Using Lucidity to Manage Contractor Onboarding

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.
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. This does not necessarily need to be a "Manager" within the organisation, rather the individual managing the company.

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.

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

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.

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.

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 OnBoarding Workflow

Getting Started

Additional Functionality

OnSite Integration

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The Contractor Onboarding Quick Reference Guide provides a step-by-step suggested workflow for full end-to-end contractor onboarding management within Lucidity.

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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.

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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	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