Rail Industry Woker Safety Management Portal User Guide - Employee Registration

Transcription

1 Rail Industry Woker Safety Management Portal User Guide - Employee Registration 1

2 Table of Contents For questions or assistance: Table of Contents 2 Overview 3 Navigating to the Rail Industry Worker Contractor Management Portal 4 Login for existing companies 5 Registering employees and ordering cards 7 Updating card data 20 riw@pegasus.net.au Rail Industry Worker Website >> 2

3 Overview Rail Industry Worker is a national competency management system for rail workers. By law, everyone working on the Australian rail network must be able to provide proof of competency. This is the best way to reduce the risk of untrained people working on the rail network. The Rail Industry Worker (RIW) program provides a single online competency management system for Australian rail workers. It s owned and endorsed by the Australasian Railway Association (ARA) on behalf of members, meets regulatory requirements and complies with national rail safety law. Contractor engagement and workforce management specialists Pegasus manage the RIW process, including collecting and verifying individual records, skills sets, training and competencies, and producing, distributing and administering associated competency and access cards. The Pegasus software, Onsite Track Easy, is the real-time online contractor management solution that powers the Rail Industry Worker program. Onsite: provides immediate access to data on rail contractors manages training and inductions administers rail contractor compliance and pre-qualification documents manages the qualifications and competency, including licences and medicals, of all rail workers awards accreditation upon successful completion of inductions and assessments provides tools for audit, investigation and inspection of rail contractors offers online and call centre support After a 100 point identification check, Pegasus verifies the competence and identification of each applicant before their details are registered in the system and they receive their RIW card. 3

4 Navigating to the Rail Industry Worker Contractor Management Portal Step 1> Navigate to the Rail Industry Worker website by entering the following URL into your web browser: The Rail Industry Worker home page will be presented. Select Register or Login in the top right hand corner. 4

5 Login for existing companies Step 1> If your company has an existing subscription to Onsite Track Easy, click Login. 5

6 Step 2> Enter your company s Onsite Track Easy username and password and select Login. If you have forgotten your password select Forgotten Password. This will take you through the process of obtaining a new password. 6

7 Registering employees and ordering cards Step 1> Select Order Cards. Step 2> Search for the employee by entering their surname and selecting Search. Alternatively, leave the search field blank and click Search for a list of all your employees. 7

8 Step 3> If the employee that you are registering appears in the list, please click on the tick box next totheir name and click Submit. If the employee does not appear in the list, select Add Employee to add a new employee. Step 4> Enter the employee details and click Save. 8

9 Step 5> Select Submit. Step 6> Click Process. 9

10 Step 7> Click Select Roles. 10

11 Step 8> Select the relevant operator from drop down menu. Step 9> Tick your functional role/s from the list, then scroll to the bottom and click Apply. Once the role has been added, click the cross to exit the Roles pop up window. 11

12 Step 10> Click to agree to the terms and conditions, enter card shipment details (or copy from person or company), identity details of card order person, then select Save. 12

13 Step 11> Select Continue to continue to Pre-Pay. 13

14 Uploading Competencies After payment has been made, you will be asked to upload a number of mandatory files (depending on your selected work role/s). These include, but may not be limited to: Valid and current medical assessment Track Safety Awareness OHS Construction Induction The most up to date list of these files can be found at Upload the required files by clicking on your Portal Home button (top left hand corner of your screen) and click on the person s name. If you need to change/add/delete any of the work role/s you have chosen previously, please click on the Show General icon and edit to view the work roles icon in colour. Then click on the work roles icon and tick or un-tick as needed then click Apply. Once you have uploaded the files with red crosses (these are mandatory) please click on the Submit button to send the person s data for processing. This will only happen AFTER your employee has successfully completed their 100 Point ID Check at Australia Post. Note: The information from Australia Post processes overnight. So for example if John Smith completes his ID check on a Monday, we will receive his application on Tuesday with the files that you have just uploaded for him. From there, we process and approve or return back as needed. You will receive confirmation so you are aware of the progress. After the card has been printed and dispatched, you will have the ability to log into your Company Portal and select Update Card Data if needed. 14

15 Step 12> Click Upload to upload the required documents. 15

16 Step 13> Select Choose File to attach the required file. Once the file has been attached and the expiry dates entered, select Upload. Step 14> Depending on which role you selected you may be required to declare that you have the correct qualification. To answer the information sections click Edit at the bottom of the page enter the required declaration, then select Save. 16

17 Step 15> Scroll to the top of the page, then select Add to Cart. Note: Paying for the card at this point will send you to the Australian Post booking form via . This means you can go to an Australia Post outlet to complete your 100 Point ID Check while you or someone else uploads documentation Speeding up the card process. Step 16> Click OK when the pop up displays. 17

18 Step 17> Click Review to review your shopping cart. Step 18> Check the items in your shopping cart before selecting Proceed to Checkout. Step 19> Enter your credit card details, then click Continue. (Please note some companies have a Purchase Order option as well). 18

19 Step 20> Select Download to download your invoice before clicking Continue. What happens next?> Documentation is submitted through to the Rail Industry Worker team to process and approve or return the application. If approved, the competency will be added to the person s Rail Industry Worker card. If returned, the company will receive an with the returned explanation and will be able to return to the portal to amend and re-submit documentation. When all documentation and the Australia Post 100 Point ID Check is completed for an employee, you will receive a notification with a Registered Post number for confirmation the card has been shipped. 19

20 Updating card data Step 1> By clicking Update Card Data you can do the following in the same way the initial upload process was completed: Select new roles for an employee and then upload the iiiiiiiirequired documentation Update existing employee s roles to upload noniiiiiiiimandatory documentation Update expired competencies with new documentation. 20

21 For questions or assistance: Rail Industry Worker Website >> 21