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CONTRACTOR ONBOARDING
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,
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lightning the administrative burden for the organisation.
Some examples of tasks contractor representatives may be asked to do within the Lucidity system are:
Ensure their staff complete company inductions in Lucidity Induction
Stay abreast of their requirements via Lucidity Intranet
Manage the HR details of their staff in Lucidity HR, including the archiving of sub-contractors
Manage the needs and records of their staff in Lucidity Competency, including role allocation and uploading of records and ensuring all remain up-to-date and valid
Manage company documents in Lucidity Contractor and ensuring all remain up-to-date and valid
Manage company assets in Lucidity Asset
Report incidents affecting or involving the organisation in Lucidity Incident
Complete form records in Lucidity InForm
View permits and isolations in Lucidity Permit to Work
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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. |
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Additional Training For full and comprehensive training of Onboarding in Lucidity Contractor, please view our Lucidity Contractor Onboarding Training video (25 mins). Access full and comprehensive eLearning modules for Contractor Representatives or Contractor Managers via the Lucidity Learning Portal. Select the CONTRACTOR ONBOARDING option. Full training for all Lucidity modules involved in the Contractor Onboarding process are also available here. |
IMPLEMENTING CONTRACTOR MANAGEMENT
Once decisions have been made regarding the exact requirements and responsibilities expected of Contractor Representatives, there are several different approaches which can be taken when it comes to implementing contractor management in Lucidity. These include implementing the full process with a small number of contractors as a pilot, or implementation part of the process with all contractors. It is generally not suggested that the full process is implemented from day one with all contractors, without a trial period or pilot to test the process and become familiar.
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Best Practice It is recommended to implement contractor management progressively, initially with 1 or 2 modules to a small group of contractors. This allows the process to become familiar to all involved, and to make any adjustments prior to rolling out to the full contractor database. In this way organisations can select the contractors with whom they will engage in the initial stages, and Contractor Representatives are able to provide feedback to improve the process before the wider roll-out. |
The following is a basic checklist of tasks which need to occur prior to the implementation of contractor management. Where relevant, links to user guide instructions have been included:
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
Contractor
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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.
The following is a basic workflow outlining the steps required to allow contractor representatives to:
Create their own self-registered profile in Lucidity Induction
View the status of their staff's inductions
Convert/approve their staff's profile to Lucidity HR and associated induction record to Lucidity Competency
Assign training roles to their staff and upload licences, tickets, qualifications etc
Manage the HR details of their staff, including archiving
Upload required company documents in Lucidity Contractor
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 |
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Responsible Party
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1 |
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Email sent to contractor representative
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Archive contractor representative and archive company
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Contractor Manager
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Company Contractor Manager |
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To include link to Induction self-registration page and applicable instructions
A template can be found in the Lucidity Contractor Onboarding Comms Pack
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2
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Complete self-registration
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Contractor Representative
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It is recommended the profile created references the company name rather than the individual contractor representatives name. This way, the same profile can be reused by the company if the contractor representative changes.
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Convert and approve the contractor representative and assign access roles (permissions) to contractor representative
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Contractor Manager
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Ensure all contractor reps are scoped for EVERY MODULE to ensure they can only view their company details, records, employees and documents and don't have access to other company details.
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Send welcome email / link to Intranet Contractor Portal
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Contractor Manager
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A template can be found in the Lucidity Contractor Onboarding Comms Pack
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Read instructions in Contractor Portal and follow steps/ links
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Contractor Representative
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These should be clear and easy to follow and updated as appropriate
Examples can be seen in the Lucidity Demo site. Please contact Lucidity Support if access has not been previously provided (for existing clients only)
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Arrange for completion of inductions via self-registration of contractor employees
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Contractor Representative
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Completions should be validated and any incomplete followed up on a regular basis. Scheduled reports are recommended by utilising the My Email feature (include link to instructions in the Contractor Portal)
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Convert contractor employees
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Contractor Representative
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Ensure all induction requirements are completed first
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Assign training roles
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Contractor Representative
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If default roles are allocated and no additional roles required, this step can be skipped
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Upload capabilities (licences, tickets etc) for contractor employees
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Contractor Representative
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Follow up on any outstanding needs
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Upload required company documents
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Contractor Representative
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Dependent on privileges, the contractor representative may be able to upload additional documents on top of those deemed required
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Validate company documents
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Contractor Manager
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If incorrect, these can be returned and corrections requested
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Archive contractor employees
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Contractor Representative
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Should be completed in a timely manner whenever a contractor employee leaves or is no longer required to work for the hiring organisation
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 | Submit training qualifications for each subcontractor | |||
19 | Company Contractor Manager | Competency | Approve 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 |