Implementation

The Online WHS System has a step by step helper taking you through the implementation of your system, making it easier and more efficient in getting your system up and running. However, there is an optional implementation package, where our specialised team can help to implement your system at a one off fee of 25% of your first year subscription. Please take note and review this page so you understand what is included in package.

Purpose of this content

The purpose of this document is to allow the client to identify what is included in the initial implementation costs (25% the cost of your system), and what additional consultancy is available.

Step 1 – Sites

What is included in the Initial Setup Cost?
  • The identification of the company’s sites in consultation with the client
  • Online zoom meeting to discuss your site structure
  • Entry of sites directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy
  • Onsite Visits

Step 2 – Activities

What is included in the Initial Setup Cost?
  • Consultation with the client to obtain a list of activities
  • Entry of activities directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy

Where a list of activities has been obtained, related documentation (i.e. Safe Work Method Statements/ SWMS) may need to be uploaded, reviewed, and/or sourced. Additional consultancy services include:

  • Development of additional SWMS
  • Development of procedures
  • Uploading documentation (as mentioned above)
  • Tailoring the preloaded documents to the company details
  • Upload of qualifications of employee certificates

Step 3 – Positions

What is included in the Initial Setup Cost?
  • Consultation with the client to obtain a list of positions and brief position descriptions
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy

The data has been entered into the system but documentation may still need to be uploaded, therefore the client can upload all this data themselves or we can do so. See the end of this document on charges for document uploading.  Other consultancy includes:

  • Developing Job descriptions including responsibilities and standards
  • Undertaking a training needs analysis
  • Uploading position description (as mentioned previously)

Step 4 – Employees

What is included in the Initial Setup Cost?
  • Consultation with the client to obtain a list of employees as per the fields in the starter kit.
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system.
Additional Consultancy

The data has been entered into the system but documentation such as qualifications may still need to be uploaded. The client can upload all this data themselves or we can do so. See the end of this document on what to charge for document uploading.  Other consultancy includes:

  • Undertaking a Training Needs Analysis to identify what qualifications or inductions each employee needs
  • Developing training and induction schedules
  • Obtaining all the employee qualification documents and expiry date (as mentioned above)
  • Development alert dates for training courses
  • Organising qualification courses

Step 4 – Employees

What is included in the Initial Setup Cost?
  • Consultation with the client to obtain a list of employees as per the fields in the starter kit.
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system.
Additional Consultancy

The data has been entered into the system but documentation such as qualifications may still need to be uploaded. The client can upload all this data themselves or we can do so. Other consultancy includes:

  • Undertaking a Training Needs Analysis to identify what qualifications or inductions each employee needs
  • Developing training and induction schedules
  • Obtaining all the employee qualification documents and expiry date (as mentioned above)
  • Development alert dates for training courses
  • Organising qualification courses

Step 5 – Contractors

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of responsibilities as per the fields in the starter kit
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy

The data has been entered into the system but documentation may still need to be uploaded, therefore the client can upload all this data themselves or we can do so. See the end of this document on charges for document uploading.  Other consultancy includes:

  • Upload of any current documentation and insurances for the contractors entered or follow up the contractor to obtain them.
  • Obtaining the documents and insurances from the contractor and entering the contractors documents into the system via the Contractor Register
  • Tailoring the preloaded induction to the companies needs and branding
  • Organising the contractors to complete the induction

Step 6 – Chemicals

The data has been entered into the system but documentation may still need to be uploaded, therefore the client can upload all this data themselves or we can do so. See the end of this document on charges for document uploading.  Other consultancy includes

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of chemicals as per the fields in the starter kit
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy

Other items of are additional work.

  • Obtaining MSDS’s
  • Uploading MSDS’s (as mentioned above)
  • Undertaking a risk assessment on hazardous substances
  • Developing procedures for the chemical
  • Obtaining signage for hazardous substances
  • Erecting hazard signage
  • Obtaining Personal Protective Equipment for chemicals identified
  • Developing inductions and training modules
  • Inducting staff

Step 7 – Plant and Equipment

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of plant items as per the fields in the starter kit
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy

The data has been entered into the system but documentation may still need to be uploaded. The client can upload all this data themselves or we can do so. See the end of this document on charges for document uploading.  Other consultancy includes:

  • Undertaking a risk assessment on plant items
  • Developing procedures for items identified
  • Identifying and developing maintenance dates for items identified
  • Inducting employees into the safe use of machinery
  • Developing control measures for hazardous plant items

Step 8 – Hazards

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of hazards as per the fields in the starter kit
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy
  • Undertaking a risk assessment to identify hazards
  • Assessing hazards identified and developing control measures
  • Inducting and training staff in the control measures developed
  • Implementing the induction training records into the employee records

Step 9 – Emergency Procedures

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of emergency procedures as per the fields in the starter kit
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy

The data has been entered into the system but documentation may still need to be uploaded, therefore the client can upload all this data themselves or we can do so. See the end of this document on charges for document uploading.  Other consultancy includes:

  • Upload of any documentation
  • Building and uploading any current emergency procedures into the system using the emergency procedure builder
  • Building emergency procedures for emergency scenarios identified with no documentation
  • Inducting employees into the emergency procedures
  • Obtaining emergency equipment, alerting systems or signage for the scenario

Step 10 – Emergency Equipment

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of emergency equipment as per the fields in the starter kit
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy
  • Obtaining emergency equipment for the scenarios identified
  • Organising test and tagging
  • Obtaining Signage
  • Organising training for employee in the use of equipment

Step 11 – Responsibilities

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of responsibilities as per the fields in the starter kit
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy
  • Uploading of documents into the system
  • Developing descriptions and inductions for the responsibilities
  • Site audits for each site to identify other responsibilities needed
  • Inducting employees into the responsibilities

Step 12 – Policies

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of policies as per the fields in the starter kit
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy

The data has been entered into the system but documentation may still need to be uploaded, therefore the client can upload all this data themselves or we can do so. See the end of this document on charges for document uploading.  Other consultancy includes:

  • Uploading of documents into the system
  • Developing policies that the client is lacking
  • Entering the company details on the preloaded PDF policy documents and reloaded them
  • Tailoring a word version of these documents
  • Inducting employees into policies

Step 13 – Procedures

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of procedures as per the fields in the starter kit
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy

The data has been entered into the system but documentation may still need to be uploaded, therefore the client can upload all this data themselves or we can do so. See the end of this document on charges for document uploading.  Other consultancy includes

  • Uploading of documents into the system
  • Developing procedures that the client is lacking
  • Entering the company details on the preloaded procedure documents and reloaded them
  • Inducting/ training employees into procedures

Step 14 – Checklists

What is included in the Initial Setup Cost?

– Consultation with the company to obtain a list of checklists as per the fields in the starter kit
– Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system

Additional Consultancy

The data has been entered into the system but documentation may still need to be uploaded, therefore the client can upload all this data themselves or we can do so. See the end of this document on charges for document uploading.  Other consultancy includes:

  • Uploading of documents into the system
  • Developing checklists that the client is lacking
  • Building any current paper based checklist into the system using the checklist builder
  • Entering the company details on the preloaded documents and reloaded them
  • Inducting/ training employees into how to complete a checklist

Step 15 – Inductions

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of inductions and training modules
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system
Additional Consultancy

Additional charges for consultancy in this area including:

  • Tailoring the current preloaded induction to the company needs
  • Building new inductions identified into the system
  • Building the learning material and quiz for the inductions identified
  • Assigning the inductions to the designated employees by undertaking a Training Needs Analysis
  • Presenting the learning material in a class room format to induct staff
  • Entering the completed inductions to into the system
  • Monitoring inductions completed.

Step 16 – Developing Alert

What is included in the Initial Setup Cost?
  • Consultation with the company to obtain a list of alerts and people responsible
  • Entry of items directly into the Online WHS system or into the Excel spreadsheet starter kit for upload into the system

Consultancy Charges

Document Uploads

Uploading of documents into your system provided by the client into a Drop Box folder = $2.50 per document.

If you wish us to obtain all the documents or scan any document then upload them the cost would be different as scanning and uploading will take extra time, therefore a fee of $5 per document will apply.

General Consultancy Work

Hourly Rate is $250 per hour plus GST, with a recommended 2 hours per fortnight or month to help the client with data entry or advice on what needs to be done (in the system). This would be undertaken by us reviewing your system and then entering actions into your system for you to complete.

Training

Online via Go to Meeting – 2 x 1 hour session free of charge

Onsite training – $800 + GST + Expenses for half day training session and $1,250 + GST + Expenses for a full day training session.

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