SWAP Vendor Presentation Safe Work Assurance Platform Implementation - - PowerPoint PPT Presentation

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SWAP Vendor Presentation Safe Work Assurance Platform Implementation - - PowerPoint PPT Presentation

Jan 02, 2024 262 likes •634 views

SWAP Vendor Presentation Safe Work Assurance Platform Implementation Prepared By Vivienne Milosevic -Change Manager Presented By Tijen Eski -SWAP Support Safe Work Assurance Platform Drivers for Change ISO 55001 Asset Management

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SLIDE 1

SWAP Vendor Presentation

Safe Work Assurance Platform – Implementation

Prepared By Vivienne Milosevic

  • Change Manager

Presented By Tijen Eski

  • SWAP Support
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SLIDE 2

| Cushman & Wakefield

  • ISO 55001 Asset Management standard
  • Binds our supply chain
  • Safety Assurance
  • Client expectations
  • Due diligence
  • Remove bureaucracy

Safe Work Assurance Platform

Drivers for Change

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SLIDE 3

| Cushman & Wakefield

Web portal and mobile application

which integrates safety and asset

management standards to produce a work order management solution.

A solution where all stakeholders operate

  • ff the same platform from the client right

down to the individual contractor - giving real

time assurance at the click of a button. Safe Work Assurance Platform

What is SWAP

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SLIDE 4

| Cushman & Wakefield

SWAP replaces current paper forms

with one handy app that allows contractors to:

  • receive and close work orders
  • complete pre-start risk assessments
  • request and receive approval for permits to work
  • manage qualification, licence and certification expiration
  • assurance that only competent and qualified technicians

complete jobs

  • complete service delivery commentary, including any

future maintenance recommendations

Safe Work Assurance Platform

Benefits

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SLIDE 5

| Cushman & Wakefield

1. Rapid Global Registration must be in place prior to a SWAP invitation being issued 2. Invitation sent to Vendor Administrator from SWAP

VA = Vendor Administrator VMS = Vendor Management System

Safe Work Assurance Platform

Vendor Administrator Registration

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SLIDE 6

| Cushman & Wakefield

1. Vendor Administrator invites all technicians/workers/subcontractors who work on Cushman & Wakefield sites to register their details in SWAP 2. All relevant licences, qualifications and certifications, with issue and/or expiry dates, must be entered by the technician – no need to upload copies 3. Vendor Administrator approves technician details in the SWAP 4. Qualifications can be shown to a person on site via the SWAP app VA invites technicians to register in SWAP

Safe Work Assurance Platform

Technician Registration

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SLIDE 7

| Cushman & Wakefield

VA invites technicians to register in SWAP

Safe Work Assurance Platform

Technician Registration

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SLIDE 8

| Cushman & Wakefield

VA invites technicians to register in SWAP

Safe Work Assurance Platform

Technician Registration

You will need to enter your name and competency information for the work you perform, along with the issue date or expiry date listed on the competency. Competencies include:  licences  qualifications  induction records  certificates, e.g. white card (construction), first aid etc.  checks, e.g. police check, working with children etc.  any other records required by the client or by your trade Do not click ‘Register’ until your competencies have been added, otherwise you may be ineligible to receive work.

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SLIDE 9

| Cushman & Wakefield

Safe Work Assurance Platform

Vendor Administrator Portal

Vendor Administrator Portal Invite Technicians Vendor Administrator can invite all technicians, workers and subcontractors to the SWAP system so they can be assigned work orders

Receive Work Orders Vendor Administrator receives work order request from C&W and can assign it to a technician, worker or subcontractor

Decline Work Orders Vendor Administrator can decline a work order and send it back to C&W for reassignment to another vendor

Assign and Reassign Work Orders Vendor Administrator can assign it to a technician, worker or subcontractor, and reassign it to another technician if required.

Bulk Assign Work Orders Vendor Administrator can bulk assign work orders to a technician

View Work Order Status Vendor Administrator can view the work order status of a work order to see the stages of completion

View Work Order History Vendor Administrator can view the history of a work order

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SLIDE 10

| Cushman & Wakefield

1. View and invite more Vendor Administrators – great for state based or regional companies 2. View, invite and monitor registration of technicians, workers and subcontractors 3. View and manage work orders which appear in real time from JDE 4. Assign work orders to SWAP-registered technicians, workers and subcontractors 5. Edit your profile details

Safe Work Assurance Platform

Vendor Administrator Portal

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SLIDE 11

| Cushman & Wakefield

 My Vendor Admins:  Where you can invite additional administrators – all have same view.

  • Removing a vendor administrator

Safe Work Assurance Platform

Vendor Administrator functions – My Vendor Admins

Click to add text

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SLIDE 12

| Cushman & Wakefield

 My Technicians tile

Safe Work Assurance Platform

Vendor Administrator Portal

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SLIDE 13

| Cushman & Wakefield

View, invite and monitor registration of technicians, workers and subcontractors

Safe Work Assurance Platform

Vendor Administrator Portal – Invite Technicians

John Buckley

john@johnselectrical.com.au

Jack Buckley

jack@johnselectrical.com.au

0411111111 cw23938175

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SLIDE 14

| Cushman & Wakefield

If you check this box, the tech will only see work orders assigned to them, which are found in the Work Orders section of the app. If they select Check In/Out, it will appear blank. If you do not check the box, the tech will see work orders assigned to them in the Work Orders section, and they will also see all open work orders raised in the Check In/Check Out section.

Safe Work Assurance Platform

Vendor Administrator functions – After Hours

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SLIDE 15

| Cushman & Wakefield

Export to csv your list of registered and approved technicians

Safe Work Assurance Platform

Vendor Administrator functions

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SLIDE 16

| Cushman & Wakefield

 My Work Orders tile: summary view

Safe Work Assurance Platform

Vendor Administrator functions – Work Orders

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SLIDE 17

| Cushman & Wakefield

 My Work Orders: where you can view, accept and assign work orders to technicians

Safe Work Assurance Platform

Vendor Administrator functions – Work Orders

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SLIDE 18

| Cushman & Wakefield

Safe Work Assurance Platform

Vendor Administrator functions – Work Orders Technician’s with expired competencies will be greyed out and unable for selection. Call the tech to update their competencies, you must approve the update in SWAP and then they are ready to receive WO again.

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SLIDE 19

| Cushman & Wakefield

Bulk assign or reassign work orders

Safe Work Assurance Platform

Vendor Administrator functions – Work Orders

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SLIDE 20

| Cushman & Wakefield

Decline work orders

Safe Work Assurance Platform

Vendor Administrator functions – Work Orders

If you are declining a work order with less than 24 hours’ response, please call the decline through to the Cushman & Wakefield Operations Centre on your usual number.

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SLIDE 21

| Cushman & Wakefield

Safe Work Assurance Platform

Download the SWAP app

The following homepage appears. Enter your username and password. Allow the app to send you ‘push’ notifications for updates and notification of approvals. Once the VA has approved you in SWAP go to the App Store or Google play and download the Cushman & Wakefield SWAP app.

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SLIDE 22

| Cushman & Wakefield

Safe Work Assurance Platform

Technician SWAP App – Reactive Maintenance & Planned Preventative Maintenance

Arrival to Site

  • Technician arrives to site

Check In to Site

  • Commence WO in SWAP app

Essential Site Information

  • Review client specifc ESI e.g.

general induction, heritage, asbestos, safety instructions

Induction

  • Complete site induction (where

required)

Work Order

  • View WO details including priority,

response and rectification times

Commence Work Order Pre-Start Risk Assessment

  • Complete Pre Start Risk

Assessment for each WO to verify safe systems of work in place

  • Upload photo of WPCG and

SWMS

Permit to Work

  • Apply for a permit to work, if

required, and receive approval in real time

Findings

  • List findings from completed work,

and any hazards, corrective works

  • r further works required

Complete Work Order

  • Close WO in SWAP app

Competed WPCG, task sheets, service dockets – follow normal process

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SLIDE 23

| Cushman & Wakefield

Safe Work Assurance Platform

Technician SWAP App – Planned Preventative Maintenance – Soft Services example

Receive Work Order

  • VA receives PO for Period and

assigns to Responsible Person

Work Order Commencement

  • Responsible Person commences

WO and completes PRA while onsite in consultation with technicians

  • Attending technicians entered at

'control of work' section

PRA Updates Throughout the Period

  • Onsite technician to advise the

Responsible Person if PRA requires changes throughout the Period

  • Responsible Person will resubmit the

PRA when circumstances change

Work Order Completion

  • Responsible Person

completes WO at the end of the service period to cater for multiple attendances for the

  • ne WO via SWAP app

Invoicing

  • VA submits invoice to C&W

via normal invoicing process

Period = week, fortnight, month Responsible Person = Manager with responsibilities for the workers Technician = technician, worker, subcontractor Vendor company to continue to ensure their safe systems of work also remain in place

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SLIDE 24

| Cushman & Wakefield

Safe Work Assurance Platform

Technician SWAP App

Check In/Out: View all account WO’s allocated to you

App View

View approved competencies via the app

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SLIDE 25

| Cushman & Wakefield

Safe Work Assurance Platform

View a work order Summary work order screen Detailed work order screen to start a job

Work Order details

Kettle Club Kettle Club Kettle Club John’s Electrical VIC Kettle Club John’s Electrical VIC

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SLIDE 26

| Cushman & Wakefield

Safe Work Assurance Platform

Technician SWAP App – non fuels accounts App View

Pre-Start Risk Assessment – Sample Questions. Questions with an asterisk are mandatory questions Upload photo of your safety documents e.g. WPCG SWMS (five photo limit per work order). Assurance only, no need to upload the entire document Essential Site Information specific to the account will appear for review prior to coming to site. Required to review and agree.

Kettle Club

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SLIDE 27

| Cushman & Wakefield

Safe Work Assurance Platform

Technician SWAP App – Fuels Accounts only (BP and Caltex) App View

Mobile devices should only be used within the Retail Store

Kettle Club

Confirm site sign in completed, list the site customer service

  • perator name and then select

client

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SLIDE 28

| Cushman & Wakefield

Safe Work Assurance Platform

Technician SWAP App – Fuels Accounts only (BP and Caltex) App View

BP selected

BP - Attach WPCG for services not listed

Caltex selected – WPCG must be attached for every WO

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SLIDE 29

| Cushman & Wakefield

Safe Work Assurance Platform

Technician SWAP App PTW

Pre-Start Risk Assessment Question: High Risk work

  • r Permit to Work required?

Permit record: permit issuer, permit number, upload photo

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SLIDE 30

| Cushman & Wakefield

Safe Work Assurance Platform

Technician SWAP App Re do a PRA or PTW

Recommence an open WO

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SLIDE 31

| Cushman & Wakefield

Safe Work Assurance Platform

Technician SWAP App

Enter Resolution Reasons by service type from the drop down list

Completing a Work Order

Enter the onsite and rectification date/time when you complete a job. You can enter additional works findings too

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SLIDE 32

| Cushman & Wakefield

  • 1. Vendors are required to verify safe systems
  • f work, required as a person conducting a

business or undertaking (PCBU)

  • 2. SWAP Vendor Admin Portal – view all WO

and assign a WO to your tech’s

  • 3. Real time data back to JDE. Data visible in

SWAP Portals

Safe Work Assurance Platform

SWAP Portal and App

  • 5. Essential Site Information can be read prior to arrival

at site so you are prepared

  • 6. Resubmit a pre-start risk assessment when

circumstances change (e.g. work conditions or practices)

  • 7. Offline Mode – as long as the work order is

downloaded (click on the work order under Work Orders) on the mobile device prior to entering an area with poor or no reception, SWAP can work

  • ffline by entering all data and then submitting the

information when back in an area with mobile reception

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SLIDE 33

| Cushman & Wakefield

  • 1. Tech continues to use Calmaint per current

process for Caltex account

  • 2. Ability to verify what technicians, workers

and subcontractors did/did not complete as part of each work order

  • 3. Commence and close work order in SWAP

App – no longer required to call Operations Center for onsite and off site times or send Excel spreadsheet to close PPM

Safe Work Assurance Platform

Technician SWAP App

  • 5. Quotes – follow current process. SWAP is only used
  • nce a work order is raised.
  • 6. Further works recommended – follow the current
  • process. The Technician can recommend further

works in the SWAP app.

  • 7. Task sheets, SWMS, service reports, completed

WPCG – continue to follow current process. At PRA take a photo of front page of SWAP and WPCG and load into SWAP app

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SLIDE 34

| Cushman & Wakefield

Safe Work Assurance Platform

Next Steps – Registration & Go-Live 1. Register as a Vendor Administrator - Once registered in SWAP, all Cushman & Wakefield work orders will be available in the SWAP Vendor Portal 2. Invite more Vendor Administrators if required in your business 3. Invite all your technicians, workers, subcontractors to register in SWAP 4. Download and review the user guides from the SWAP Vendor Engagement Portal at http://www.cushwakeswap.com.au/ 5. Email au.swap@cushwake.com with questions or for assistance. For urgent assistance 1800 659 816 option 2 6. Go-live for SWAP BP is Friday 1st September 2017. Ensure all the work orders open prior to this are closed out. 7. All C&W Accounts you can start using SWAP as soon as you are registered

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SLIDE 35

| Cushman & Wakefield

SWAP Contacts

SWAP Vendor Engagement Portal SWAP Vendor Engagement Portal - http://www.cushwakeswap.com.au/

  • Find latest news, updates and new release information here
  • Download current User Guides for a Vendor Administrator and Technician/Worker
  • Review the FAQ
  • Watch the SWAP video

For other enquiries, email us at au.swap@cushwake.com