System Admin | N/A | Print OnSite access card | Can be done prior to Competency steps | N/A | |
21 | Company System Admin | HR | Link card to HR user profile with card reader | 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 | |||
24 | Company Contractor Manager | OnSite | Review logs and manually sign out contractors who may have forgotten | |||
25 | Contractor Rep | HR | Update sub-contractors as required (HR details, archive etc.) | N/A | ||
26 | Subcontractor | Competency | Complete inductions for new facilities attending + redo any expired 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 | N/A | ||
28 | Contractor Rep | Contractor | Manage all expiries of company documents (upload new copies) | Notification workflow | N/A | |
29 | Company Contractor Manager | HR / Contractor | Archive Contractor Rep and Company | N/A |