Workforce Management

Ensure secure management of high-risk tasks with Damstra's Digital Permit-to-Work Solution

What is a Permit to Work?

Experience safety simplified with our digital Permit to Work (PTW) solution. Ensuring secure management of high-risk tasks, our system covers everything from permit creation to closure. Detailing work specifics, locations, key personnel, and worker sign-offs, it's your all-in-one platform for safety and compliance.

Why will customers love our digital PTW solution and who can use it?

Customers will love our digital Permit to Work solution because:

• It’s a digital version of what you do now, so the details you need to capture are the same.
• Less administrative overhead, freeing you up to do other things
• Permits are available anywhere, anytime via the Forms mobile app.
• The EPP Permits to Work register provides greater oversight than manual paper-based approaches, so the safety and project management teams can see what’s happening with permits.
• Improved governance and compliance due to EPP skills controlling who can perform key actions relating to permits, such as:
  
  • issuing, accepting or closing permits
  • managing any isolations required for a permit.
• The digital PTW solution can be used by all customers who are using the EPP with Forms. 

Solution Components

• Digital form template for each type of permit. Currently based on CPB permit templates but can be customised for any client’s requirements
• Work management > Permit to Work register screen in EPP worksite user web application provides oversight of permits at either an organisation or worksite level
• Permit details screen in the EPP, based on data contained in the relevant permit form
• Digital approval processes with email notifications for permit issue and permit closure.
• Updated EPP mobile app that can be used by permit acceptors to sign people onto a permit
• After a permit is closed, a skill is added to the employee profiles of workers who have signed onto the permit, so there is a record for each worker of each permit they have signed onto!

Configuration Required

• Digital form template for each type of permit. This can be customised for your requirements.
• Permit Issuer and Permit Acceptor skills in the EPP for each permit type:
  • Permit Issuer skills must be in the Damstra Forms Project Lists skill category
  • Permit Acceptor skills must be in the Damstra Forms Approver Types skill category
  • If the customer already has skills that record staff who are appointed to perform these roles, the PTW solution skills can be automatically triggered from the customer skills via skill allocation rules
• To see the EPP Permits to Work register screen, the “Access permits to work register” custom permission is needed
• Authorised Isolator skills for permits where isolations are needed. These skills must be in the Damstra Forms Project Lists skill category
• Signed on worker skills for each permit

What's Next?

Exciting updates coming soon! The upcoming enhancements will enable extensions, suspensions, and transfers of permits. This will elevate your permit management experience to a whole new level of flexibility and simplicity.

Harnessing Health and Safety Calendar Sessions Across Multiple Sites!

What are multi-site sessions and why will you love them?

• Until now, each Health and Safety calendar session has been only for one worksite
• Some organisations have clusters of worksites and run joint training sessions across those sites
• Multi-site sessions allow training administrators at one site to set up a virtual Health and Safety Calendar session for one or more specified worksites so that:
  • The session can be attended by employees from any of the specified worksites
  • Training administrators at each worksite can manage bookings independently
• Organisations will love multi-site sessions because:
  • They will now be able to create a single session for use across multiple worksites
  • They will no longer need to create a separate session for each worksite if those worksites intend to share a session
  • They will still be able to manage bookings at an overall level or individual worksite level
  • A separate capacity limit can be set for each worksite
• All EPP customers who currently use the Health and Safety Calendar will be able to use multi-site sessions.

Setting up a multi-site session in EPP

1. Set your EPP worksite filter to customer level (e.g. Damstra Technology).

2. Go to Health & safety > Health & safety calendar.

3. Select the Schedule Session button.

4. In the Worksites field, select the worksites for the session.

5. Complete the rest of the Session Details section as normal.

6. Complete the Date, time and location section as normal. In the Session location field, you will see a combined list of locations for all the selected worksites.

7. In the Capacity section, enter the maximum number of attendees for each selected worksite.

8. Complete the rest of the session setup as normal. Note that when selecting form(s) for employees to complete and the skill(s) for the session, the items available for selection are those that are available for all the worksites (i.e. if a form is only available for one worksite then it won’t be listed).

Worksite and employee views of a multi-site session

When editing a multi-site session at a worksite level:

• The only details that are editable are Attendee details
• All other details are read-only as they can only be changed at a customer level
  

Employee view

• If a session is configured to allow employees to book themselves in, then employees can do this as per existing functionality
• Employees can mark their own attendance via the Employee portal as per existing functionality. When doing this, they will need to use the relevant session code for their worksite

Configuration required

• Users who need to configure multi-site sessions need the “Create & edit sessions” custom permission enabled at a customer level
• If the multi-site session will have one or more forms associated with it for attendees to complete, the relevant form template(s) must be available in the Forms project associated with each worksite that is part of the session
• The skill(s) that attendees will gain by attending a multi-site session must be configured with the same skill code in each worksite that is part of the session

What’s next

Your input drives our innovation! We're building future enhancements based on your feedback, ensuring solutions that resonate with your needs.

Get Real-Time Insights with Pending Bookings Notification

Featuring Pending Bookings Notification, it offers administrators real-time insights into pending employee mobilisation requests. Accessible through web profiles, it streamlines safety oversight effortlessly.

How does it work?

1. Company administrators viewing the employee’s profile via the EPP for Companies will be alerted when an employee has active mobilisation requests that are not shown in the employee’s profile yet - Employee profile > Mobilisations

• The alert will be displayed under the ‘Mobilisations’
• It will display if the mobilisation has been submitted for verification but does not appear on the employee’s profile yet
• If the employee has no mobilisation on their profile yet, the alert will still be displayed
• The ‘active mobilisation link’ will bring the user to the active mobilisation page, automatically filtered to this specific employee

2. The ‘active mobilisation link’ from the pending mobilisation alert brings the user to the active mobilisation requests page, automatically filtered to this specific employee’s mobilisations.

Discover the 'Mark Unconfirmed Attendees' feature for accurate attendance tracking!

The Mark Unconfirmed Attendees feature guarantees precise attendance monitoring, even for sessions without prior confirmation. Integrated within the EPP for Companies, it supports the mobilisation process and is accessible to authorised worksite users online, simplifying safety measures.

Configuration & Custom Permission

EPP – Ability to mark unconfirmed attendees feature is available in the Learning calendar if the user has the appropriate custom permission on.
This permission can be configured from the user details page:

• Permissions & access tab
• Learning management
• Learning calendar
• Mark attendance for sessions

How does it work?

1. Worksite users can now mark any worker on the list as attended should they wish to let the workers attend the session without being confirmed by going to the Learning Calendar > Session Details > Unconfirmed attendees tab.

• Selecting of employee actions and ‘more’ dropdown now includes ‘Mark as attended’
• Attended column has been added to this page to provide information if any of the employees on the list is marked as attended
• Reorder priority button has been added, to be used should user wish to re-arrange the order of priority for confirmation – this still works as it was previously.

2. Attended column will be updated to ‘Yes’ once the employee is marked as attended. Employee’s mobilisation on profile will also turn into active but will remain invalid until all mobilisation requirements are completed.

3. The mobilisation request will now reflect on ‘Completed’ section of Active mobilisation requests page in the EPP for Companies – this section was previously called ‘Confirmed’, changed into ‘Completed’ as it will now have both confirmed and unconfirmed mobilisation requests. Company administrators will also receive an email about the unconfirmed employee being marked as attended.

Enabling Profile Photos for Worksite Users

Now, worksite users can add employee photos directly to profiles, simplifying worksite and company oversight. This feature extends to contractors, previously managed solely by company admins through EPP for Companies. Accessible via the web to all EPP clients and authorised worksite users, it's an efficient solution for streamlined operations.

How does a worksite user add an employee photo?

Clients and worksite managers with the corresponding custom permission will now be able to add employee photos by going to the employee’s profile > employee details> photos >upload photo. If a photo already exists, the user will be given the option to replace the photo.

1. Browse photo and click next

2. Preview and crop photo if required

3. Once saved the photo is added directly to the profile and is not sent for verification

4. If a photo already exists, the user will be given the option to replace the photo.

Clickable Calendar unveils direct review from home dashboard

The clickable calendar feature now allows users to review past session details directly from the home dashboard. Accessible via the web to all EPP clients, worksite, and company users, it streamlines navigation for quick insights into past events.

How does a worksite user allow previous days in the calendar to be clickable?

1. Organisations and worksite managers will now be able to view the details of previous days in the calendar on the home dashboard.

2. The company admin will now be able to view the details of previous days in the calendar on the home dashboard.

Access Employee Correspondence History Effortlessly

Optimise worksite productivity effortlessly with our correspondence history for employees! This feature offers seamless access to all employee-related emails, eliminating the need to switch between pages for specific information. Accessible via the web, it caters to all EPP clients and worksite users.

How does a worksite user view correspondence history employees?

Clients and worksite managers will now be able to view all emails relating to an employee by going to the employee’s profile > top summary – More > Emails about employee. These are grouped by the timeframe they were sent in ascending order.

• Users can filter the emails by:
  • email type
  • date range
  • search using a keyword

• Emails shown will be limited to the organisation or worksite the user has access to.

Enable Rescheduling Options for Completed Employee Lessons

This feature enables the selection of rescheduling options for employees who have completed their lessons, ensuring enhanced efficiency. Accessible via the web to EPP worksite users with Lesson Scheduling custom permissions.

How does it work?

With the schedule again option the user can now choose to not schedule lessons if an employee has already completed them when scheduling.
This will be available when scheduling a lesson using the Lesson scheduling feature of EPP for worksites, Learning management > Lesson scheduling > Schedule Lessons tab.

1. Select lesson/s to schedule, only published lessons will be available on the list.

2. Select employees to schedule to from the scheduling options, you can choose to schedule to individual employees or employees currently in specific job titles, crews, departments, and/or skills.

3. If one or more of the employees selected have already completed the lesson, an alert will display as well as the ‘Scheduling options’ – you can choose to schedule the lesson again or not.

What’s next?

Lesson scheduling of qualifications – expired skill automatic scheduling rule.

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