Helpdesk Paper: About Induction Management. About Induction Management. A b o u t I n d u c t i o n M a n a g e m e n t. WhosOnLocation.

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Oliver Randall
6 years ago
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2 A b o u t I n d u c t i o n M a n a g e m e n t P a g e 2 Contents Introduction... 3 Induction Management: The Basics... 5 Induction Courses... 5 Course Content... 5 Course Questions... 6 Pass / Fail Rate... 6 Library Pages... 6 Publishing Courses... 7 Inviting Inductees to Complete a Course... 7 Inductee Process... 7 Inductees Pass or Fail Notifications... 8 Renewal Notifications... 8 Viewing Induction Records... 8 Version Control P a g e

A b o u t I n d u c t i o n M a n a g e m e n t P a g e 3 Introduction When a new

and take them through some of the basic rules and work policies.

need to look out for that could be a potential hazard, this is our non-smoking

obligations to report accidents policy etc The reasons why organizations do this are

They are legally obligated to do so due to the environment they operate in.

The organization wants to set minimum expected standards of behaviour.

3 A b o u t I n d u c t i o n M a n a g e m e n t P a g e 3 Introduction When a new employee or contractor begins working onsite most organizations like to sit them down and take them through some of the basic rules and work policies. This is how we operate this machinery, these are our safety rules, this is what you need to look out for that could be a potential hazard, this is our non-smoking policy, our drug and alcohol policy, our working from heights policy, your obligations to report accidents policy etc The reasons why organizations do this are largely twofold: 1. They are legally obligated to do so due to the environment they operate in. This particularly applies to safety in the workplace. 2. The organization wants to set minimum expected standards of behaviour. So how do organizations manage inductions? How organizations induct people varies and can include any, or combination of, the following: Show and Tell Documentation and Reading Walk around Workplace e-learning Watching Video Testing 3 P a g e

A b o u t I n d u c t i o n M a n a g e m e n t P a g e 4 Once an employee or contractor is inducted organizations will need to record and manage employee and contractor induction records.

Prior to commencing any work onsite it is your policy that contractors understand the basic rules for your building. 1. He must be inducted 2.

His arrival and departure is recorded by reception for reconciling his invoice at a later date.

4 A b o u t I n d u c t i o n M a n a g e m e n t P a g e 4 Once an employee or contractor is inducted organizations will need to record and manage employee and contractor induction records. Induction Record Spreadsheet Induction Files Induction Record Application Let s look at some scenarios! Scenario 1: Contractors Bob the electrician arrives onsite to fix the faulty lights on level 2. Prior to commencing any work onsite it is your policy that contractors understand the basic rules for your building. 1. He must be inducted 2. He must always report his arrival to the main reception before starting work. 3. He is to be issued with a temporary access pass, and 4. His arrival and departure is recorded by reception for reconciling his invoice at a later date. Scenario 2: Employees Sarah, the new Business Analyst in Marketing, is on to her 2 nd day and needs to use one of the company vehicles. It is your policy that employees cannot use a company vehicle without having completed the standard Employee Induction; which includes your rules for using company vehicles. The receptionist, security, or fleet management people are about to hand over the keys Once an employee or contractor is inducted one of the biggest headaches for organizations is making available to receptionists, security, and facilities people information about who is inducted and who is not. In the above examples the traditional ways of making Induction records available to those that need to view and validate them is often difficult and timeconsuming. The WhosOnLocation Induction Management Add-on takes the hassle out of creating induction courses, managing inductee records in a central, secure location, accessible from any browser, and giving access to those people in your organisation that require it. Combined with the WhosOnLocation people presence tools and the Asset Management Add-on, tracking who is allowed onsite, who is inducted, who is onsite, and who has what assets (keys, cards etc.) now becomes as easy as clicking a mouse. Let s take a quick look at the Induction Management Add-on. 4 P a g e

5 A b o u t I n d u c t i o n M a n a g e m e n t P a g e 5 Induction Management: The Basics Induction Courses 1. Induction courses are created by users with Induction Manager Rights 2. You can have one or many Induction Managers 3. You can setup one or many Induction courses 4. The content of any course consists of: a. Course Name b. Course Description c. Course contact d. Date of course expiry e. Renewal and Reminder settings f. Content Pages g. Questions h. A Pass / Fail Rate Course Content 1. The content of any course consists of one or multiple Pages. 2. Each Page has a Title and Content: a. Text b. Images c. Links to documents that can be downloaded d. Links to Videos hosted on YouTube, your FTP Server, or similar. e. links to Course Contact 5 P a g e

6 A b o u t I n d u c t i o n M a n a g e m e n t P a g e 6 Course Questions 1. Each question is associated with a Page 2. You can add one or multiple questions to any Page. 3. Questions have one of 3 answer types: a. Yes or No b. True or false c. Multi-choice 4. The Induction Manager creating the course sets up the questions and selects the correct answer. Pass / Fail Rate 1. The Induction Manager sets the Pass / Fail Rate 2. The Induction Manager can choose from setting a Pass/Fail rate based on: Library Pages a. The percentage of questions the Inductee must answer correctly in order to receive a Pass. b. The number of questions the Inductee must answer correctly in order to receive a Pass. 1. You may have more than one Induction course. a. Employee Basic b. Employee Advanced c. Contractor Basic d. Temporary Employee e. Etc. 2. When you create a Page for a course and you believe the Page can be used in other courses, then you can add the Page to the Library. 3. Library Pages are effectively a set of Page templates that you can use (import) into other Induction courses. 4. So. when adding a new Page to any course you can either: a. Create a new Page from scratch or b. Add a Page from the Library. 6 P a g e

7 A b o u t I n d u c t i o n M a n a g e m e n t P a g e 7 Publishing Courses 1. When an Induction Manager has completed creating a course they publish it. 2. Publishing means Inductees can now be invited to complete the course. Inviting Inductees to Complete a Course 1. Inductees are staff (employees) and/or contractors. 2. The Induction Manager selects either Staff or Contractors and selects a Course title. 3. They are then presented with a list of either Staff or Contractors in 1 of 4 statuses for the selected Course: a. Not Inducted b. Pending c. Failed d. Passed 4. To invite people to complete the course the Induction Manager selects Not Inducted. 5. Then selects the individuals and clicks the Send Invite. 6. WhosOnLocation automatically sends, via , the selected people an Invite to complete the course. 7. Those inductees are moved from Not Inducted to Pending status until they either Pass or Fail. Inductee Process 1. Inductees receive an requesting them to complete the course. The includes: a. Details about the Course (Title, Description etc ) b. Course Contact c. A link to click on which takes them to the course d. A Password 2. The course, from the Inductees point of view consists of 3 steps: a. Read Content b. Answer questions c. Receive Result 3. The Inductee starts the course anytime they like. 7 P a g e

8 A b o u t I n d u c t i o n M a n a g e m e n t P a g e 8 a. They read the content Pages which may include watching videos, downloading policy documents, reading content on the screen, or any combination of the above. b. At the conclusion of the content section they must work through the questions. i. They are given only one chance to correctly answer any Yes/No or True/False question. ii. If the question is multi-choice and they get their first attempt wrong they can review the associated content Page and attempt the question one more time. c. Once all questions are answered, they either Pass or Fail based on the Pass / Fail Rate set by the Induction Manager for that course. i. If they pass they are sent an with their Pass Certificate. Inductees Pass or Fail Notifications 1. The Induction Course Contact person is ed the result of each Inductee. 2. Regardless of Pass or Fail they can view the answers to each question along with the number of attempts needed to answer it correctly or incorrectly. Renewal Notifications 1. With each course the Induction Manager can set an Initial Renewal Notification. WhosOnLocation will automatically send a new invite to the Inductee x days prior to the expiry of the current induction asking them to complete the course again to renew their Induction. The Initial Renewal Notification can be set to be one of the following: a. 10, , 60, 90 Days 2. You can also set a follow up Reminder Notification. a. 1, 2, 3, 4, 5 Days b. 10, 15, 20, 30 Days Viewing Induction Records Induction Managers can view Induction records for any Employee or Contractor by opening that person s WhosOnLocation Profile. The Induction record includes: 1. Course Title 2. Version No: 3. Date Passed and Date of Expiry 4. Certificate and; 5. Details of questions answered and attempts. 8 P a g e

9 A b o u t I n d u c t i o n M a n a g e m e n t P a g e 9 Version Control 1. Each induction course is assigned a version number starting from v1. 2. As stated earlier when the Induction Manager is ready to publish that version they simply click Publish v1 3. If anyone edits a published Induction Course a new Version number is assigned, but that latest version is not automatically published. 4. The latest version is only published when the Induction Manager is ready to publish it. 5. Let s assume an Inductee was inducted on 1 st January on v1 and they must renew it on 31 st December. a. The automatic Renewal Notification is sent out 30 days prior to expiry; this being the 1 st December. b. During the year various edits and updates were made to v1 so the actual published version on 1 st December is v3. c. If the Inductee clicks on the link invite sent to them on or after the 1 st December then they are automatically taken to the current Publish version; v3. 6. What happens if they don t click on the link until say 25 th December and between the time the invite link was sent and the 25 th December another version, v4, is published? a. The invite link always takes the inductee to the latest published version. Recommended Next Steps We recommend you support@whosonlocation.com to arrange a free online training session which will detail how to create an induction course and how to invite employees and/or contractors to complete that course. Love Your WhosOnLocation! The team at support@whosonlocation.com 9 P a g e

Resource: Getting the Internal Buy-in. Getting the Internal Buy-in. G e t t i n g t h e I n t e r n a l B u y - in. Copyright Locating Us Limited

G e t t i n g t h e I n t e r n a l B u y - in Getting the Internal Buy-in Resource: Getting the Internal Buy-in WhosOnLocation.com 1 P a g e G e t t i n g t h e I n t e r n a l B u y - in P a g e 2 Introduction