The People Module - EHS
The People module includes all employees that have been added to the system and their details. This includes direct and Subcontractor employees.
This module allows employees to upload their required documents and complete courses that are required for them to be compliant.
Employees can be added to the system, and employee details that are already on the system can be accessed and edited by administrators. Compliant Subcontractors have full access to their own employee section, to which they can add their employees and manage employee details and employee documentation themselves.
The system allows categorisation of employees by employee roles. This functionality is available in the ‘Settings’ menu.
When an employee is added to the system, they receive an automated notification with a link to complete their registration. This allows them to access the system through their separate portal, from where they can upload their required documents, access the LMS to complete courses, and access other parts of the system.
Employee Compliance and Compliance Documents
Employee compliance documents can be fully configured in the system, which allows client companies to define their own requirements for compliance. Employee document history can be viewed by administrators, which shows previous document uploads.
Employee compliance documents can be:
For each document it is possible to select whether it should be taken into account for compliance (“Required”) or not.
Employees become compliant by uploading the required documents and completing the required training that is assigned to them. It is important for employees to complete online training that is assigned to them as this ensures they are fully trained and capable of carrying out jobs that are assigned to them. This also ensures less risk of accidents in the workplace.
If an employee does not upload the required documents or complete the training that has been assigned to them, or their uploaded documents have been rejected or expired, their status will show as non-compliant on the system.
Administrators will be automatically notified when an employee has uploaded a document, if an employee document has expired, has been updated, and deleted. This will help administrators determine the compliance status of employees.
When the required employee documents have been uploaded, they can be approved and rejected by administrators.
Employee Training
Employee Training Document requirements are created in the EHS. This functionality is available in the ‘Settings’ menu. The system uses information from the LMS (Learning Management System) to generate compliance statuses. When an employee has successfully completed a course on the LMS, they can generate the course certificate, which can be uploaded to the EHS.
The LMS is a system that allows existing users to complete the required training that is assigned to them. This includes courses that are uploaded and assessments.
When a trainee is added to the system, they receive an automated notification with a link to complete their registration. This allows them to access courses that have been assigned to them on the system through a separate portal.
If a course has been completed externally, administrators can manually set a course as ‘Completed’. Administrators can upload courses to the LMS. They can also view and edit course details, monitor employee course progress, view course statuses, reset courses and generate course certificates.
The LMS also has a Trainee System Matrix. This system matrix shows a list of courses and trainees, and the course status. Administrators can generate certificates and manually assign and unassign courses to trainees. The Matrix allows filtering of data, where specific filtering options can be selected to show the matching details.
Employee System Matrix
The Employee System Matrix is a quick overview which shows a list of employees, their documents and training, and their status. This information is presented in the form of rows and columns. Different icons are used to illustrate the different document statuses in the system. Administrators can approve and reject documents in this section.
The Matrix allows filtering of data, where specific filtering options can be selected to show the matching details.
Employee Roles
Every employee has specific responsibilities based on their job function.
The system allows employee roles to be configured and specific training can be assigned to employee roles. This functionality is available in the ‘Settings’ menu.
By assigning roles to employees, this can help ensure workplace safety and compliance. Training should be tailored to specific employee roles to ensure requirements are met. For each employee role it is possible for subcontractors to select this role for their employees.
Assigning Document and Training Requirements to Employees
Assigning documents and training requirements to employees depends on the training and documents that are needed for employee roles, jobs, projects and locations. The system allows administrators to assign documents and training to employees. Employees can see documents and training that is assigned to them by logging into the system. They can upload required documents in the ‘Dashboard’ section when they log in to the system.