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Compliance Manager
V2.1 Guide
Introduction
This information guide will assist the user with creating, managing and editing employee competence/ inventory compliance trackers, and their rules, on Safety 360 Elite.
To manage employees’ competence on the system, the following must be in place:
Employee Competency
- Active Safety 360 Elite Full Version.
- Employees loaded to system
- HSE Roles Assigned to employees
- Permission to access Employee Data
Only control users or department managers/assistant can load, create, manage/edit Employees.
To manage Inventory Compliance on the system, the following must be in place:
Inventory Compliance
- Active Safety 360 Elite Full Version.
- Inventory loaded on the system
- Inventory Controller Roles Assigned to an employee
Compliance Manager process on Safety 360 Elite comprises of the following steps:
Employee Competence
- Competence Manage
- Competence Group Manage
- Competence Report
Inventory Compliance
- Inventory Compliance Criteria
- Inventory Compliance Report
Competence Manager
Employee Competence Manager can be found on the left navigation pane under System tab on Safety 360 Elite as shown below in Red (Compliance Manager):
Click the “ Employee Competence Manager” as below.
Employee Competence Manager
The following Cards are available under Employee Competence manager. Here you will find Competence Manage (Step 1), Competence Group Manage (Step 2) and Competence Report (Step 3)
Add Competence File
Select the competence Manage card to start building Competence Tracker.
This will take you to the Competence Display. From there Click the highlighted icon below to start creating a new Competence Tracker.
You will also find the completed competences on this page.
The next screen will require choosing main HSE Role to link Competence Tracker, as well as Main competence file required
You can add additional required files, or alternate files, going forward.
Click on Company Role to add a new Competence Role.
- For our demo we built a Competence Tracker based on the HSE Role: Risk Assessor and we added Annual Medical and Risk Assessor training as initial required File types.
Add New main Competence File - Company Role
Click on “Load All” to allow all Documents to Display. Then Scroll down to the Document you require. No need to Click “Load All” if the document is displayed on the list.
Alternatively type the name of the role in the Search Bar.
- Scroll Down to look for “Risk Assessor” Role.
- Click on the roll to select it.
Add New main Competence File - File Type
Repeat the same process for “File Type” for selecting the File you Require. (In this case we have selected an Annual Medical). If both the places are added, click the “Add required file”.
As soon as you select “Add Required File” this will create a new line item for Risk Assessor.
To add more Files select the Risk Assessor line item.
This will open the selection page. Repeat the same process for “File Type” for selecting more File you Require.
As soon as you select “Risk Assessor” it will open the RA Management Page.
Add New main Competence File
Inside our newly created Risk Assessor Competence Tracker we will find Initial Required File as well as the ability to add more required files called Alternate files.
If you add multiple Required Files by clicking on the blue button shown, it means you will need to have all those files to comply to. This AND that AND something else.
For example, to be a Risk Assessor the person must have an Annual Medical, HIRA training Certificate and a Code B License.
Add additional files by clicking on the line item. To add other licenses to the selectable, say code EB, C1 etc.
Adding Alternative files
Click on Code B license
Click on “Update Alternative Files” to add more file types.
Instead of just selecting Code B, we can expand the search to include, code EB, EC, C1 etc.
This OR that OR something else, instead of just Code B.
Add more Files by scrolling to the file you require.
Select from the list alternative license codes.
Viewing the main Competence File
From the below example we can see there are 3 Competency requirements added, these are all mandatory
To be compliant in the role as Risk Assessor, you must have: Annual Medical, AND HIRA Training, AND Code B driver’s license.
Manage Competence Tracker
Managing your competence selections:
To add more files, select the “Blue” icon shown below, or alternatively select the Red dustbin to delete the entire Competence Tracker.
Information
It is recommended to ensure all key System Roles have Competency Trackers built. These include
- Risk Assessor
- Incident Investigator
- Driver
- Working at Heights HSE Roles
- NCR Coordinator
- SHE Reps
To name a few, there are a total of 121 HSE roles to choose from under 3 categories.
Conclusion
There are 2 relationships when building Competence Trackers.
AND files – All AND files are mandatory, they MUST be in place.
OR files – These are alternate files, looking for more that 1 option, (some other file).
It is advised to build Competence Trackers for any HSE role that requires specific competence as per OHS Act and Regulations. These can include, but not limited to:
- Risk Assessor
- Incident Investigator
- Drivers
- Working @ Heights team members
- Electricians
- Non-Conformance Manager/Assistants
Remember to add all Alternate files. This is a great way to check for multiple types.
Competence Group Manager
Employees Competence Group Manage from the main Competence Manage page as shown in Red below:
Start by clicking the, Add A New Competence Group icon shown below:
Give your group a name and select the required roles to be included. You do this by clicking on Built Competence Roles box. This will show all the items you built in First step of this guide.
Start by adding a Group Name, shown below:
Select the Built Competence Roles box, and from the drop-down select the roles for the group. Select Save Competence Group.
Team Leader as our example shown below.
The completed group will show as line item on main Competence Group Manage page.
Select Safe Competence Group or Archive the Group.
Team Leader as our example shown below
From the Competence Group Manage page, select the line item to add employees and more roles to the group.
Select the add team leader icon or the pen to Edit Competence group
Role Group Overview
Click the Icon below to Assign a Team Leader.
Select the Team Leader by ticking the box as shown
Conclusion
Competence Group Manage allows you to set your own heading to a system HSE Role.
It also allows you to group multiple roles together.
Competence Report
Competence Report can be found on the main Competence Manage page, as shown below.
This will open the Competence Report page where you can select either a single Role (Step 1) or Group (Step 2).
The goal is to measure employee compliance against single role or groups.
Clicking on either option will initiate the Report process. Safety 360 Elite will then scan your employee management platform and show all employees with the HSE Roles you used when building the trackers.
When selecting roles, click the box of the role options you require from the list that will display as shown below. In this case it will be a (Risk Assessor).
Select the tick marked Green to proceed.
The Competence Report for a Risk Assessor will display as follows:
This will show all the employees who have the specified roles (Risk Assessor)
PDF Version is available to Download.
Click on the Employee Name as marked Red to view Employee Competence. Note: Caramel Jack complies 33,3% to be a Risk Assessor.
Select the name of the employee you want to have more detail on.
Viewing Employee Competence Report
Selected Caramel Jack and viewing Risk Assessor Role:
Breakdown of the results displayed at the bottom.
Shows shortfalls of the employee. Employee needs a Medical and Hira training.
When you have selected the roles, the 33,3% mark will show and action can be taken to close the gaps.
Note: “ Employee Competence groups” also work exactly the same as “employee competence”.
Competence Report
Competence Report shows compliance to your rule sets, either single Role or Group.
This feature serves as a Competence Tracker – identifying which employees are competent and which are not. It also works great for your Skills Matrix and Competence Gap Analysis.
Use this tool to ensure all Employees are competent for their allocated roles, and to fill the missing pieces of your skills matrix.
Rules to Remember
Only control users, department managers/assistant or users with the Employee Coordinator HSE role can load, create, manage/edit Employees.
This means only these users can correct any shortfalls in your Competence Manager.
You cannot create your own HSE Roles, but you can create your own Competence Group Tracker using the systems roles under your heading. This tool also allows you to select multiple HSE roles under a single heading.
It is advised to conduct regular maintenance on your Employee Management to ensure all permissions and requirements are valid and up to date.
Troubleshoot
Inventory Compliance Manger
Inventory Compliance Manager can be found on the left navigation pane under System tab on Safety 360 Elite marked below in Red.
Select the “Inventory Compliance Manager” Card.
The following Cards are available.
Here you will find Compliance Criteria (Step 1), Compliance Report (Step 2).
Add Inventory Compliance Criteria
Select the “Inventory Compliance Criteria” card.
This will take you on the Inventory Compliance Criteria. When you Click the BLUE Icon marked Red below you can select the Inventory Categories.
Select the Inventory Category on the drop-down card, and add a File type, when done select “Add required Field”.
On the drop-down select the Inventory Categories and Subcategories and link the File Type. When done, click on the “Add required File” marked Green.
Add Required Compliance File
After this you will be taken back to main page, but now your Entry will have a line item. For our demo we built an Inventory Compliance Tracker based on the : Nissan Sub-Category and we added a 4 x4 Training Certificate as the initial required file type.
You can click the Icon marked Green to create, another Inventory Compliance tracker.
After this you will be taken back to main page, but now your Entry will have a line item. For our demo we built an Inventory Compliance Tracker based on the : Nissan Sub-Category and we added a 4 x4 Training Certificate as the initial required file type.
If you want to add alternative file or click the Line Item (for instance 4×4 training), select “update alternative files” to add alternative files and select from the drop down.
Inventory Compliance Report
Select the “Inventory Compliance Report” card.
Selecting Sub- Categories
This will open the Compliance Report Page where you can select A Sub-Category added on the Inventory Compliance Criteria.
Click the Green Area to Display the Sub- Category.
Select the Sub- Category. Clicking on the Box and next to the Category you want to select and click the Green Icon.
Inventory Sub- Category
Details and the Compliance Percentage is displayed as below.
Conclusion
The Task Manager helps users assign and track employee schedules and duties to ensure compliance with safety legislation.
Use this platform to assign individuals to carry out safety related tasks.