Prior to their contract with Comply Flow, Qantas Group lacked a unified contractor management process. They utilised two separate providers combined with a paper solution. This resulted in a lack of information transfer, which came to light after an incident involving a contractor. To overcome this disparate process, they sought a functional and integrated system to effectively and consistently prequalify and induct contractors through to the onsite management of workers (end to end). Specifically, the system needed to interface with their existing safety practices, training package providers and industry compliance requirements.
Comply Flow was engaged to automate the process of supplier prequalification for all vendors and subcontractors across Qantas Group, ensuring operational transparency, efficiency and safety compliance. This multi-stage software implementation will be rolled out to all subcontractors and internal staff by 2019.
Specifically, our cloud-based solution covers all stages of procurement and includes:
- Supplier prequalification, insurance vetting, licenses and WHS system review
- Permits and authorisation, including mobile ATCW and PTW, dynamic emergency management and Live Worker location tracking through Live Mobile Access App, with filters allowing real-time monitoring of who on site is compliant, qualified and permitted to work
- Worker competency and training, including online inductions and learning programs, competency licenses/tickets which integrate with existing SCORM packages or are custom-built
- Ongoing supply chain management, with push notifications for expired items, automatic status management (suppliers + workers), supply chain verification and site H&S audit
SYDTRAC | Sydney Light Rail
Comply Flow has been engaged since February 2015 to manage the project compliance and automate procedures for SYDTRAC (Acciona / Alstom) in building the Sydney Light Rail, set for completion in 2019.
SYDTRAC required an integrated, paperless system for managing all contractors, workers, plant & equipment on-site which would interface with existing company management systems.
Comply Flow was able to deliver an end-to-end solution, covering contractor prequalification and management, work authorisation and permits, fatigue management, live compliance status registers, access ID cards and hardware, incident management, plant and equipment and training and inductions all through our cloud-based platform for all users onboarded into the system.
The flexibility of our software enabled multiple user/administrator configurations and integration with company systems to ensure total operational oversight and continuous records managed in the cloud.
CBRE engaged Comply Flow in 2011 to deliver a software system that would automate both internal and third-party audits and compliance management for assets within their portfolio.
Historically, CBRE’s audit process was managed via the use of spreadsheets at each site, relying heavily on the discipline of individual building managers to update the forms based on their progress in completing corrective actions. Consequently, there was minimal visibility for senior management over the corrective action management process and poor system procedures overall.
Comply Flow was able to quickly implement the Inspection Management module to automate compliance audits entered into the system (CSV/iPad), enabling the immediate tracking and record of all actions taken. All recommendations were allocated to responsible persons, with tracking of corrective action close outs also enabled.
Using our system, CBRE was able to efficiently demonstrate their active compliance management, including live completion rate of corrective actions, customised reporting specific to client demands and push notifications sent out to ensure timely completion.
John Holland is a large multinational specialising in large civil infrastructure projects and property development. Prior to partnering with Comply Flow, their Australian contractor management system was fragmented across multiple different projects, with complicated administration processes, inconsistency and a lack of oversight from head office.
John Holland’s management team sought an efficient solution to ensure contractors were compliant across multiple projects and joint ventures, and to ensure visibility at an organisational level.
Comply Flow has been engaged since early 2018 to implement an efficient contractor management system across John Holland projects.
Our system architecture enables the fluid transfer of information and documents between multiple project administrators, sub-accounts and contractors within a single platform. Accessible to head office in an intuitive dashboard interface, our system also integrates seamlessly with online training and induction packages for users, and enables site access across multiple project sites with a single access card. Project teams are given independence to manage their own projects within the head office account, and can be configured easily to match JH’s organisational structure.
Sustainability Victoria specialises in integrated waste management, resource efficiency and recovery and organics, and has been running a Household Chemical Collections program since 1994 where households drop their unused household chemicals to mobile and permanent facilities across metro and regional Victoria. Toxfree were engaged to undertake all parts of the process and Sustainability Victoria were reliant on their service provider to provide the data that made up their invoicing in collections, transport, processing and storage.
Comply Flow was able to integrate multiple software package modules to resolve processes for both waste management and audit, drawing on data inputs at all stages of the process , putting Sustainability Victoria back in control of their data and their ability to conduct internal audits for invoicing, collections, processing and transport.
Department of Immigration & Border Protection
Comply Flow partnered with Risk Management Consultants Prensa in 2015 to develop a system to manage the Site Information, Emergency Procedures, Tenants, Staff and Training for the Department of Immigration and Border Protection (now: Department of Home Affairs). This included the development of a sophisticated learning package for training and inductions of new staff to the Department.
Comply Flow and Prensa collaborated to develop a module that allowed management of multiple clients from one central account, allowing clients to login, view their own information and generate reports.
Furthermore, our solution enabled management of all Department of Immigration and Border Protection (DIBP) buildings, and staff across both Australia and Torres Strait Islands for Emergency Preparedness requirements. Due to the success of this integration with DIBP’s risk management processes and regulation, Comply Flow were engaged further to develop a custom SCORM compliant Learning Management Program to handle the complex variety of alarms and threats across different buildings and floors unique to the Department of Immigration & Border Protection training requirements.
Australian Catholic University
ACU engaged Comply Flow in 2015 to implement a contractor management platform for use by Facilities Management at their major campuses. Prior to this partnership, ACU’s approach consisted of a complicated, manual administrative system for contractor management which resulted in poor visibility and public liability implications.
Comply Flow simplified ACU’s facilities management operations by introducing a managed system to cover contractor management (from invitation, through to prequalification, inductions and review), document approvals and expiry notification, as well as integration with ACU’s Access ID system, the AESC Help Desk and purchase order systems across their Australian operations. More recently, Comply Flow was engaged to undertake an induction improvement program which involved collation of site specific information from all campuses and using this information to custom build an enhanced induction system for new contractors.
AESC | Accor Hotels
Accor engaged AESC in 2017 to deliver a contractor prequalification and essential services management to their Australian operations. Prior to this tender, Accor Hotels had a disparate process of administration for contractor engagement for each hotel and lacked operational oversight.
In a strategic partnership spearheaded by AESC, Comply Flow was engaged as part of the contract to deliver a functional, integrated platform to manage contractor prequalification, online inductions and a unified incident management system across Accor Hotels’ Australian sites. This essential services management system enabled AESC to act as a third-party administrator through the platform to manage document approvals and information requests, with both parties able to provide user support through a mutual interface.
Our solution with AESC ensured consistency across Accor’s operations, with one platform to manage multiple contractors, administrators and employee categories, providing transparency and control to Accor’s executive management.