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Project overview

This conglomerate construction material business listed on the ASX100 supplies a range of products to the building, construction, infrastructure and mineral processing markets nationwide.

The company employs 1400 direct staff and of those, 11000 are contract workers. The culturally diverse workforce operates within a friendly multi-site environment.

The challenge

Due to the nature of the Industry, the contract workforce needs to work at various sites at various hours. This presents huge compliance risks and challenges. The priority was to eliminate risk through the development of a compliance framework, having no digital solution at that time.

The contractor management system needed to address their needs to;

  • Update records
  • Pre-qualification
  • Verify and induct workers
  • Ensure compliance

Sitepass stood out as the best-fit solution for their needs as the robust system offered;

  • transparency over their workers
  • the ability to upload health and safety information, insurances, licences details
  • send notifications
  • manage inductions
  • elearning
  • set up workflows
  • convert manual HSE related forms into online forms.

The business was also looking at developing various customer induction modules for their staff and contractors.

Kineo established a partnership in 2015 with a strategic 5-year solution primarily for contractor management, also for induction training and workplace learning for all staff that include drivers, forklift staff, contractors, administration including leaders of the business.

Our solution

A series of workshops were conducted to deeply understand the business, its direction, challenges and ultimate business goals. Once this was fully understood a roll out plan was devised with regular progress meetings set with key stakeholders across the business.

Sitepass was then configured with the company branding for 9000 users, workflows and categories established.  In parallel to this, onsite training modules were developed.

During implementation a Sitepass system training series was executed to site and system administrators and HSC managers, also for them to on-train individuals inhouse and to become familiar with Sitepass’ reporting functionality.

At this time, additional requirements and modifications were identified, and to address this, we introduced new features to suit and enhance the user journey.  We provided high level communication, customer and helpdesk support to ensure all requirements were met and to alleviate any delays in launching Sitepass.

Once the Sitepass contractor management system had been user tested and was in regular daily use, custom induction elearning modules were added to the mix on learning management system, Learning Portal. These modules were rolled out to contractors and staff, induction cards and certificates were customised with the company branding.  Later the business adopted a self-authoring tool to develop further inhouse learning development.

Successes

The benefits of this partnership can be seen in the form of a seamless end to end solution the client is extremely happy with. Working together beyond the limitations of the software with a solution centric, business impact focus meant that the business reached the next level.

With a fully implemented automated process, integrated with their own business tools for wider seamless operations they have moved from a manual record keeping process where data can be retrieved instantly across many devices.

The results

The system has been successfully rolled out and over 11000 users are now accessing this system today.  Sitepass has been utilised regularly for the last four years.

Sitepass has helped  to:

  • Gain transparency over its workforce
  • Comply with legislation
  • HSE measures are in place
  • Manage and mitigate incidents and risks at the workplace
  • Conduct audit and inspection
  • Send notifications to inform workers and staff of renewals
  • Access a dashboard to manage the records
  • Integrate with other systems to efficiently manage user data
  • Access a Helpdesk service to handle user technical queries seamlessly

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