Unleash the true potential of the digital ecosystem with our cutting-edge System Modules

Employee Management (HR)

This module fulfils the critical business need to manage resources. Knowing who you are dealing with along with the allocation of personal and role functions along with the responsibilities in place is crucial. Time spent carrying out management system tasks is focused on what is needed and “when” it is needed.

Once implemented you are able to allocate levels of access and accountability to your management system. It can be used to manage information relating to direct employees, service providers and contractors. The module provides you with an effective management of your direct employees, service providers and contractors that allows you to search for location, capability and availability.

Key operational and legally required compliance information can be collated, assessed, securely stored and monitored: Ethically, Efficiently and Accurately.

Set critical information level limits so that only “business focussed” information is requested and managed.

Efficiency is enhanced by self-management of this information requiring only a gatekeeper function rather than full-time administrative role(s). Accessing key personnel information in the format you need allows;

• Effective capability assessment
• Identifying gaps or excesses in skills
• Resource allocation trends can be identified

Thus avoiding downtime or missed business opportunities.

Reduce the time taken to carry out routine management tasks such as onboarding, resource allocation / mobilisation, scheduled versus actual work time tracking or collating critical “new business bid” information to demonstrate your organisations’ abilities.

Automated monitoring and escalation of alerts regarding critical milestone and or expiry dates eg. insurance cover, licensing, critical contract performance dates.

Integration with existing business systems can prevent duplication of information, providing a single source of truth. Examples of this include injury management, payroll data entry, leave management, contractor claims process(es).

Statistical / performance reporting functions can be tailored to meet your business needs utilising information linked with this module.

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Contractor Management

This module has existing functionality that can be aligned to your specific business needs without placing additional administrative burden on you.

You set the requirements of your contractor pool up front. There is a transparent work environment where performance expectations are established for all parties to work to. Clear channels of communication are in place aligned to your levels of authority for approval of actions.

Inject accountability into your supply chain with real time and accurate information management that is securely accessible by any office based or mobile device to your needs.

Once established the module provides you with an effective management of your known supply chain that allows you to search for location, capability and availability. Engage earlier in the delivery process up front at Concept Design and Bid phases. If required, the module can be utilised to receive “expressions of interest” to grow your knowledge base.

Provide approved access to the secure system and a contractor is able to carry out and self-manage any mobilisation task required leaving your resources to carry out review and approval functions efficiently. You can remove a contractor or an individuals’ access to the system at any time.

Timelines aligned to compliance dates, commercial milestones, security of payment schedules can be established.

Once the Contractor module framework is in place baseline information can be provided in a secure environment by the supply chain such as insurance certificates, key contacts, compliance evidence (licences, approvals, system accreditation). Processing of claims and variations via the module provides clear time and date stamping when information was submitted, approved or rejected.

To prevent scope creep the system enables your people to quickly check what work has been approved and allocated to a contractor.

Coupling this module with the system ‘Site Diary’ function claims processing and contract finalisation time is greatly reduced as the evidence required is readily at hand and viewed. The Contractor module provides quickly accessible registers of contractors based on capability and approval status eg. work in a specific geographic location only, limited to contract value or specific services.

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Asset Management

This module is ideally suited to integration with existing business function and systems to provide the value-add automation for key risk management activity along with streamlining compliance obligations.

Identify who can access what information and when with fully traceable history to demonstrate who did what and when.

Remove administrative burden and cost in routine updating and compliance activity tracking.

 

Integration

You can create a new standalone asset register to your requirements or take existing information using the system to link it to, required activity and administration needs.

The module is ideally linked to our risk management, personnel, communication and contractor management modules.

 

Operational efficiency

Suppliers can upload specific information directly, if needed, to your system. You can share specific asset information to maintenance / service providers such as, serial numbers, locations, maintenance schedule, permit to work requirements and operational contacts. The service provider can then upload evidence of service work completed, faults found, suggested improvements.

You can tailor how you categorise plant and equipment as fixed, mobile, motor vehicles, specialised or other categories.

Key asset information for operators can be accessed by directly accessing the system or QR code link.

Allocate access to information such as operator manuals, service manuals, plant risk assessments, safe operating instructions, chemicals used and safety data sheets. Specific training packages / training requirements, operator / service personnel competency, high risk licences needed.

Compliance requirements can be included to be tracked or highlighted as a planning or operational requirement, plant design registration, plant item registration, electrical inspection and testing.

Upload video as proof of performance for example, video of thermal image monitoring, pump flow rates.

Critical asset life cycle timing reporting- alerts can be programmed in.

SMS and email alerts, automated reporting of asset management as an overall asset type or individual activity trending.

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Project Management

This module can be a simple standalone process management tool or provide an enhanced secure environment for managing the interaction with the project delivery supply chain.

It can be used by principal contractors to manage contract conditions or by sub-contractor companies to demonstrate their performance and claims processes to satisfy contract conditions.

The module allows the project management team to gain efficiency through co-ordination of information and activity that includes the whole of project delivery resources by allocating access to the system based on the level of activity and influence on the critical path and delivery processes.

Contractors have access to alert the PM to potential variations immediately. The module provides PM’s with the required information for claims / variation / site instructions in one location with proof that the directions given were received and follow up actions carried out.

The module provides a reliable means to gather evidence efficiently to manage payment claims, disputes, identify where the efficiency is and where additional effort may be required.

Module driven action reminders and replies by the engaged team free up PM time from chasing all information required to dealing with exceptions.

Our system provides the tool for PM’s, supervisors and contractors to refer to the “current” status of tasks, handle information once and mange resources efficiently.

All communication is time and date stamped along with links to users that submitted it. Supervisors can manage their time efficiently by helping to prioritise required tasks. Reducing time spent answering questions as the users have access to the information they need on their own device.

 

Workforce Improvement

Activity monitoring, mentoring of less experienced personnel by senior managers is facilitated by the system. Key alerts can be set in place when parameters are about to be exceeded or activity levels not as expected. This allows the overall performance of a team or individuals to be reviewed and action taken to encourage a behaviour or activity level. It also allows for targeted corrective action to be taken before issues escalate.

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Schedule Management

This module allows review and monitoring of “planned” activity against “actual” activity and action.

By establishing the dates and actions that matter to delivery the module allows people to report against the prioritised activity at their level or timing of the project. Time is not lost by everyone having vision of who has accountability for what task.

PM’s do not have to be “on the job” physically to be able to confirm workforce levels, equipment, materials at a location or deployed against a task in real time.

By capturing this information and time/date stamping the data claims management is enhanced by reliably confirming what resources were deployed and when, against agreed activity.

The module can integrate with data from other systems to allow efficient reporting considering coding conventions for materials, worked hours and equipment.

This information can be provided on demand or in a programmed manner.

Production rate information can be calculated and checked utilising the deployed resources data against output production data. This enables management to compare efficiencies of contractors or supply chain methods therefore identifying areas of improvement or preferred contractors and production methods.

By being up to date on “current” production positions PM’s area able to respond to questions from work teams in an efficient and accurate manner, minimising potential for loss or poor decisions.

Senior Management levels are able to monitor performance without having to place demands on project teams to produce time consuming reports. A Senior Manager is then able to identify where additional support or mentoring maybe needed quickly.

The linking of images to information being entered in the system provides clarity to issues and readily produced evidence to manage progress claims.

Reduce potential exposure to construction industry “security of payment claims” by having key payment schedule dates included in project work schedules to alert managers of critical time frames in the contract management cycle.

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Site Diaries

Site Diary setup provides an easily completed, self management tool using any internet connected device. Job locations and numbers already loaded into the system allow frontline personnel to easily complete information by selecting options from dropdown fields or other screen option selection tools. By selecting “we need to be contacted by management” checkbox the allocated management representative can be immediately notified therefore allowing prioritisation of actions of management for the day.

The module allows monitoring of multiple work locations, work crews, lone worker notifications. Planned work vs Actual work for each location. Only the critical information for your business is utilised in the module. Confirmation of deliveries and exported material (finished product or waste – you decide) can be incorporated. Changes in work conditions can be flagged in real time to allow decisions by project managers as to agreed methods to proceed can be communicated efficiently.

Supervisors / managers can set up reminders for specific types of work or specific locations when work crews start due to a specific council or client requirement.

Photo evidence easily gathered and communicated such as, delivery dockets, fuel receipts, changes in work conditions, completed works. Images of locations before and after completed work to demonstrate diligence and quickly manage damage or public liability claims.

Alert protocols can be built into the system where key activity categories are selected as occurring by the work team, they can receive reminders to confirm that required process or controls have been put in place eg. PTW and SWMS.

Frontline supervisors / managers can receive SMS, eg. work crew reports Confined Space work to start and alert can be sent to supervisors to confirm entry permits are in place or work crew could receive a reminder as to work permit requirements.

Simple permit to work conditions can be communicated or managed via the module if needed. More complex permit to work management is conducted in a dedicated module where required.

The information contained in the module allows for tracking personnel and visitors onsite that can aid in evacuation management and provide hours worked on a project or location that can be utilised for inclusion or use in performance data reporting.

The location of work crews can be displayed on a map with the use of icons indicating status or specific categorisation that you specify for your business, eg. Incident reported, defect notified, work crew not reported in when they were expected to.

The information contained in the diary module is useful in closing out contract progress claims as the evidence of activity and work status is completed on a daily basis.

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Incident Management

This module enables scalable and timely incident reporting according to your corporate categories and escalation processes. Notifications can be aligned to your business-critical classifications. Reduce the potential for hidden event information from being brought to the attention of the right people at the right time.

Capture accurate relevant information coupled to automated time and date confirmation of reporting activity.

The business is able to easily demonstrate diligence in legal compliance with notification to the required level of the organisation depending on the classification of the incident reported aligned to your business needs, eg. you have a legal requirement to report “notifiable incidents” to regulators.

These types of incidents are in the system and will send alerts as needed to your management team to enable compliance. Contractual obligations may require clients are notified of specific categories of incidents; notifications can be set for you to manage the communication to the client.

The ability to upload documentation, images or video to the report can allow for more effective investigations in the initial stages and may enable your organisation to identify critical corrective actions required in a shorter time frame.

Responsibilities and accountabilities can be set in a workflow for investigation processes. These can be linked to key timeframes and target dates for actions to be completed. This enhances your ability to prevent reoccurrences of incidents efficiently.

Incident management protocols can be aligned with simple or more complex methodologies such as ICAM. Scale of the process is aligned to your business needs.

Corrective actions (CA’s) can be allocated and tracked as a result of the investigation process. These actions may be standalone or can be linked to specific incident records.

Data contained in the reporting module can then be utilised to generate performance or trending reports in table or graphic form. Dashboards can be generated in line with business requirements.

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Audits and Inspections

This module allows for focus on relevant categories of hazard and risk to be reviewed and corrective action to be identified, addressed and allocated to the right level of the operation. The content utilised can be tailored to your needs, it allows you to complete the activity in real time and eliminates double handling of information by not having to enter the information again into another system.

Deploying the inspection / audit module you are able to demonstrate the activity of your organisation in “Check and Act” components of the “Plan, Do, Check, Act” management system cycle.

Responsibility and accountability are reinforced by action items being directed to the people that will have the impact on issues identified. The identification of potential improvement opportunities is provided for, by allowing reporting of positive performance areas or proactive actions taken by people.

There is minimal training or instruction required to complete the information requested as the layout is provided in an easy-to-follow format with simple operation screen tools.

By categorisation of nominated critical risk areas, notifications can be escalated according to potential risk to the operation rather than lower risk perceived at the time. Issues included can relate to commercial, customer service / quality or environmental issues not limited to a standard listing.

Where the system is deployed in an integrated manner the results form auditing or inspection can be connected to the expected performance or ranking in risk registers. Where the gap between expected risk levels for an activity widens to a nominated degree the system will notify the relevant level and personnel of the organisation. This can apply to a downside risk as well as positive performance.

Analysis of the information can provide simple or complex trending data that is suited to your business.

Where other modules of the system are deployed you can integrate a consistent risk category and rating system that allows you easily identify areas of “improvement or positive” performance against what was planned.

Centrally allocated tasking of personnel provides for “proactive and reactive” functions;

• Proactive activity which is aligned to planned management system activity
• Reactive tasks deployed to focus on immediate response to an issue with minimal delay

The information used to complete a task can be as simple as a tick box / drop down selection and or uploading an image or video.

All data will be time and date stamped and can be geo-tagged. Standard inclusions are reminders for tasks to be completed or overdue items.

Communication of results can be scaled against your organisations escalation protocols whereby if a risk category provides evidence of a potentially critical situation the right people can be notified by email, or if urgent, SMS.

Inspection and audit activity can be displayed via standard matrix dashboard or by use of location mapping techniques.

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Permit to Work Systems

Our PTW system module has the ability to be aligned to your process requirements. The system allows for Permits to Work to be: Planned > Allocated, approved > Received, acknowledged > Activated, suspended > Cancelled, renewed > Completed > Retained

Permits for work that have specified legal retention times or reporting requirements will have built in legal compliance functions. Permit validity periods are monitored, reminders or alerts issued as required.

The module provides the tool to have the right information in the hands of the right people at the time they need it. This can include risk assessments, operating instructions, emergency procedures, safe work method statements, pre-start checklists.

The system is scalable from simple to complex depending on risk levels or operational process requirements.

Some clients have a need for permit steps to be completed by personnel in different locations to each other at varying times, this system is able to manage these requirements in a timely and controlled manner.

Your key “authorised” personnel are able to issue and manage the permit to work system across multiple work faces in an efficient and reliable manner.

Critical “go / no go” decision points in the process can be identified and linked to required actions prior to the process being allowed to proceed to the next steps. An example of this is having proof of isolation devices being installed confirmed by uploading images of installed devices along with isolation proof test evidence uploaded so that it can be sighted by the responsible person before allowing the work to proceed to the next step

One efficient integration between modules is between this Permit to Work Module and the Lone Worker function. This integration enables an organisation to track efficiently and safely the status of multiple permits to work and also have real time communication with personnel. This enables compliance with the requirement to have reliable communication with your personnel at all times and trigger emergency procedures where required.

Where confirmation of personnel specific competency to complete permit-controlled work is needed this module can be integrated to the “Employee Management” function of our system. Personnel without approved competencies are prevented from being included in the Permit to Work.

You have the option to operate in a fully electronic environment (signatures / acknowledgement via mobile devices) or generate key paper-based documentation if required.

You also have the option to implement notifications to key personnel at any critical point of the permit to work process. This can be via email or SMS. Dashboards and reporting can be deployed to your specifications. QR code integration into your process management is also available

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SWMS System

A Safe Work Method Statement is an essential piece of documentation. Utilising the SWMS module provides the capability for organisations to establish agreed work methods to be followed or utilised as the basis for minimum requirements to be in place for high-risk work to take place.

The system has provision to allow for modifications / additions to be made as part of the consultation process with those involved.

We allow inclusion of links to required information that will be utilised, addition of acknowledgement by signature and allocation of accountability to key tasks.

Integration with the Site Diary function allows the company management to be alerted if activity managed by a SWMS has been notified as starting without the SWMS processes having been completed or if the overall site management requirements have not been notified as being in place.

Retention of progressive changes in the work method as new hazards are identified or as feedback is received from the workforce as part of the consultation processes.

The module also allows for review to take place prior to mobilisation as part of the planning processes so that any issues are identified prior to start times so that work is not prevented from starting when planned.

Where management approval is required prior to work starting or utilising the work method after modification, the SWMS can be reviewed and approved by a management representative that can be in a location separate to the work crew. Additional information can be easily and quickly provided where required for the approval process.

Each stage of the process can be tracked by time and date to provide evidence if required of the consultation process being active. This capability also allows for automated version control of documentation.

The system can provide capability for work crews to work in a fully electronic environment or provide hardcopy documentation as needed.

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Lone Worker

Organisations have a legal requirement to provide and maintain reliable means of communication with their personnel wherever they’re working. The “Lone Worker” function enables the implementation of this requirement along with operational efficiency.

Supervisors are able to plan and allocate expected times for personnel to be active in locations or personnel can report in to notify there location and time frame expected to be active.

The system has the ability for you to decide what the time frames for notification are, your escalation protocols along with any bulk communication outputs for emergency management.

Welfare check activity that the work crew can respond to confirm their status is programmed into the system by using key words to indicate “active safe condition” or other conditions that may require action such as “no response – escalation to manager required”.

This function along with the communication module can be integrated across other modules of the system such as the “Permit to Work” system by using key phrase selection such as “Permit Active”

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Risk Management

Having an effective risk management framework in place provides businesses with the best opportunity to conduct their business in an effective and efficient manner. Set the context of your organisations operating environment, clearly identify the stakeholders and interested parties you are engaging with, set out what expectations need to be met to enable success.

Good business practise along with legal obligations require that business organisations identify their operating hazards and risks. Having done this the obligation is to implement effective controls. This exposes business operations in civil and criminal law jurisdictions.

This module provides the ability to: efficiently create, manage and communicate relevant risk registers; accurately target control measures to the level of risk; provide automated reminder and notifications to your needs; align risk management processes to your critical path milestones.

The Risk Management module framework provides a business with an easy to manage tool that allows a business to allocate risk management to the appropriate level of the business based on responsibility / accountability, area of influence and time frames.

The ability to demonstrate to clients and relevant third parties that your risk management is effective and robust can be the difference in maintaining valuable clients and winning new business.

The system allows you to implement a framework applicable to your activity and identify your exposure in a systematic and consistent manner across your business. It can be segmented into Corporate, Business Unit and specific operational activities (such as projects or production facilities): Right information, Right audience, Right time.

Risk registers are created utilising approval workflows and risk matrices aligned to your operational needs. You can allocate weighting to categories based on criticality to your activity, changes in business context and potential impacts they bring. Targeted workflows allow you to demonstrate consultation requirements being fulfilled.

The management of the process is kept current by the system tracking allocated accountability against time frames, target dates, retaining feedback information from consultation activity. The system can be integrated with the inspection and incident management modules that will allow evaluation of the effectiveness of the control mechanisms in place.

Reporting and analysis can be as simple or detailed as your business needs. Programming of review actions can be aligned to existing meeting frequencies of the business so that the risk management activity can be embedded into the business.

Integration with the other system modules allows monitoring of operation outcomes against the planned risk levels and expected control effectiveness levels. Set your parameters for performance and the system can alert you to critical trends against your essential business criteria.

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Digitise Existing paper based forms

This module allows you to take an existing management system element or complete a new business form in the online environment.

Digitising your existing forms and document reduces administration time by allowing the information to be handled once, create efficiencies and be retained in your system. The time spent mobilising and establishing protocols is reduced using this process.

Value is added to your management system by establishing any essential reminders, timeframe alerts easily to the document content. Loading of the information in the document into analysis tools, such as excel, is efficiently completed by the download function.

Once in the digitised format the document content can also be enhanced by the real time inclusion of images, tracking of time and date of completion along with geo location if required.

Easily identify outstanding schedule documentation submission activity by personnel, gain efficiency in required follow up or actions needed to be triggered by having the information of the document in a digital format.

Quickly generate PDF’s or provide links to the information collected in the document to inform nominated key people as required. Information is retained in logical formats and easily accessed as required.

This function can be integrated with other modules of the system for greater value if needed.

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Communications

Collaboration and consultation are key requirements of modern business management processes. Being able to efficiently and accurately conduct these functions also helps organisations demonstrate alignment to International and Australian management system standards.

The communication module is scalable to your needs utilising a range of options suited to your needs. E.G email, SMS, direct input to online functions using desktop or mobile devices.

Accurate records of these processes enhance the ability of personnel to show how they are managing contractual obligations. Records are time and date stamped, readily accessed, securely retained and can be in any format that your organisation requires.

Provide the capability of work teams to communicate essential information in a efficient manner without bureaucratic restrictions to format and data types. Easily include images or video with short sharp information to communicate quickly and accurately.

Reduce time wasted or the risk of inaccurate information relating to scope of work or rectification actions by providing the easily accessed channels to clarify issues in real time.

Communication data can be linked to specific topics or system entries such as incidents, corrective actions, risk register controls, resource management and site diary activity.

The module allows for the communication to be targeted to the “need to know” personnel and followed up systematically where responses are delayed or not provided against required timeframes.

Deploying an efficient professional collaboration process you can enhance your client experience and readily demonstrate performance to fill their needs.

Reduction in management time trying to confirm the current information on an issue is achieved by the work teams having the ability to provide clarity around data or issues entered into the system where required.

This function can be incorporated into your emergency management processes by having ready to go messaging for given incident categories, centralise management of incident management status messages.

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Reporting

The reporting function of the system is targeted at reducing the administration time taken in data management and providing the information you need in a timely manner. Eliminate the practise of ‘reporting for reporting sake’.

You have numerous options for report creation and management.

• Standard schedule reports being created
• Critical incident or high-performance flash reporting
• One off reporting configured to meet a specific need
• Display information using text and table
• Graphic presentation
• Activity by geo location displays
• Shorten key information reporting time frames for crucial periods then lengthen them away from critical times.

If you choose to have multiple modules, deployed reporting can be created from any of the data fields in the system. It is not limited to creating a report from one module or data set at a time. This allows you to have a cohesive view of the status and performance of the operation in the way that you need

This allows you to review “planned / expected” performance for activity against “actual” performance using information from what may appear to indirectly related parts of the business activity.

For example: you can view the performance of work teams or contractors compared to others but also look at the resources and methods employed to achieve the results. Allowing you to see areas of improvement or why one area performs better than another for the same tasks.

Targeted reporting information can feed back “real world” information that allows you to gain accuracy improvement in estimating and quoting for new work in real time

Report access can be triggered by scheduling alerts or emails / SMS to the right personnel to view prepared information or allow through system permissions people to create report data themselves as needed.

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System & Integrations

The system is designed to be managed without your business employing full-time in-house IT support services to support it. Users are able to self-manage the majority of the administration activity associated with user access and use of systems. Signing into permitted allocated roles and access, password management, service desk queries.

Updating currency of information relating to prerequisites to work is also self-managed, eg. updating expired licences, contractor insurance cover evidence, induction records or maintenance records.

The system is capable of interoperability with numerous industry standard software packages and operating systems. Our existing clients have been taking advantage of this ability successfully for years.

The system modules and standard functions is able to provide integrated information management allowing efficient data access for users. The management system standard requirements (ISO 9000 / 45001, 14001) for document and information control are fully supported with the ability to implement version control aligned to your workflows managing the processes. This is viewed through the document and reference library functions.

This function allows current and valid information to be linked to the specific area of the system being worked on by a user without them having to go searching for it.

System wide search functions are provided where needed, reducing time spent sorting through excessive data.

All information and user activity are fully traceable with data storage and access managed via ISO 270001/2 standard cloud-based servers with N +1 capability supporting your business continuity performance. Our technical specialists are happy to discuss your specific system needs if required.

Bulk upload of existing data can be managed to mobilise your new system quickly by using format templates.

Integration with your existing process can occur by embedding into the online system the relevant sections of your system linked to the module being used, eg. The Risk Management module can have links to the instructions or risk assessment procedure for reference while in the background the workflow is programmed to follow your approval or escalation requirements.

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