DJs Contractor Portal User Guide WITH INDUCTION ENROLMENT… Contractor Portal Us… · c. Complete...
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Contractor Management System David Jones Contractor Portal User Guide
Transcript of DJs Contractor Portal User Guide WITH INDUCTION ENROLMENT… Contractor Portal Us… · c. Complete...
Contractor Management System
David Jones
Contractor Portal User Guide
Contractor Management System
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Contents 1. Register your Company ................................................................................................................................ 4
2. Complete the Company Profile Questions.....................................................................................................7
3. Upload Insurances and Licenses ................................................................................................................. 11
4. Complete Safety Management System Review ........................................................................................... 14
5. Register your Employees ............................................................................................................................ 16
6. Enrolling employees into inductions ........................................................................................................... 25
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Overview The David Jones Contractor Management System Portal is the gateway to allow contractors to register and meet the legislative compliance requirements for David Jones. This portal allows the nominated personnel of the contracting company or business entity to: o Register their Company or Business Entity o Complete the company risk categorisation process o Complete the WHS Management System review process o Register their employees o Upload employee photos o Enrol employee into safety induction
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1. Register your Company
a. First time setup – click register to enrol your company:
b. Search for your company in the first instance:
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c. If your company’s name is not displayed, click Add to register your company:
d. Enter your company’s ABN number, click Continue
e. Click on your company name
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f. Complete the template and select Submit
g. You will receive notification that your company details have been sent to Pegasus Safety for approval Please note: additional users can be setup at the time of logging in.
h. Pegasus Safety will complete the approval process and upon approval you will receive email notification that the registration is complete and you will also receive a separate email containing your user name and password. Please note: The approval process may take up to 3 working days to complete.
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2. Complete the Company Profile Questions
a. Once you complete the registration and your company has been approved, you can Login to the portal
b. Click Apply to start the company Profile Questionnaire
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c. Complete the Company Profile questions by answering a series of Yes/No, and Multiple choice questions to enable the system to categorise your company based on David Jones Contractor Management System.
d. When answering the question about the type of work your company performs on a David Jones site, please specify the work your direct employees perform only. If you engage sub-contractors to perform work on your behalf and this work requires a license, eg. plumbing or electrical trade licenses, you still need to include these types of work on your profile. It is your responsibility as a head contractor to ensure your sub-contractors have the correct licenses to perform the work.
e. When answering the question on which state/s you are registered for Workers Compensation Insurance, you will only need to specify the states that you have a Workers compensation insurance policy for, as you will be prompted to provide a policy for each state you select.
f. Once you have answered all questions, you are required to pay for the registration. The cost will depend on the Category you are assigned. Click on Add to Cart to start the payment process
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g. Review the cost and details of the registration, and click on Proceed to Checkout
h. Companies who have an account with Pegasus are able to enter a Purchase Order to complete the payment process; all other companies will be required to make payment via Credit Card. Click Continue once you have entered your Purchase Order or Credit Card details
Purchase Order
Credit Card
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i. The Tax Invoice will now be emailed to your nominated email address; you can also click on Download to review and save a copy.
j. Click Continue to Proceed to the File Upload section
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3. Upload Insurances and Licenses
a. You are now required to provide any insurances and Licenses that are required to perform your duties on a David Jones site.
b. If you have existing Insurances/Licenses, the system will recognise these and you will not be required to upload again.
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c. For any new Insurances/Licenses that we have not previously collected, you will be required to upload them by clicking Upload
d. Browse to the relevant electronic version of the Insurance or License that you are prompted for and Select Upload
i. Enter the Start Date and End Date for the Licence/Insurance, ii. Enter as much information as possible from the insurance policy.
Please Note: This information must match the details in the document you are uploading.
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e. Once you have completed uploading all the requested files, click Next
f. Click Submit
g. Pegasus Safety will review and approve the documents you have provided, and upon approval you will receive email notification.
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4. Complete Safety Management System Review
Depending on the answers you provided in the Company Profile section, you may be required to complete a Safety Management System review. This section will be different for each company, as it will prompt you for information based on the answers you provided to certain questions in the Company Profile. You may be asked to upload evidence and examples of your Safety Management System, so please have these available when you complete this review.
a. To start the Safety Management System Review, please select Yes, and then click Next
b. Please answer all questions and upload documents as required.
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c. When you have completed the Safety Management System Review, click Submit
d. Pegasus Safety will review the answers and documented evidence you have provided and will provide you with feedback and any Corrective Actions that you need to address.
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5. Renewing Insurances and License documents
As insurance and license documents fall due your company will be able to upload renewed versions through the David Jones Portal.
a. Go to where the existing document is stored on the portal and select the renew hyperlink next to the document you wish to renew.
b. Browse to the relevant electronic version of the Insurance or License that you are prompted for and Select Upload
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iii. Enter the Start Date and End Date for the Insurance/License, iv. Enter as much information as possible from the insurance policy/License.
Please Note: This information must match the details in the document you are uploading. c. Once you have completed uploading all the requested files, click Next
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d. Click Submit
e. Pegasus Safety will review and approve the documents you have provided, and upon
approval you will receive email notification.
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6. Register your Employees
a. Click Login
b. Enter your username and password and click Login Please note: Additional User Accounts can be setup from here if required
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c. Select Manage Employees
d. Search for existing employees; or add a new employee, select Add to create a new
employee
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e. Enter the employee details and click Save
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f. Upload the employee’s photo; click on Upload
g. Browse for the employee photo and select Upload
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h. You will receive a message indicating that your photo has been saved successfully, click OK
i. You are now able to submit your employee’s information to Pegasus Safety for approval. (This process is required to ensure that duplicates are not created in the database); select Submit
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Your employees information will be sent to Pegasus Safety
j. You are able to track the status of your employees as they progress through the process: Started, Returned, Submitted, Approved
k. You will receive email notification when an employee has been approved, rejected or returned by Pegasus Safety
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7. Enrolling employees into inductions
a. Once your company has completed the compliance components of pre-qulification, you will be able to manage your employees and book them into inductions.
b. Login to the portal and click on the Bookings button:
Selecting ‘Bookings’ will bring up a list of all available inductions in which you can enrol your staff.
ALL contractors must complete the General Safety Online Induction in order to become compliant to work at any David Jones site.
In addition to this compulsory course certain contractor employees MUST complete another course depending on their particular occupation. The additional courses are;
- Cleaning , &
- Building and Maintenance
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Employees can be enrolled in a General Safety Induction course only or in a combination of General Safety plus one of the additional courses depending on their particular occupation. Please refer to the David Jones Contractor website for information on what induction is required for which occupation.
c. Once an Induction has been selected, the course details will be displayed.
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At this point you will be able to search for an employee to add to the selected induction. Simply enter part of their name into the search bar and hit the ‘Search’ button, alternatively hit the ‘Search’ button to bring up a list of all employees registered with your company.
d. If the employee is listed, simply select the checkbox on the left and add to cart.
e. You can add several employees to the same induction at once by selecting the checkbox next to the employees prior to adding them to the cart.
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8. If the employee does not exist, click on the Add Employee button.
k. Add employee details as required before adding them to the required induction.
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Once all employees are added to the course, select the ‘Add to Cart’ button.
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This will bring up the below screen confirming the induction has been added to your shopping basket. Hit OK to close screen and proceed.
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To proceed to the payment screen select the ‘Review’ hyperlink in the top right side of the screen.
This will take you to the review screen where you will have an opportunity to review your shopping cart prior to making your purchase. To proceed, select Proceed to Checkout button.
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Enter your credit card details into the free text field spaces below and select the ‘Continue’ button.
Once payment has gone through successfully you will be taken to the payment summary screen where you will be able to download your invoice.
An email will be sent to the email address attached to the employee details with a link and log in instructions to the Induction that they’ve been enrolled in.
