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The Jobs Module

The jobs module allows managing jobs which includes assigning roles and tasks to users and ensuring compliance by assigning the required job documents and training to jobs. 

Adding and Assigning Jobs

A job is a body of work that needs to be completed as part of a project.

When setting up a job, it is important to include information about the job, such as the location, project/department, required documents and required training. 



The administrator who created the job can access the job on the system. This also applies to the administrator who is responsible for the location or project the job is created in, the subcontractor the job is assigned to, and employees who need to submit details of training or do training online.

Job Documents

Job compliance documents can be fully configured in the system, which allows client companies to define their own requirements for compliance. 

Examples of compliance documents: RAMS, Method Statement, Specification Documents, Certifications

Job compliance document types can be:

• File Upload - allows users to upload files
• Digitised Form Filling - allows users to fill out digitised forms
• Read and Receipt Documents - allows users to read required documents

File Uploads

This option can be selected in the ‘Job Types’ functionality. The title of the file upload appears when a job is created using this type where the user can upload the file.

Job forms

Job forms can be configured using the ‘Form Builder’ functionality. Existing forms can be added to jobs and filled by assigned users.

Read and Receipt Documents

This option can be selected in the ‘Job Types’ functionality. The document appears when a job is created using this type where the user can read the document and mark it as ‘Read & Receipt’.

Job Status

Job compliance is shown by meeting the requirements that are set for the job. These requirements include uploading required documents, completing required training and filling out the required forms. It is important that these requirements are met as it ensures safety for everyone involved in the job and that the job is carried out efficiently.

The job statuses that show are:

• Missing Requirements - people assigned to the job are missing the required documents for compliance
• In Progress - the job has started and is not yet complete
• Completed - the job is finished
• Non-Compliant - documents uploaded to the job are non-compliant
• Awaiting Job Admin Approval - a Job Administrator needs to approve documents

Approving Job Documents

Two-Step Approval of documents can be selected when creating a job. 

If one or both of these options is selected, the administrator(s) will need to approve the submitted documents. This is done to ensure all requirements that are set for the job are met. 

The options that can be selected are:

• Job Administrator Verification
• Location/Project Administrator Verification

Job documents can be required or non-required.

Assigning People to a Job

Subcontractors can assign employees to a job when their required job documents are approved. If the required documents are not approved, the option to assign employees to the job will not show.

Employees who are assigned to a job automatically receive the requirement to provide evidence of the training that is required for the job. They are only compliant in the job once all documentation has been provided and is approved.

Jobs with Recurring Documentation Requirements

If there are recurrent job documentation requirements, they can be specified as part of the job setup. New versions of recurring documents can be added to the job as the job progresses and can be retrieved in case of an audit.

Matrix

The Jobs System Matrix provides a quick overview of the job’s compliance and the statuses of their uploaded documents. This information is presented in the form of rows and columns. The Matrix allows filtering of data, where specific filtering options can be selected to show the matching details.

Copying an existing Job

This module includes a functionality that allows an administrator to copy existing jobs. When an existing job is copied, a job is added to the system which includes the same details as the job that is selected.