Onboarding, Induction, and Training

Purpose and Scope

The purpose of this procedure is to ensure that:

  • There is a common system of induction for all workers on HY projects
  • Workers have the required training, licences, and competency for their works
  • Workers and nominated company primary users have access to software platforms required to carry out their duties

This procedure applies to all HY projects.

Responsibilities

HY Project Team

  • Regularly review the Site induction, Visitor, and Delivery Driver Content (e.g. following significant changes)
  • Ensure all Site Induction records are kept and only accessible by authorised persons
  • Ensure nominated Subcontractor users have access to required software platforms

SUBCONTRACTOR SUPERVISORS

  • Ensure a primary user is nominated to undertake tasks on the required software platforms on behalf of the company
  • Ensure workers have adequate means of access to required software platforms

HY Employee Inductions

The Hansen Yuncken Employee Induction covers Hansen Yuncken’s values, policies, processes, instructions, and expectations of conduct in relation to WHS. The HY Employee Induction is conducted by HR representatives and provided to Employees upon starting employment. The HY Employee Induction requirements are documented in the Induction procedure within People and Culture in Sharepoint.

HANSENYUNCKEN

Onboarding, Induction, and Training

HYER STANDARDS

Profile Registration (HammerTech)

Role types are defined in HammerTech for workers registering for Induction. When registering, workers are to upload any relevant tickets, licenses, and competencies for the work they’ll be performing on site.

Upon registration and completion of inductions, a HY representative will review the worker’s registration and uploaded documentation and either approve or reject the registrant. Rejected applicants will need to fix any issues relating to their profile on HammerTech and resubmit documentation for approval.

Each worker’s registered profile, uploaded training documents, and induction question results are recorded automatically in HammerTech.

Workers’ confidential data recorded on their profile is protected within HammerTech. Confidential data can only be accessed by authorised company administrators with reason to ensure compliance with Privacy Legislation.

General Online and Site-Specific Inductions

All workers performing work on HY sites are required to complete a HY General Online Induction and Site-Specific Induction which outline general information and requirements applicable to all Hansen Yuncken projects nationally, and information specific to the project respectively.

Site-Specific inductions include as a minimum:

  • Consultation arrangements
  • Site Layout Plan
  • Incident Reporting procedures
  • Emergency Response Plan requirements and contact details
  • Availability and access to project-specific WHS Requirements

Site-Specific Inductions may include quiz questions to be answered at the time of induction. If a worker fails an induction quiz three times, a HY representative will contact the worker’s supervisor to enquire further and assist if possible.

A brief recap and orientation of site and emergency processes are conducted by a HY representative in person upon the inductee’s arrival to site. A HY representative will confirm that tickets and licenses have been provided. Upon confirmation of successful induction, workers are to confirm their acknowledgement of the induction by signing the Induction Sign Off in HammerTech. This can be captured in person on desktop/tablet/mobile or a link may be sent to the worker via text message/email through HammerTech.

QUALITY CONTROL (BIM 360 AND AUTODESK CONSTRUCTION CLOUD)

Subcontractor Quality Management is to be in accordance with the Subcontractor QA Management Procedure.

Hansen Yuncken utilises both BIM 360 and Autodesk Construction Cloud to manage Quality Control across projects. The project team will confirm which platform is used upon onboarding of an organisation. The Subcontractor organisation is to nominate a Primary User (or multiple users) to use the platform and manage Quality Control on behalf of their organisation.

Nominated Primary User responsibilities may include, but are not limited to:

  • Issuing and updating ITPs
  • Issuing or marking up project drawings or documents
  • Responding to action items and observations
  • Uploading photos of work

Training material for Autodesk Construction Cloud is available within the ACC platform under Project Files > Procedures and Standards > ACC Site Guides.

Fitness for Work

Should an inductee indicate on the Site Induction Record (Medical & Injuries section) that they have any of the conditions nominated, further details of the condition are to be provided by the inductee or the respective employer prior to the inductee commencing work.

Hansen Yuncken acknowledges and respects the privacy aspects of this request, however, if the inductee’s ability to undertake work on site is compromised, then work should not commence until HY is provided with additional information regarding the inductee’s medical condition.

General Construction Induction (White Card)

Anyone conducting work on HY projects, including HY employees, must have completed the relevant state General Construction Induction (or recognised Interstate equivalent). Workers must provide a current General Construction Induction card upon registration otherwise they will not be permitted to commence work. The card number is to be recorded. Note: if the physical induction card hasn’t arrived yet, (usually within 30 days of completing the industry induction), a Certificate of Completion provided by the RTO will be acceptable. If the physical card arrives while the worker is still performing work on site, the card is to replace the certificate on the worker’s profile.

Freedom of Association

Names of HY or subcontractor workers must not be provided to unions. Names of subcontractor organisations must not be provided to unions. All site inductees are to be advised of their entitlement to ‘freedom of association’. Requirements are included in the Site Induction.

Safe Work Method Statements (SWMS)

A safe work method statement (SWMS) is required for the high-risk construction work activities defined in the WHS Regulation. One SWMS can be used for work that involves multiple high risk construction work activities, for example, a work activity that requires using powered mobile plant, working at heights of more than 2 metres and working adjacent to a road used by traffic other than pedestrians.

A SWMS is not intended to be a procedure—rather it is a tool to help supervisors and workers confirm and monitor the control measures required at the workplace. Corresponding HYer Standards are to be referenced for task-specific SWMS, identifying critical controls relevant to the high risk work being performed. Permits required for the activity on the project must also be referenced. This is to be reviewed by HY.

Workers are to be inducted into the requirements of their SWMS (including associated work permits) prior to commencing the relevant works.

For other construction activities a SWMS is not required, however, safe systems of work must be in place for all work activities such as a Job Safety Analysis or a Safe Operating Procedure.

Tickets, Licenses, and Competencies

Workers must hold the appropriate tickets, licenses, and competencies relevant to the work being undertaken, and copies of these records are to be provided to HY upon request.

Examples of minimum requirements for work-specific competencies are:

  • High Risk Work Licenses
  • Plant Operator Competency Requirements
  • Verification of Competency
  • Appropriate trade licenses

Records of the above are to be uploaded to the workers’ profiles in HammerTech.

Plant Operator tickets, licenses, and competencies may be checked by the HY project team at any point including during HRW Check Ins, HSE Inspections, risk assessments and planning activities, or following an event on site.

Subcontractors are able to track their workers’ tickets and licenses through the HammerTech dashboard.

Site Visitors

Hansen Yuncken’s preference is for projects to utilise HammerTech for visitor sign in to site via the Sign-in App or Project QR code. The visitor induction information such as emergency contacts, processes, and muster point are to be kept updated at all times. Projects may use offline methods such as a Visitor Information Sheet and Visitor Sign In Book at the site office if the project cannot employ the HammerTech capability.

All visitors must report to the Site Office when entering and leaving the site and sign the Site Visitors Register. They are also to be inducted in the requirements contained in the Site Visitor Information Sheet.

The minimum PPE requirement for Site Visitors on HY sites is:

  • Hard hat
  • Fully enclosed footwear (No high heels)
  • High visibility clothing or vest

Where visitor PPE requirements differ due to specific site requirements, visitors will be informed prior to arriving on site.

All visitors must always be escorted around site by a Site Inducted HY or Subcontractor Representative.

Inexperienced Workers

Inexperienced workers are those with less than 12 months experience in the construction industry. These workers may include apprentices, trainees, young workers, and workers new to the industry.

Inexperienced workers may lack the practical experience, knowledge and/or skills to understand the risks involved in the work they are undertaking. They may also not be aware of their WHS rights and responsibilities, and they may not feel confident to ask questions or speak up if there is a problem, for fear of looking incapable or losing their job.

Inexperienced workers need to be:

  • Adequately supervised to ensure that they conduct their work safely
  • Encouraged to raise issues, concerns, and ideas
  • Supported in developing skills to identify potential hazards/risks and consequences
  • Involved in workplace health and safety that will have long term benefits to their attitude, beliefs, skills, behaviours and health and safety outcomes

HY and subcontractors who employ inexperienced workers are to develop a plan that covers the work the person will undertake, qualifications of the worker, supervision to be given, and qualifications of the person responsible for supervision. This can be done prior to or as part of the HY Site Induction. Inexperienced workers are to be suitably identified.

Note: All applicable trade specific supervisory requirements (e.g. Electrical) must be adhered to.

UNACCEPTABLE BEHAVIOUR AND MISCONDUCT

At Hansen Yuncken, we believe in fostering a positive and respectful work environment for all workers.

It is the responsibility of direct line managers to monitor and address their workers’ conduct and behaviour at Hansen Yuncken sites and workplaces.

All workers conducting work at Hansen Yuncken sites and workplaces are to adhere to HY’s behavioural policies which are presented at the time of induction.

Hansen Yuncken aims to work with people who present unacceptable behaviour to resolve undue impacts.

We do this by setting clear boundaries for unacceptable behaviour and misconduct, addressing situations promptly, and working with involved parties to appropriately address situations and implement solutions.

Unacceptable behaviour and misconduct include, but is not limited to:

  • Failure to adhere to social and respectful conduct.
  • Reporting to work in a condition that may compromise the safe performance of normal duties.
  • Disregarding reasonable instructions to implement critical controls per HYer Standards and SWMS.
  • Neglecting to report faulty equipment to a HY Supervisor or misuse of safety equipment.
  • Engaging in irresponsible acts, practical jokes that endanger others, or defacing property.
  • Verbal abuse.
  • Bullying or any form of harassment.
  • Failing to perform work safely, according to safety legislation and established procedures.
  • Smoking/vaping in a non-smoking area.

Action to be taken

Hansen Yuncken is committed to taking appropriate action to address unacceptable behaviour and misconduct through:

  • Acknowledgement
  • Discussion and Impact
  • Resolution and Support
  • Monitoring and Follow-Up
  • Continuous Learning and Improvement
  • Accountability

In the first instance, a conversation is to be had with the individual about the situation.

This is to be shared with the individual’s direct manager. This is to be recorded in the site diary and documented communication is to be provided to the subcontractor.

If a second instance occurs, a conversation is to be had with the individual’s manager (and if relevant, a HSR) to discuss steps to address the individual’s behaviour and prevent further instances.

This is to be documented in writing and issued to the individual and their direct manager/employer. This is to include:

  • Details of the situation and impact on any involved parties
  • Details of previous conversations about the situation with the individual
  • Steps to be taken to resolve current undue impacts, and steps to prevent further occurrence as agreed by the individual, their manager, and HY.

This notice is to be acknowledged and accepted by the individual and their manager. If the notice is not accepted, HY may consider this a further instance of misconduct.

HY will follow up with the individual’s manager to discuss actions, improvements, and needs for further support which may include recommendations for counselling or training.

It is HY’s goal to resolve situations as promptly as possible and for individuals to take accountability for their actions in order to maintain a safe and respectful work environment.

A third instance is to be considered serious misconduct. Serious Misconduct is defined as, but not limited to, the following behaviours:

  • Continuous disregard for HY’s standards of appropriate, inappropriate, and acceptable behaviour.
  • Continuous disregard for implementing critical work controls per HYer Standards and SWMS, endangering themselves or others.
  • Engaging in criminal offenses on site.
  • Demonstrating reluctance to follow lawful and reasonable instructions, including refusal to perform assigned work or alternative duties as designated by a doctor.
  • Handling HY, S/C, or other workers’ property without permission, including scrap or damaged items.
  • Working under the influence of alcohol or illicit drugs.
  • Consuming, trading, or being in possession of illicit drugs.
  • Bullying or assault.
  • Sexual or racial harassment.
  • Engaging in deliberate, irresponsible, or negligent acts that may or could result in significant damage to property/equipment, harming other personnel, or members of the public.
  • Engaging in intentional misuse or negligence regarding fire protection or safety equipment.
  • Urinating or defecating outside of designated facilities.
  • Possessing firearms or weapons.
  • Failing to adhere to safety regulations, safety signs, equipment isolation, and Plant entry procedures, endangering themselves or others.
  • Engaging in theft.
  • Violating security protocols.

The Worker’s profile will be flagged in HammerTech which prevents them from registering for and signing onto other HY projects.

Upon return to HY sites, the individual will be subject to a 3 month probationary period in which any instances of misconduct will be considered serious misconduct. Subsequent action is to be determined by Hansen Yuncken state management teams.

WHS Obligations Training (HY employees)

WHS Obligations training is to be conducted for General Managers, Business Unit Managers, Project Managers, Site Managers, and others as appropriate into the HY Management System and WHS Legislative obligations. This is conducted as part of the Corporate Induction and every 2 years thereafter or following significant WHS legislative changes.

Definitions and Abbreviations

Competent/Competent Person: A person who has acquired through training, qualification, licensing, or experience, the knowledge, and relevant technical skills to carry out the task in accordance with the respective provider’s standards or legislative requirement.

S/C: Subcontractor/Subcontractors

References

  • Work Health & Safety Regulation 2011 (QLD), 2012 (SA/TAS) and 2017 (NSW) – Part 3.2 Division 1 Information, training and instruction; Part 4.5 Division 1 Licensing of high risk work; Part 6.5 General construction induction training
  • Occupational Health and Safety Regulations 2017 (Victoria) – Part 3.6 High risk work; Chapter 5 Division 3 Construction induction training
  • Construction work (Model Code of Practice) May 2018
  • Federal Safety Commission (FSC) Audit Criteria – FP1 Senior Management Commitment
  • Federal Safety Commission (FSC) Audit Criteria – FP4 Management of Subcontractor WHS
  • Federal Safety Commission (FSC) Audit Criteria – FP6 Training Arrangements

Associated Documents

  • Visitor Induction Information Sheet
  • Site Visitor Register