FlowComplyContractor

Induction, Training & Access Control

Inspection & Audit

Waste ManagementIncident Management

WHITES W A NGROUP

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Contractor

Comply Flow Contractor assists organisations to manage the complexities associated with contractor management. The software is based on a framework that is customised to replicate existing or desired systems, providing administrators with the capacity to manage large amounts of contractor data.

that contractors registered on the system have met the requirements of your organisation.

The ongoing management of contractors, largely an administrative task, is also automated via the Comply Flow software. This ensures that the register of ‘prequalified contractors’ is maintained for your organisation.

When a contractor registers on Comply Flow, they are required to upload documentation based on the works that they are undertaking and the sites/project that they are working on. This documentation is configured to suit the clients OH&S requirements. The documentation requested includes:

Additional documentation can be requested where required.

Contractor Compliance Specifications

Public Liability Insurance

Professional Indemnity Insurance

Workers Compensation

Site Safety Plans

Safe Work Method Statements / Risk Assessments

Company Licenses

Contractor Selection, Evaluation & Management

The system provides an automated selection & evaluation process ensuring

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Contractor

Contractor Evaluation/Approval

The automated approval process of contractors registered on Comply Flow ensures that adequate review is undertaken of contractors that are classified as a risk. The approval flow is dependent on the risk level of the contractor, i.e. high risk contractors require additional approvals. The approval process can incorporate accounts departments, enabling the system to be used for vendor set-up.

System Features:

Ability to configure elements of the system to suit organisational requirements, including:

Document Management

Documentation requested by the client in the contractor evaluation process is automatically managed via Comply Flow. The onus is on the contractor, via email alerts that increase in urgency as documentation expires, to upload new or current documentation as required by the client. This minimises the administrative component of contractor management allowing for a single user to manage large numbers of contractors.

Sites / Properties

Contractor Documentation

Contractor Risk Level

Approval processes

Staff

Email notification

Live contractor status

Self-managing system

Email alerts for staff & contractors

Ability to interface with client systems, e.g. work order or accounting systems

Automated audit trail for contractor approvals & document review

Tailored reporting specific to client requirements

All Comply Flow modules are fully integrated with each other

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Access Control assists organisations in ensuring that all workers accessing their site/project have met relevant OH&S requirements before they are permitted to undertake works. The access module covers online inductions and individual license requirements for both employees and contractors.

Online Inductions

Worker Documentation

Organisations are able to create general and site specific inductions on the system. These inductions are then assigned to contractor types and/or sites. Workers engaged by the organisation (employees or contractors) are then required to undertake inductions based on the type of work or area/site that they are working within.

A training matrix listing all workers and types and status of training undertaken is automatically maintained.

All licenses entered into the system are reviewed and approved with any expiry being man-aged automatically via the system.

Construction Induction

Driver’s License

License to perform High Risk Work

Electrical License

Spotters License

Working at Height Competency

Emergency Contact Information

Blood Type & Medical Information

Induction, Training & Access Control

Any worker accessing the site can be requested to upload information in accordance with the type of works that they are undertaking or client requirements. This can include the following:

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Access Cards

Access cards are created for individual workers once they have undertaken the induction and license requirements. Each access card has a photograph of the worker and a QR code that enables organisations to scan the card and immediately identify the following:

Contractor Prequalification Status (refer to Comply Flow Contractor)

Sites the worker is permitted to access

Worker Induction History

Worker License requirements

Induction, Training & Access Control

Site Induction

Electrical License

SWMS

Public Liability

The cards are issued during the induction process, the data is linked to the workers account and always current. Worker monitoring can be undertaken with a smart phone or integrated with other access control hardware.

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Inspection & Audit assists in the identification, assessment and control of non-compliances within an organisation. The management of non-compliances allows clients to have an understanding of their current exposures or issues.

The flexibility of the system allows organisations to manage a wide range of audit/inspection types across a wide range of risk & compliance areas, including:

Audits or inspections can be uploaded internally or by external parties, i.e. consultants.

The management of information within the system is automated, allowing for live reporting functionality and visibility throughout all levels of the organisation.

Safety & Environmental

Hazardous Materials

Internal Compliance

Quality

Reporting

Inspection & Audit

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System Features

User specific dashboards

Automatic email alert escalation of non-conformances

Ability to add sites/areas of control to the system

Capability for users to close out items

Scheduling

Multiple file (Photos, pdf, etc.) upload against audit action items

Search functionality

Data export functionality

Automated audit trail

Multiple report functionality

The Audit module includes integration with an Ipad application that allows users to undertake audits/inspections onsite using an Ipad. The inspection or audit templates are able to be developed beforehand so that both time on site and time spent documenting inspections/audits is minimised.

Ipad Application

Inspection & Audit

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Waste Management

Track the waste management process from its source to destination. Whether it’s one or many service providers involved in the process of collection, transport, processing, storage and reporting, the Waste Management Module allows for waste to be tracked through each stage. Quick and easy reporting allows for auditing of invoicing and identifying trends.

The system is flexible enough to handle any type of waste, process, destination or transportation.

Data can be collected and uploaded into the system via excel to

improve efficiency in administration.

Multiple user access allows for users to manage data on a regional, site or national level

Destination

Source

Weight Type

Waste

%Processed

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Waste Management

The waste management module tracks waste and associated data, ensuring visibility into the life cycle of your waste management

Collection

Processing

Destination

Waste TypeWaste in KgSourceCollection Date

Waste ID

TransportationProcessProcess DateType of Process

Waste ID

% ProcessedDestination LocationDestination Type

Waste ID

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The Comply Flow incident module provides an online incident reporting system. The unique configurability of this module allows clients to replicate their existing incident notification and investigation material in an online platform that allows online reporting and notifications, tracking of issues and automated investigative triggers.

Information that can be included within the form includes general incident information through to specific details surrounding high risk/volume areas such as public liability, environmental and plant safety.

Incident forms are completed by following a series of questions that enable users to answer simply with the information that they have on hand. In the background, the system identifies serious issues, automated notifications and trigger points for detailed incident investigation.

A range of incident reports are available at the click of a button, these include incident mechanisms, incident rates against time and cause analysis breakdown. Comply Flow offer the options for customisable reporting depending on any client requirements.

Customisable forms to capture all types of incidents (Safety, Environment, Public Liability, Near Miss, etc.)

Data can be collected and

Automatic email notifications based on user groups and incident details

Configurable to suit any client requirements

Assign detailed investigation process

Track history of changes

Dynamic forms based on incident details

Incident Management

Functionality:

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Incident Management

Customised reporting on root causes, MTI, LTI and other configurable details

Generate corrective action based on incident causes

Assign corrective actions to people

Track activity and status of corrective actions

Dashboard to show upcoming and overdue actions�

Restrict access to user groups

Audit Data

Documentation

Hours of Work

Actions

Notification Reports

Analysis

email: complyflow@whiteswangp.com website: www.whiteswangp.com

White Swan Group Ltd

Comply Flow Pty Ltd ACN: 137 044 494

website: www.complyflow.com.au

WHITES W A NGROUP