Contractor Management

Zen Communities offers a contractor management system tailored to support building management in guaranteeing the OSHA compliance of all on-site service providers. Employing the Software as a Service (SaaS) approach, the system is entirely cloud-hosted, allowing users to access it from any location on the Internet.

Worker Sign-in and Sign Out

Workers primarily use the Zen Communities kiosk to sign in at sites. Once all compliance requirements for the workers are met, and they choose an appropriate Safe Work Method Statement (SWMS), they can finalize their sign-in, and a sticker will be printed out for them to wear and display. When the worker signs out, they have the option to record any incidents, injuries, risks, or hazards they observed.

Services

Site management specifies the services contractors can provide on-site, ensuring alignment with project needs and safety regulations. Contractors adhere to these specifications to commence work, promoting efficient collaboration and project success.
Clear communication between site management and contractors enhances workflow and ensures compliance with site requirements.

Safe Work Method Statements (SWMS)

Contractors can generate Safe Work Method Statements (SWMS) for their tasks. They can either generate them directly using a provided template or create them offline and upload them for future use on site. Prior to commencing work on site, the SWMS must be approved by the developer or site management. Failure to select an approved SWMS prohibits contractors from working on site.

Compliance

Developers have the authority to outline compliance prerequisites that contractors must fulfill before their workers can sign in on site. These requirements may encompass factors such as company Liability Insurance, Workers’ Compensation, and General Contractor's licenses for specific service provisions.

 

Certification

This functionality guarantees that all workers possess the necessary certifications or training to undertake tasks at a site. The Zen Communities platform includes a certification/training module, allowing the developer/site management or the contractor to design straightforward or intricate certifications utilizing OSHA material and an online question and answer session.

Time and Attendance

Integrated within the Zen Communities Platform is an automated time and attendance tracking system. This feature enables the developer/site management to promptly view the individuals present on site, their assigned tasks, and their corresponding Safe Work Method Statements (SWMS).

Mobile Access

For smaller or remote sites, contractors can sign in using a mobile version of the platform on devices like iPhones, iPads, or any device with internet access. It utilizes GPS to identify the building where the contractor signs in and includes all compliance checks similar to those on the Kiosk.

Tenants

There's a provision to establish tenants' profiles within a building. With this functionality, records can distinguish between work performed by contractors for individual tenants and work carried out for the base building.
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CASE MANAGEMENT SYSTEM

The purpose of the Case Management System is to record and track Work Requests and all the information related to them. It is integrated with Zen Communities and is an additional tool to assist in facilities management.

  • Clients
  • People within a client’s organisation
  • Clients’ Properties
  • Security access levels
  • Cases (Work Requests)
  • Work Steps (Tasks within a case)
  • Resource and costs estimates
  • Purchase orders received from clients
  • Time Sheets
  • Actual resources used and costs incuurred
  • Actual resources used and costs incurred
  • Invoices issued to clients
  • Documents relating to a case or work step
  • Diary notes relating to work steps

TIME MANAGEMENT SYSTEM

Zen Communities offers an optional "Rostering" module. Contractors opting for this feature can schedule their staff to work at any site within the platform.

Scheduling

Effortlessly generate a timetable detailing your employees’ work hours on a weekly, bi-weekly, or monthly basis.

Seamless

The module seamlessly integrates with Zen Communities, allowing for the recording of actual on-site hours against the scheduled rostered hours.

Compliance

The system incorporates rules aligned with the legislative requirements of awards, with a particular focus on cleaning and security awards in its design.

Rostering Shows

  • The number of ordinary hours to be worked each week
  • The days of the week on which work is to be done the starting and finishing times of work for each day of the week.

Integrated

  • Rostering is fully integrated with the sign-on and sign-off.
  • A manager can build a roster with a simple graphical interface based on a calendar.
  • The system manages hours for students and visa holders.
  • It can record annual, sick and other leave. Managers can reconcile actual and rostered Hours. Rostering can be interfaced with payroll and HR systems.