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INTRODUCTION
Video
Lucidity Contractor: Module Overview
Lucidity Contractor can be used as part of a Contractor Onboarding process that includes employee induction, plant registration, and entry and recording of licences and certificates. The system manages insurances, pre-qualifications and other key documents and can be used to generate a preferred suppliers register and share performance and status. Contractors can be self-managed or managed by the organisation's team members.
Getting Started
The Contractor Onboarding QRG differentiates the tasks of the contractor representative (from the contracting company) to that of the contractor manager (internal employee responsible for the management of contractors). It illustrates how, if desired, the contractor representative can be solely responsible for ensuring each subcontractor completes an online induction, their relevant licences and tickets are uploaded and all company documents are uploaded. Then the contractor manager is only responsible for final document validation only, limiting internal administrative burden.
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Notifications
Email notifications may be sent automatically from the Contractor module and can be viewed from the Notifications tab within Lucidity Access. For more information on notifications and to view a list of notifications specifically for Lucidity Contractor, refer to the Notifications page within the Lucidity Access user guide.
Email Address
In order to receive email notifications:
- The contractor manager must have a valid email address in their Lucidity Access system profile
- The contractor representative must have a valid email in the 'general email' field within the contractor profile
CONTRACTOR ACCESS ROLES
Users are given different permission levels based upon their access requirements. Permissions for all Lucidity applications are set via Lucidity Access and are generally configured by the system administrator. The standard roles typically provided in all new Lucidity system builds are as follows. These can be edited by system administrators as required.
USER ROLE | ROLE DESCRIPTION |
|---|---|
| Read Only | Using Contractor, a user can view contractor details and documents; download attachments and run reports |
| Contractor Representative - only submit required documents | Using Contractor, a contractor representative can view and download documents, upload specified documents only and view all subcontractor details and limited contractor details (scoping required to specific company) |
| Contractor Representative - submit additional documents | Using Contractor, a contractor representative can add, view and download documents and view all subcontractor details and limited contractor details (scoping required to specific company) |
| Manager | Using Contractor, a user can approve, add, view, edit, delete and download contractor documents; manage contractors, view their employees and run reports (cannot delete) |
| Administrator | Administrator role for Contractor |
Additional roles (for example, to allow contractors to create subcontractors in Lucidity HR, enter documents for employees or complete eLearn training in Lucidity Competency, complete forms in InForm, enter incident details in Lucidity Incident) may also be required, dependant on organisational needs. Details on suggested additional roles can be found in the Access Roles page in the Lucidity Access user guide.
Read Only
End-users may be given read only to Lucidity Contractor in order to allow them to view contractors, their company details and associated documents as well as the ability to run reports.
Contractor Representative
Managing Contractor Onboarding
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, lightening the administrative burden for the organisation. Refer to the Using Lucidity to Manage Contractor Onboarding user guide for more details.
By accessing Lucidity Contractor, contractors can assign a representative who is responsible for uploading and managing their own documents.
There are two different roles which can be assigned to contractor representatives, one allowing them to only submit documents required (as deemed by the organisation) or the other which allows them to submit additional documentation above the standard requirements.
Contractor Accounts must have Scoping Applied
It is important that accounts created for contractors are scoped, to ensure that they can only access their own company records. If unsure, it is best to test the account to ensure that the correct access has been created prior to sending the details to the contractor for them to log in.
Manager
Video
Lucidity Contractor: Manager Access
The Contractor manager role may not always be assigned to managers within the business but is more a management of the system role, often given to those who are responsible for managing certain contractor companies. Managers will be able to manage all aspects of contractors and their documents, including reporting, but will be unable to delete them. With correct scoping applied, they will only be able to view specified contractors.
Managers will generally have permissions to:
- View and edit contractor company details, including company classification
- View contractor employees, including training records
- View and approve contractor documents
The Menu and Tab options relevant for managers are:
- Contractors Menu
- Documents Menu
- Contractor Tab
Administrator
Administrators will generally have access to all contractors and functionality within the system. In addition to the same functionality as managers, administrators can also:
- Manage all aspects of contractors including archiving and deletion
- Manage all aspects of contractor employee's
- Manage all aspects of contractor's documentation, including approval and deletion
- Manage system settings
Retaining System Integrity
Only the administrator has the permission to manage master data such as managed lists. It is recommended that the number of administrators per instance of Lucidity Software is kept to a minimum to retain integrity and consistency across the system configuration and to avoid duplication. It is a worthwhile exercise to create a standard set of guidelines that all new master data entered must follow.
NAVIGATION
The menu and tab options available will vary between each user, dependent upon their permissions and access levels. Navigation between most pages within Lucidity Software is very similar.
Video
Lucidity Contractor: Navigation for Administrators
- Tab options: top panel listing areas of access within the module
- Contractor tab: reflects the current module. Select to switch between modules
- Menu options: left-hand panel listing areas of access within the current tab
- Help: provides links to help documentation such as User Guides and support materials
- Show Filters: allows for defining search parameters
- Excel Export: an Excel report reflecting the current filters selected
- Alphabet: click on each individual letter to filter through users alphabetically
- Headers: click to sort in ascending/ descending order
- Zip: Download all records for the contractor
- Documents: Manage contractor documents
- Employees: Manage contractor employees, including training records
- Actions: Archive and delete contractors
Tabs
As with all Lucidity Software Modules, Lucidity Contractor uses a series of tabs for basic navigation which are based on assigned permissions. Details on all these options are outlined in the User Guide.
- Contractors:View, edit, approve, archive and delete all company details, including documents and employees
- Settings: Create, edit and update in-system drop-down lists
Filters
Filters are a powerful tool enabling general or very specific searches to be applied. Filters are available on many pages within Lucidity Software.
Filters on the Contractor page are divided into two main sections. Any field with the [SELECT] option denotes a list will be displayed to select from. Options in these lists are pre-populated according to system configuration. Multiple options in multiple filters for a single search can be selected.
Refer to the My Filters user guide for more details on how to use filters.
Reset Filters
To avoid unwanted data such as archived records appearing unexpectedly, always select 'Reset Filters' when clearing a recent search.
My Filters and My Emails
My Filters: Users can create and save their own reports using the My Filters feature.
Any saved filters can be easily accessed via the Current Filter drop down selection option above the filter tabs. This is a short-cut route for applying saved filters.
My Emails: Automatically emailed reports can be specified using the My Emails feature.
Column Configuration
Columns within each page of Lucidity Contractor as well as those displayed in reports can be manipulated by the system administrator. The columns displayed as well as the order in which they are displayed can be adjusted. It is important to remember that changes made to columns affect all users viewing the pages or running reports.
View the Column Configuration user guide for more details.
