Month: January 2018

About Contractor Management

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The Yancoal contractor management process supports Yancoal and companies contracted to perform work on a Yancoal site to manage their responsibilities under the law.

Yancoal wishes to partner with contracting companies which can demonstrate they have the necessary systems and procedures in place to manage compliance against legislative requirements with the aim to improve day-to-day health, safety and environmental outcomes. The goal is to create a safe and healthy work environment for all persons working and accessing any Yancoal site.

Contractor companies performing work on a Yancoal site must first be registered in the online Yancoal Contractor Management System.

The system allows contracting companies to self-register by entering their company details and submit requested documents (including insurances, licences and relevant procedures). Depending on the type of work to be performed, the company will be required to provide information on how they manage the health, safety and environmental aspects of their work. This information is assessed against expected minimum requirements established by Yancoal. Companies must show they can meet these requirements as part of the registration process.

Contractor company’s can also register and book their employees into Yancoal and site-specific inductions to allow them to access relevant sites.

About Yancoal

Yancoal is a leading low-cost Australian coal producer in the global seaborne market, producing a mix of premium thermal, semi-soft coking and PCI coals for export. Since 2004, Yancoal has built its business through strategic acquisitions; now owning, operating or participating in 11 coal mines across NSW, Queensland and Western Australia.

Yancoal’s New South Wales mines include Moolarben, Hunter Valley Operations, Mount Thorley Warkworth, Stratford-Duralie, Ashton, Austar and Donaldson.  Queensland mines include Yarrabee and the Middlemount Joint Venture. Yancoal also manages the Cameby Downs and Premier coal mines in Queensland and Western Australia respectively.

Yancoal currently supports around 4,400 full time employees, sourcing the majority of its people from the local communities in which it operates.

The Yancoal Way

Our Way defines who we are and how we work, encapsulating our belief, values and the associated behaviours expected from every member of our team, every day.

Our beliefs

Our three core beliefs drive our values to deliver. They are:

  1. Transparency: We are open and honest with one another and have a “no surprises” attitude towards the stakeholders we work with.
  2. Compliance: We always follow our internal rules and the rules of law where we operate.
  3. Efficiency: We strive to be efficient, productive and effective at what we do all day, every day.

Our values

Our beliefs are underpinned by our core values which drive our daily behaviour. Our five core values are:

  1. People – Path Way 

People are the heart of the Yancoal values.

Our people guide our direction. It’s our people who drive ideas, energy, capital and enterprise, converting them into value for our stakeholders, customers and shareholders.

We value involvement from everyone. Full engagement is encouraged, with 99% of what we need to know already in our people.

Path Way unlocks the power of choice, inspires us to do what we say we are going to do, and brings out the best in each of us. Working for Yancoal is an experience that makes a difference in our world.

  1. Safety – Safe Way

Safety is not optional. It is considered in everything we do to eliminate harm to our people.

Safe Way helps people be mindful of why they care about safety, risks, and controls. It holds people accountable and ensures all elements are effective together, so people don’t just survive, they thrive.

  1. Innovation – Better Way

Innovation involves continuously improving the business, so we are better than where we were last year, last month, last week or even yesterday.

Better Way starts with each one of us being curious, stepping up and having a voice. Every idea counts, even those that today seem impossible. The aim is to generate ideas, share them and work together to make them real. The ideas worth implementing improve our workplace and create value for stakeholders.

  1. Excellence – High Way

Excellence is about identifying and implementing best practices.

High Way is a shared mindset of excellence where our people are proud to be part of Yancoal. They look for excellence in everything they do and reward their colleagues for the behaviours that set them apart and drive the business forward.

They know where they’re going and what it will take to go from great to excellent.

  1. Integrity – Right Way

Integrity is about operating with ethics. Doing things because they’re right, not just because we should.

The Right Way helps people think about their actions. People make decisions based on principles that impact others, consider the future and deliver on what Yancoal stands for. The Right Way is not always easy but it is always rewarding.

About Avetta

Avetta manage the Contractor Management System on behalf of Yancoal.

avetta

Learn more about Avetta.

The Registration Process

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The Yancoal Contractor Management process is completed in two parts: company registration and worker registration.

We suggest you read through the steps before you get started, and allow yourself time to source and upload the information needed to register. A nominated administrator from your business will be required to complete the steps below.

User guides with screenshots can be found on the Help and Resources page.

New to Contractor Management with Yancoal? Follow the instructions below to register:

Step 1: BUSINESS REGISTRATION (CLICK TO EXPAND) +

Step 1 > Register a user name and password

The Yancoal Contractor Management System to register your business can be found by selecting the button below.

Start by entering a user name of your choosing, plus your email address and a password. You’ll be emailed confirmation.

Step 2 > Register business details and answer profile questions

Using your new details, login to the Yancoal Contractor Management System.

Follow the process to register your business by answering profile questions. You will need to know your Yancoal contact and have a good understanding on the type of work your company will be performing on site. More information about the required documents can be found on the Help and Resources page.

Step 3 > Pay for registration

Business registration costs $100 + GST annually. This cost is for the verification of your company information and documents, the management of your profile, and includes access to local support teams if you need help in the system.

Depending on your site and activities, you may also be required to complete a desktop Health, Safety and Environmental Management System (HSEMS) review of your policies and procedures every three years. 

  • Category 1 (Office-based/non operational activities) – HSEMS review not required  
  • Category 2 (conducting routine operational activities)- HSEMS review – $500 + GST 
  • Category 3 (conducting higher risk activities)– HSEMS review-$800 +GST 

Step 4 > Upload insurances and licences

You will be prompted to upload copies of the licences and insurances you selected in step 2 for verification. Depending on the work your business does, you’ll be prompted to upload the following:

– Workers Compensation Insurance policy
– Public & Product Liability Insurance policy
– Professional Indemnity Insurance policy
– Motor Vehicle Insurance policy
– Plant & Equipment Insurance policy
– Company Trade Licences (for example electrical contracting license)
– Safety Management Plan or SWMS documents

On successful review, you will be emailed that your business registration is complete.

To reach compliance to work for Yancoal, you must next register your workers, purchase their site access cards, and book their inductions. Expand the steps below. 

Step 5 > Complete Health, Safety and Environmental Management System (HSEMS) review (if required)

The final step for company registration is to complete the HSEMS review if required, an independent desktop audit of your documents by a WHS specialist. More information about HSEMS reviews can be found on the Help and Resources page. The documents you’ll be asked to upload for your HSEMS review depend on your category (outlined in step 3) and may include, but are not limited to:

  • WHS / OHS Policy
  • Environmental Policy
  • Risk Management Procedures
  • Systems of Work process including incident management
  • Drug and Alcohol management
  • Emergency management
  • Training procedures including induction management
  • Sub-Contractor Management (if applicable)
  • Continual improvement processes

On successful review, you will be emailed that your company registration is complete. To finalise your registration, you will be sent login details to register your workers, purchase their site access cards, and book their inductions.

To reach compliance to work for Yancoal, you must next register your workers, purchase their site access cards, and book their inductions. Expand the steps below.

 

 

Step 2: WORKER REGISTRATION & INDUCTION BOOKINGS (CLICK TO EXPAND) +

The site you are working on may have an induction approval form that must be completed prior to registration. Visit Help and Resources to see if there is a form for the site where you will be working.

Step 1 > Login to manage workers

On successful business registration, you will be invited to login to the system to manage your workers. Please click the link and login to this system using the details in the email sent by Onsite Track Easy.

Step 2 > Add workers

Once logged in, start by selecting Manage Roles and then Add New Employee. From here, enter and save their personal contact details, address, phone and email.

Step 3 > Select sites and choose roles

Select Add Site > choose the Yancoal site/s your worker will access. This selection will filter the roles you can choose for that worker, based on sites.
View All Roles > Add New Role to choose the role/s your worker performs on each specific site.

Step 4 > Upload documents and book training

Your site and role selections determine the competency documents (medicals, induction documents, trade licenses, letters of competency) you’ll upload to prove your worker’s qualifications to perform the chosen role.

You will also book inductions. The online Yancoal Generic Induction (no cost) must be completed by all workers. Other inductions are booked based on the worker’s site and role:

    • Ashton Surface Induction $280 + GST
    • Ashton Underground Induction $795 + GST
    • Moolarben Site Induction NO COST
    • Moolarben Underground Induction $665 + GST
    • Austar Surface NO COST
    • Austar Underground NO COST
    • Abel Surface Contractor Induction NO COST
    • Abel Underground Contractor Induction $25 + GST
    • Premier Surface Induction NO COST
    • Cameby Downs Surface Induction NO COST
    • Yarrabee Surface Induction NO COST
    • Stratford Surface Induction NO COST
    • MTW Full Induction $395 +GST

Step 5 > Pay for registration and training

Pay for your worker’s registration and training and order their access ID cards to work for Yancoal.

Worker registration costs $80+ GST per person annually for the management of roles, verification of documents, access to online training, and supply of card. Training costs are outlined in Step 4.

Validation

The information you’ve supplied during worker registration. Upon approval and the completion of training, roles will be applied to your worker’s profile and their access ID cards distributed to work for Yancoal.

You may also wish to invite your registered employees to the Worker Portal, where they can manage their own compliance. Simply select the Invite Employee option from their profile once you’ve registered the worker. Visit the Worker Portal page for more information.

It’s important that you keep your company and worker’s details up to date. You’ll be emailed if any documents are expiring so you can update them in the system.

Already have an account in the Yancoal Contractor Management System? Follow the instructions below to manage your compliance:

You can access the system from Pegasus Gateway.

Simply use your Pegasus details to login. You will see the Yancoal tile to select and access the system, where your company and worker information will be available – select Manage Companies or Manage Employees.

Now, when you need to access the Yancoal Contractor Management System to manage your compliance, you only need to login to Pegasus Gateway and click the Yancoal tile.

We suggest you save Pegasus Gateway to your bookmarks for easy access > login.poweredbyonsite.com

Click for resources to help you set up a Gateway account.

(If you don’t see the Yancoal tile on your Pegasus Gateway dashboard, click ADD, select the Yancoal tile and login to add it to your dashboard.)

Help and Resources

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Mandatory Online Induction 

Yancoal has produced a generic induction for all workers which covers common aspects and requirements across all Yancoal sites. All workers must complete the online Yancoal Generic Induction successfully before they can access a Yancoal site to perform work.

New workers will be automatically booked into the generic induction as they are registered in the system.

Site-Specific Inductions 

In addition to the Yancoal Generic Induction, sites have their own inductions that cover the specific attributes, risks and requirements for working on their particular site. Please find more details and information on the Worker Registration page Step 2.

System User Guides

Contractor Documents

Helpful Resources

Our Knowledge Base now provides comprehensive guidance on various aspects of our system. This includes instructions on accessing your account and registering, navigating our supplier portals, managing roles and worker subscriptions, setting up and using the Workforce by Avetta Mobile App and other support materials.

The Business Rules specify the requirements of the documents you upload in the system. Ensuring your documents meet these requirements will save time and have your workers approved faster.

Complete and return this form if you have a new worker who is already registered to a different company in the system, and you need them added to your company. Workers can be removed from your company by an administrator directly in the system. Instructions on how to complete this process are available under the End Employment sub-heading of this page: https://kb.pegasus.net.au/display/WFMS/Supplier+Portals

Helpful Resources

Frequently Asked Questions

Please click to expand the FAQ below.

Where do I register or login to the Yancoal Contractor Management System?

You can find instructions to register for new contractors, or login for existing contractors, on the Registration Process page.

The user guides at the top of the page will help you use the system.

What documents do I need to upload to register my business as a Yancoal contractor?

Depending on the work your business does, you’ll need to upload copies of the following documents when prompted in the system:

  • Workers Compensation Insurance policy
  • Public & Product Liability Insurance policy
  • Professional Indemnity Insurance policy
  • Motor Vehicle Insurance policy
  • Plant & Equipment Insurance policy
  • Company Trade Licences (eg electrical contracting license)
  • Health, Safety and Environmental Management System documentation and procedures.

How much does it cost to register a business?

Business registration in the Yancoal Contractor Management System costs $100 + GST annually. This cost is for the verification of your company information and documents, the management of your profile, and includes access to local support teams if you need help in the system.

Depending on your site and activities, you may also be required to complete a desktop Health, Safety and Environmental Management System (HSEMS) review of your policies and procedures every three years.

  • Category 1 (Office-based/non operational activities) – HSEMS review not required
  • Category 2 (conducting routine operational activities)- HSEMS review – $500 + GST
  • Category 3 (conducting higher risk activities)– HSEMS review-$800 +GST

How much does it cost to register a worker?

Worker registration (subscriptions) in the Yancoal Contractor Management System cost $80 + GST annually for role and competency management, online training, and verification.

The worker subscription renewal date is based on the date the card was purchased, not when it was printed and sent. You’ll be emailed one month prior to expiry to renew the subscription.

How do I book inductions for my workers, and how much do they cost?

Inductions are booked during the worker registration process, and depend on your worker’s role for Yancoal (expand Step 2 on the Registration Process page for details).

New workers will be automatically booked into the Yancoal Generic Induction as you register them in the system. It can be completed online and there is no additional fee for the Yancoal Generic Induction.

The site induction schedule will be displayed during role selection in the system. Inductions are scheduled depending on demand.

  • Ashton Surface Induction $280 + GST
  • Ashton Underground Induction $795 + GST
  • Moolarben Site Induction NO COST
  • Moolarben Underground Induction $665 + GST
  • Austar Surface NO COST
  • Austar Underground NO COST
  • Abel Surface Contractor Induction NO COST
  • Abel Underground Contractor Induction $25 + GST
  • Premier Surface Induction NO COST
  • Cameby Downs Surface Induction NO COST
  • Yarrabee Surface Induction NO COST
  • Stratford Surface Induction NO COST
  • MTW Full Induction $395 +GST

 

How long are worker inductions valid for?

The current validity of Yancoal inductions are:

  • Ashton: 3 years
  • Austar: 3 years
  • Cameby Downs: 2 years
  • Donaldson: 3 years
  • Moolarben: 3 years
  • Mount Thorley Warkworth: 2 years
  • Premier: 2 years
  • Stratford / Duralie: 2 years
  • Yarrabee: 2 years

When will inductions be finalised?

Induction bookings are final upon payment through the Contractor Management System.

How long does it take to review my worker’s application?

Worker verification can take up to two business days to be reviewed by the Yancoal team.

Do my subcontractors need to register?

Yes. You must ensure that any subcontractors you have engaged to work at a Yancoal site have registered their business and workers in the Contractor Management System. Ask that they follow the Registration Process.

Who do I contact if I need help or have questions about Yancoal contractor management?

You can contact the team for help in the system. Visit Contact Us.

I have workers at MTW. What do I do?

You will login to the system to manage workers at MTW when you need to:

  • book re-inductions for your existing employees (you will see their profiles in the system when you login), and
  • register new employees to work at MTW (if you are a new MTW contractor)

You will select a role specific to their work at MTW – for example MTW – Dogman, MTW – Electrical Engineer, or MTW – Gas Fitter. Please note, the MTW – Contractor general role is no longer be available for selection when registering new workers or renewing existing workers. This change does not impact existing, compliant worker profiles in the Contractor Management System.

Can I fast track an application?

Yes, we offers an escalation procedure.

We understands that there are times when you’ll need your data application or access ID cards to be processed faster than our standard delivery time of two working days.

Click to review the Data Escalation Policy.