The Jobs Module
The Jobs Module enables efficient management of jobs, including the assignment of roles and tasks to users, and ensuring compliance by associating the necessary job-related documentation and training.
Creating and Assigning Jobs
A job refers to a defined scope of work that must be completed as part of a broader project.
When setting up a job, it is essential to include key details such as the job location, relevant project or department, required documents, and any mandatory training.
The administrator who creates the job can access it within the system. Access is also granted to the administrator responsible for the relevant location or project, the subcontractor to whom the job is assigned, and employees required to submit or complete training.
Job Documentation
Job compliance documentation can be fully customised within the system, enabling client organisations to define their own compliance requirements.
Examples of compliance documents include:
Document types supported in the system:
File Uploads
This option is configured via the ‘Job Types’ functionality. Once a job of this type is created, users are prompted to upload the required file as per the document title provided.
Job Forms
Job forms can be digitised using the ‘Form Builder’ functionality. Pre-existing forms may be attached to jobs and completed by assigned users as required.
Read and Receipt Documents
This functionality, also selected via ‘Job Types’, ensures that users review essential documents and acknowledge them by marking them as ‘Read & Receipt’.
Job Status
Job compliance is assessed based on the fulfilment of predefined requirements, including the uploading of documents, completion of training, and submission of relevant forms. Meeting these criteria is essential to ensure the safety of all involved and the effective execution of the job.
Job statuses include:
Document Approval Process
A two-stage document approval process can be enabled when setting up a job. If selected, relevant administrators must approve submitted documentation to ensure all job requirements are met.
Approval options include:
Documents associated with a job can be marked as either required or non-required.
Assigning Employees to a Job
Subcontractors may assign employees to a job once all required documents have been approved. If approval is pending, the option to assign employees will not be available.
Once assigned, employees are automatically prompted to provide evidence of any training required for the job. Compliance is only achieved once all documentation has been submitted and approved.
Jobs with Recurring Documentation Requirements
Where ongoing or periodic documentation is necessary, this can be specified during job setup. Updated versions of these documents may be uploaded over time and are accessible for auditing purposes.
Jobs System Matrix
The Jobs Matrix provides a clear, tabular overview of job compliance and document status. Data is presented in rows and columns and can be filtered to display specific details as needed.
Copying Existing Jobs
The system includes a feature allowing administrators to duplicate existing jobs. When copied, a new job is created containing the same information as the selected job, facilitating quicker setup for similar or repeat tasks.