The Contractor's How-To Guide for Conserve€¦ · with the Conserve® solution, ultimately...

USER GUIDE

The Contractor's How-To Guidefor Conserve

CONTENTSINTRODUCTION .................................................................................................................03

1. Audience2. Purpose3. Background4. Benefits

OVERVIEW .............................................................................................................................04

How Conserve® Works ...................................................................................................04

Steps to Achieve 'Approved' Status ............................................................................05

THE CONSERVE® HOW TO GUIDE ................................................................................06

Accessing Conserve® .....................................................................................................06

Forgotten Password or User ID ...................................................................................07

Top Navigation Bar: Menus .........................................................................................08

Clients .........................................................................................................................08

Employees ..................................................................................................................09

WHS ..............................................................................................................................13

Company Info ............................................................................................................18

Support ........................................................................................................................24

02 Contractor User Guide

Audience

This guide has been written for the contractor and associated stakeholders:

• Contractor’s Employees and administration staff.

• Sub-contractors.

Purpose

The purpose of this guide is to provide instructions to contractors on how to use and interact with the Conserve® solution, ultimately assisting them to achieve an ‘approved’ status (pre-qualification) against the compliance requirements of their respective client(s). This guide aims to assist contractors in navigating the online platform and provide a clear understanding of the documents required to become ‘approved’ for client(s).

Background

Conserve® is the most affordable and efficient contractor management application available in Australia today. When using Conserve®, your business gets more than just an online application. Encompassing the entire platform is a managed service that supports you to demonstrate your organisation’s compliance in accordance with your client’s requirements.

Benefits

• Be approved to undertake work for your client(s).

• Easily manage insurances, trade licences, qualifications and other relevant safety and governance documentation online.

• Access to a central repository for storing key documentation, while receiving automated alerts before expiry.

• Easily demonstrate your WHS capabilities to both current and prospective clients.

• Use of the ‘WHS Self Audit’ tool, allowing you to assess your WHS management system for compliance with AS/NZS 4801 and ISO 45001.

• Your business is searchable by all Conserve® clients looking for an approved contractor.

INTRODUCTION


Conserve® is an online contractor management solution used to demonstrate compliance with the specific requirements of your client.

The solution consists of an online platform used in conjunction with a compliance managed service, acting on behalf of your client. Contractors must first complete the online registration process in Conserve®, uploading any required information and compliance documentation.

How Conserve® Works


Diagram: The Conserve® Contractor Approval Process.

OVERVIEW

Steps to Achieve ‘Approved’ Status

Note: All documents must be uploaded as PDF and be less than 2MB in size.

STEP 1

• Review instructions provided by Conserve®.

STEP 2

• Log in to Conserve®.

STEP 3

• Browse the sections on the top navigation bar.

STEP 4

• Upload your required documents to the relevant sections.

STEP 5

• Review your uploaded information and monitor its status.

STEP 6

• Review and action any email correspondence from the Conserve® support team.

STEP 7

• Click on the ‘Submit’ button to advise the support team about your company’s status once the required documents have been uploaded.

STEP 8

• Once ‘approved’, download your company’s ‘compliance certificate’.

An email will be sent to you with all relevant instructions, as well as a link to register your business. Once registered successfully, please follow the steps below to complete the online approval process.


As a general rule information relating to meeting a client’s specific criteria can only be added, edited and uploaded prior to ‘approval’. Once your account is approved, this information is locked until the account renewal, or when specific information or documentation expires.

1. Visit the Conserve® website at https://www.conserve.com.au

2. Then select ‘Login’ located toward the right-hand side of the top navigation bar.

3. Then enter your ‘User ID’ and ‘Password’

Accessing Conserve®

Note: Your ‘User ID’ is a unique five-

digit system generated number, and

your ‘Password’ was created when you

successfully registered for Conserve®.


THE CONSERVE® ‘HOW TO’ GUIDE

1. Visit the ‘Login’ page at www.conserve.com.au/login and click on the ‘Forgot Login’ link.

Forgotten or Reset Password

2. Select the contractor as the ‘User Type’ and enter the email address that you used to register then click on the ‘Send Login’ button. If all the details are entered correctly, an email will be sent to the registered email address containing your User ID and a link to setup/reset your password.

3. Click on the link provided in the email to reset or create a new password. Login with your User ID and the password to access your Conserve account.

Note: If you are still having issues

retrieving your login credentials,

please contact the support team.


Clients

Top Navigation Bar: Menus

1. Selecting the ‘Clients’ menu will display a complete list of clients your business has been assigned to.

2. For each client, the contact details of the main contact as well as the date of assignment will be displayed.

Note: You can only be assigned to a client if you have met all the specific requirements

(approved) for that client.


Employees

1. Selecting the ‘Employees’ menu will display a complete list of employees that you have added to your account.

Adding an Employee

1. To add an employee simply select ‘Add Employee’ on the right side of the grey panel above the employee list.

2. Then upload a photo by clicking on the photo icon. You can then appropriately crop the photo.

Note: This is only required by some clients.

Note: The employee photo MUST be front on, clearly including the employees head and

shoulders only. It must be a .jpg file, with a max size of 2MB.


3. Complete the rest of the details in the appropriate fields, before clicking the ‘Add Employee’ button to finalise the addition of the employee.

4. Continue this process until all employees have been added.

Managing Employees

1. Clicking the ‘action’ button next to the employee’s name will provide a menu with a series of options.

2. Click on ‘Certification’ to view a complete list of the employee’s certifications.


3. Click the ‘Add Certification’ button to add certifications (including qualifications, licences etc) on your employee’s behalf.

4. Complete all the fields and upload the certificate as a .pdf file, not exceeding 2MB.

Note: Certifications, qualifications, and licences are to be uploaded in this section.

Some documentation examples include:

• Construction industry: general induction card

• Contractor licence or industry specific qualifications

• High risk licence (e.g. digger, scaffolder, forklift or hoist operator)

• Competency ticket (e.g. scissor lift, tele-handler)

• Industry licences (e.g. asbestos licence, demolition licence, security licence)

• Other competency tickets (e.g. confined space entry ticket, working at heights)

• Drivers licence

• National police check: optional

5. Click on ‘Inductions’ from the action menu, to view a list of client corporate inductions that the employee has completed.

Note: This will be empty

until employees have

completed their inductions

through their employee

accounts.


6. Click on ‘Site Inductions’ from the action menu to view a list of site-specific inductions that the employee has completed.

Note: This will be empty unless your client requires you to complete ‘site specific’ induction,

and employees have actually completed them onsite via the Conserve mobile app.

7. Clicking on ‘View’ from the actions menu, will bring up the details of that particular employee.


Downloading Employee Induction Report

An Employee Induction Report for each client and employee can be downloaded

using the 'Employee Induction Report Button' under the employee section.

The report can be downloaded in.xls and .pdf versions.

WHS

Audits

1. Under the Audits section, you have the ability to conduct a WHS Self-Audit. This audit tool will give you insight into any gaps that may exist in your current WHS safety systems. The audit takes the form of a series of questions, with the ability to add notes and supporting documentation. Once started, you have 14 days to complete the audit. Once completed, the audit is locked for 12 months, at which point you have the ability to run the audit again.

Note: This is generally not a mandatory requirement for clients. You may complete it to

assess your safety systems against the industry standard.

2. If you have previously completed a WHS self-audit, you can view a report by selecting the ‘Year’, clicking on the ‘Download WHS Self Audit Report’ button.

Note: WHS self-audit reports are kept for the previous three years only.


WHS Documents

Under the ‘WHS Documents’ section you are presented with a list of all your WHS related documentation.

Adding WHS Documents

1. To add a document simply select ‘Add Document’.

2. Complete required fields in the next window, before attaching the document.

Note: If there is no ‘Date Approved’

then use today’s date instead. If there

is no ‘Document Number’ then please

use a ‘1’ in the field.

Then click ‘Add Document’ to finish the process. Repeat this process for all WHS documents that need to be added. Examples of WHS documentation include:

• Safe Work Method Statement

• WHS Policy

• Safety Management Plan


Managing WHS Documents

1. Select the ‘action’ icon next to the document’s name. This will list a series of actions.

2. Click ‘View’ to access all the documents details.

3. Click ‘Edit’ to change document details and/or upload a new document.

Incidents

Under the ‘Incidents’ section, you have the ability to record any safety related ‘incidents’ or ‘near misses’ that occurred while undertaking work for the client.

Note: An incident can only be added once your business is ‘approved’ and ‘assigned’ to a client.

1. You can filter the incidents displayed by selecting an individual client, date range.

Note: Incidents are classified on the basis of incident severity level (ISL). Details regarding the

ISL classification can be viewed under the ‘Show ISL Classification’ drop down.


Adding Incidents

1. Select 'Add Incident' on the right hand side of the grey panel.

2. Then fill out the relevant fields within the next window. Select the relevant ‘Client’ and ‘Incident Type’ from the options provided in the drop down bar.

3. Then click ‘Add Incident’ to complete the process.

Note: Once an incident is added it cannot be edited. An incident report based on the ISL

category is emailed to the client automatically.

Managing Incidents

1. Click the ‘action’ button next to the incident’s name to view a series of actions.


2. Click ‘View’ to access the details of the incident.

3. Click ‘View Report’ to view the incident report.

4. Click on ‘Show Graphs’ to display the number and classification of incidents per month.


Company Info

Info and Documents

Under the ‘Company Information’ section you will see all the details related to your company, primary contacts and assigned clients.

Note: You are only able to edit information prior to ‘approval’ in Conserve®. Once approved, if

you require information to be changed, you will need to contact the support team.

Scroll down to see the ‘Company Documents’ section where all documents relating to the registration of your business are stored.

Note: On your registration in Conserve®, the platform automatically checked and validated

your ABN/ACN online and uploaded a copy of the check in this section.


Adding Company Documents

1. To add a document select ‘Add Document’ on the right hand side of the grey panel.

2. Then fill out all the required fields related to the document, then upload the actual file, by clicking on the file attachment link.

3. Then click the blue ‘Add Document’ button to complete the process.

The following are some examples of documents that you would store in the ‘Company Info’ section:

• Online ABN (automatically uploaded by Conserve)

• Online company registration (automatically uploaded by Conserve, where a “Trust” is not associated to your Company)

• Online business name registration

• Registration of vehicles / plant and machinery used on a project site (as applicable)

• Company contractor licences and permits (if applicable)

• Standard company accreditation certificates (if applicable)

• Conserve® Compliance Certificate issued after approval. A copy is emailed to the registered email address.

Examples


Managing Company Documents

1. Clicking the ‘action’ button next to the document’s name will list a series of actions.

2. Click to view the document.

Note: With the exception of documents uploaded by Conserve, all other company related

documents may be edited.

Insurance & Other Docs.

Under the 'Insurance & Other Docs.' section you will see a list of all the insurances & other documents that you currently have uploaded into the system. Client specific documents will be displayed in the 'Other' section.

You can quickly view the status of these documents, as well as details such as policy numbers, Insurance limits and expiry dates.


Adding Insurance Documents

1. To add a key document simply ‘Add Document’.

2. Fill out all the required fields and upload the actual file.

3. Then click the blue ‘Add Document’ button to complete the process.

The following are some examples of documents that you would store in this section:

• Workers compensation insurance

• Personal accident insurance for sole traders

• Income protection insurance

• Public liability insurance ($20 million minimum cover) — please contact our office if you have a lower limit of insurance

• Professional indemnity insurance (if applicable)

• Plant and equipment insurance

• Specific Client related documents - example: 'Conserve WorkFlow'

Note: A ‘Certificate of Currency’ on the insurer’s letterhead will be required.


Managing Other Documents

Select the ‘action’ icon next to the document's name will list a series of actions.

1. Click ‘View’ to access the selected document.

2. Click ‘Edit’ to change the details of the document or upload an updated ‘certificate of currency’.

Note: editing any documents under the key document section will prompt the Conserve®

insurance specialist to review and approve your updated insurance details.

Add Service

1. To add a service simply select ‘Add Service’.

2. Select the appropriate service from the drop down field. You can search services by typing in the field.

3. Complete this process by clicking the blue ‘Add Service’ button. Repeat this process till you have accurately listed all the services that your company provides.


Invoices

1. Under the Invoices section you will see a list of all invoices paid (or due) to Conserve®.

2. You can view the invoice by clicking the ‘action’ icon next to the selected invoice.

3. You can pay an overdue invoice by clicking the ‘action’ icon next to the unpaid invoice.

4. Then following the onscreen prompts.


Support

Talk to Us Directly


Resources

You will find a series of commonly used documents and resources for you to access and download.

FAQs

Clicking FAQs will take you the FAQ page of the Conserve website.

All support queries can be directed to the support team as follows:

P: +61 2 8883 1501

F: +61 2 8883 1502

E: [email protected]

W: www.conserve.com.au/contact

Support Team

The Contractor's How-To Guide for Conserve€¦ · with the Conserve® solution, ultimately...

Documents

Transcript of The Contractor's How-To Guide for Conserve€¦ · with the Conserve® solution, ultimately...