4.7 Compliance Settings
The settings found in this section relates to various compliance like qualifications, work hour limitations, visas, etc. For example, if you have a crew who is under a Student Visa, the working hour for that crew is limited.
Using the Compliance Settings in the system, the monitoring of compliance is made automatic. You don’t have to manually monitor if your crew has exceeded the limitation of a Student Visa because he/she will be automatically be blocked to accept any shift once set working limit has reached. Additionally, if an Activity has a Qualification and a crew do not meet the qualification requirements, he will also be blocked to accept a shift with qualifications.
4.7.1 Activating the Compliance Settings
By default, the Compliance Settings is hidden from the Settings section.
To display the Compliance Settings, follow these steps:
You can request PM/CrewGo to activate these settings for you as an added feature in the system. Once the Compliance Settings is activated it will now appear in the Settings of your PM / CrewGo.
4.7.2 Exceed Hrs/Week Warning
The Exceed Hours Warning is the compliance setting for limiting the working hours of a crew.
Show Warnings for required fields: A warning will appear on the Crew Profile page prompting user that the field is a required field.
Email Warning to Admin: An email is sent to the Admin informing that crew has exceeded the working hours.
Email Warning to Crew: An email is sent to the crew informing him/her that he/she has exceeded the working hours.
ADDING A FIELD FOR EXCEED HOURS / WEEK WARNING:
Click Add Caption to add a new exceed hours/week warning. After you click Add Caption, a new field will appear where you can enter your caption, time input, input type and other checkboxes.
Caption: Enter the caption of the field. This caption will appear on the crew profile page.
Input: Enter the value of input here.
Select: Select from the dropdown menu list if you want your Input Type to be in Hrs/Week, Hrs/2 Weeks or Hrs/4 Weeks.
Block Crew: The name of the crew will have a text “BLOCKED” appended to it and will not be able to be assigned to a shift.
Required: When the checkbox is tick, the field is tagged as a required field on the crew profile page.
Warn: When the checkbox is tick and the hours have been exceeded, a warning message will appear on the Shifts page.
Apply to All: When the checkbox is ticked, the field is applicable to all crews.
Daily Email: An email is sent to the admin on a daily basis.
Once you have entered all the information of the field, you can now see it on the Crew Profile Page.
FIELDS ON THE CREW PROFILE PAGE
These are the fields that have been added on the Settings of Exceed Hours/Week Warning.
The above fields should appear on the Crew Profile page in PM. As you can see in below screenshot of the Crew Profile page, the fields are now visible.
BLOCKING CREW USING EXCEED HOURS/WEEK WARNING
Based on the above settings, if a crew has exceeded 15 hours per 2 weeks, he will be blocked to accept any shift offer for that duration of time.
In the Crew Profile, tick the box of the week attribute to enable blocking of the crew under Exceed Weekly – Work Limit Warning. This means that if a crew has exceeded 15 hours in 2 weeks, he will not be able to accept any more jobs within the two weeks time frame.
Let’s take some example on how this working limit will work for 15 hrs per 2 weeks. In below example, staff has already worked for 13 hours and he can still work for 2 hours for the 2 week timeframe which is Jan20-Feb02.
Now, let’s try to book a job that is 4 hours long and confirm same staff with 15 hrs/2 weeks limitation.
So the crew total for the 2 week period is now is 17 hours. A warning message will appear on the Shifts Page and the crew will be blocked for the next job booking for the 2 weeks timeframe (Jan20-Feb02).
A warning message will pop-up if you try to book the BLOCKED Crew.
4.7.3 Exceed Limit Warning
This is similar with the Exceed Hrs/Week Warning but the only difference is the Input Type. The Input Type options are Total Hrs and Shift/Day. If you want to add a new field, click Add Field then enter the Caption, Input , Input Type and tick the boxes of Block Crew, Required, Warn, Apply to All and Daily Email. Delete button is also there to delete the field.
In the screenshot below, we’ve configured four exceed limit warning. These exceed limit warning will now appear in the Crew Profile Page.
In the Crew Profile page, the above exceed limit warning will appear.
BLOCKING CREW USING EXCEED LIMIT WARNING
Now let’s try to activate one exceed limit warning to display the process. Let’s tick the box of 1 shift Limit Per Day. This means my crew can only be confirmed to 1 shift per day. He will be blocked for other shifts within the day.
Staff Alex Burne is confirmed to shift 979. And he is on 1 shift per day limit.
If we try to book Alex Burne on the second shift 986. A pop-up message will appear.
4.7.4 Expiry Date Warning
The Expiry Date Warning works the same as the Exceed Hours Warning but this time the control is related with the date.
If you want to add a new field, click Add Field then enter the Caption, Input and you can tick the boxes of Block Crew, Required, Warn, Apply to All and Daily Email. Delete button is also there to delete the field.
In the screenshot below, we’ve configured two expiry date warning. These expiry date warning will now appear in the Crew Profile Page.
In the Crew Profile page, the expiry date warning will appear. Enter the description in the provided field and select expiry date from the calendar interface. In the example below. the expiration date is 23-Jan-2020. So if today, is 24-Jan-2020, the staff will be blocked from any job because of the expired Working Visa.
The crew will be blocked from being penciled in a shift.
4.7.5 Qualifications Expiry Date Warning
There are Activities which require a Qualification before a crew can be assigned to a shift. As such, Activity can be mapped to a Qualification. Depending on the Compliance Setting, a crew may be blocked from being assigned to a shift.
If you want to add a new field for Qualification Expiry Date Warning, click Add Field then enter the Caption, Input and you can tick the boxes of Block Crew, Required, Warn, Apply to All and Daily Email. Delete button is also there to delete the field.
All the qualifications you have added in this setting will become available in the Activity page where you can map the qualifications.
Here’s a screenshot of the Activity page where you can add a qualification:
In the Crew Profile page, you can add the qualification if the crew member has an Activity with Qualification mapping. For example, crew member A has an Activity called Fork Lift, and Truck Driver is mapped to Qualification Driver’s License. The field for Driver’s License Qualification will appear automatically once you have added the Activity to the crew member.
In the Qualification section of the Crew Profile, the Driver’s License field will appear. You need to put a comment and expiry date of the qualification and upload supporting document before Crew A will be confirmed to a shift.
If a crew member has an incomplete qualification or if the qualification has expired, you will not be able to book him/her to any shift. The word “BLOCKED” will be added alongside the name of the crew member.
4.7.6 Training Expiry Date Warning
Training is an essential part of any labour hire. You can block a crew if he has an expired training records. In the Compliance Settings, go to Training Expiry Date Warning. Click Add Field then enter the details of the training. In the Caption Field, enter the name of the Training. Put a check mark on Block Crew if you want to block crew once the training has expired for the crew member. You can also put a check mark on Required which will tag the field to be required in the Crew Profile page. Additionally, when you put a check mark on Warn, a warning message will appear on the Crew Profile page and Shifts page about the expired training records.
All the types of Training added in the Settings will become available on the Crew Profile page.
You need to put a comment and expiry date of the training and upload supporting document for the crew.
If a crew has an expired training, you will not be able to book him/her on any job.
Note: A crew will be blocked if Block Crew has a checkmark in the Training Expiry Date.
4.7.7 Induction Expiry Date Warning
You can block a crew if he has an expired induction.
In the Compliance Settings, go to Induction Expiry Date Warning. Click Add Field then enter the details of the training. In the Caption Field, enter the name of the Induction. Put a check mark on Block Crew if you want to block crew once the training has expired for the crew member.
You can also put a check mark on Required which will tag the field to be required in the Crew Profile page. Additionally, when you put a check mark on Warn, a warning message will appear on the Crew Profile page and Shifts page about the expired induction records.
You can also add the URL of the induction in the provided fields. There are also fields for the Provider Name, Email and Comments.
All the induction that you created in the Compliance Settings will now appear in the Crew Profile page.
When you select an Induction from the dropdown menu, a new field will appear where you’ll need to add comment and expiry date for the induction and upload supporting document for the crew.