Latest revision as of 15:23, 31 August 2023

Introduction

For who are these pages?

The information on these pages is intended to be read and understood by the CONTACT PERSON of an organisation. This CONTACT PERSON will have the ability to maintain its own organisation data, register persons working for your company on Zeeland Refinery site or register Subcontractor organisation requring access to the site of Zeeland Refinery.

Organisations that need to be registered are:

Organisations receiving purchase orders from ZR (Contractor or similar having a direct relation with Zeeland Refinery)
Organisations hired by a ZR approved organisation to execute works on the site of ZR (Subcontractor, indirect relation with Zeeland Refinery)

Please note:

A Contractor can also be a staffing agency or an advisory bureau or any other type of company performing work at ZR premises (including office work)
A company that requires to be registered can also be a material supplier or external revsion company when working directly for ZR (but there is no need for them to register personnel or subcontractors)

ZR Contractorportal becomes mandatory in time

The portal will be treated by ZR as a mandatory requirement to get access to the site. We advise you to familiarize yourself with it and to check (and update when needed) your company, personnel and personal data. Delays upon site entrance for the first time can be avoided if you follow the given instructions.

Contacts in case of questions

You can contact:

ZR Purchasing Department:
```
[email protected]
```
Note: Only for issues on organisation-level/Contact Persons
ZR Guards:
```
[email protected]
```
Note: Only for issues registering persons

In other cases, or strange error messages:

First check the instructions on this WIKI!
IQ-Pass support: [email protected], telnr: +31 346 796 008 (reachable during office hours)

Difference between revisions of "General information about the portal"

Latest revision as of 15:23, 31 August 2023

Contents

Introduction

For who are these pages?

ZR Contractorportal becomes mandatory in time

Contacts in case of questions

Other topics

Browser Compatibility

Language

Sharing of this information

Important links

Link to the portal

Link to detailed instructions

Navigation menu

Personal tools

Namespaces

Variants

Views

More

Search

Navigation

Documentation

Tools

Translate

@@ Line 1: / Line 1: @@
-''The language used in this document is English, as Zeeland Refinery works with a multitude of languages spoken used by our business relations.  English is considered as the common language we all speak/read/write (at least ZR personnel and all contractor personnel, level foremen and higher). Where “he” is mentioned in this manual, also “she” is meant. (analogue for himself, herself and similar references)''
+= Introduction =
-<br>
-== Introduction ==
-Zeeland Refinery N.V.  (from now on: ZR) has developed, in close cooperation with IQ-Pass International B.V. a “Contractor Portal.”
+== For who are these pages? ==
+The information on these pages is intended to be read and understood by the CONTACT PERSON of an organisation. This CONTACT PERSON will have the ability to maintain its own organisation data, register persons working for your company on Zeeland Refinery site or register Subcontractor organisation requring access to the site of Zeeland Refinery.
-Aim of this portal is to:
+Organisations that need to be registered are:
+* Organisations receiving purchase orders from ZR (Contractor or similar having a direct relation with Zeeland Refinery)
+* Organisations hired by a ZR approved organisation to execute works on the site of ZR (Subcontractor, indirect relation with Zeeland Refinery)
-:: - Give better insights to contractors about their employees or hired personnel and subcontractors about their acceptance status to be able to work on the site of ZR
+'''Please note:
+* A Contractor can also be a staffing agency or an advisory bureau or any other type of company performing work at ZR premises (including office work)
+* A company that requires to be registered can also be a material supplier or external revsion company when working directly for ZR (but there is no need for them to register personnel or subcontractors)'''
-:: - Improve the efficiency on both contractor and ZR side in the administrative processes with relation to company acceptance (prequalification) and admission of personnel on the site
+== ZR Contractorportal becomes mandatory in time ==
+The portal will be treated by ZR as a mandatory requirement to get access to the site. We advise you to familiarize yourself with it and to check (and update when needed) your company, personnel and personal data. Delays upon site entrance for the first time can be avoided if you follow the given instructions.
-:: - Reduce costs, both for contractors and for ZR, due to these efficiency improvements
+== Contacts in case of questions ==
+You can contact:
+* ZR Purchasing Department:[mailto:[email protected] <pre>[email protected]</pre>] Note: Only for issues on organisation-level/Contact Persons
+* ZR Guards:[mailto:[email protected] <pre>[email protected]</pre>] Note: Only for issues registering persons
-:: - Give automatic triggers by e-mail about expiration of certain documents like a company safety certificate or a personal safety certificate.
+In other cases, or strange error messages:
+* First check the instructions on this WIKI!
+* IQ-Pass support: [mailto:support@iq-pass.com support@iq-pass.com], telnr: +31 346 796 008 (reachable during office hours)
+::Please mention you work in the portal of Zeeland Refinery.
-<br>
+== Other topics ==
-By implementing this portal, ZR is:
+=== Browser Compatibility ===
+The Contractor Portal website works in all modern browsers, although we personally recommend Google Chrome or the latest Microsoft Edge/Edge Chromium. Currently, the website is not (yet) optimized for smartphones/small screens.
-:: - Transparant on the data we keep about companies and personnel
+=== Language ===
+The language used on these pages is English, as Zeeland Refinery works with a multitude of languages spoken used by our business relations.  English is considered as the common language we all speak/read/write (at least ZR personnel and all contractor personnel, level foremen and higher).
-:: - Compliant with requirements by law, particulary GDPDR (privacy law)
+Where “he” is mentioned in this manual, also “she” is meant. (analogue for himself, herself and similar references)''
-:: - Automating administrative steps as much as reasonably possible
+=== Sharing of this information ===
+You can freely distribute the link to this these pages to your subcontractors or agencies you hire for activities to be executed on the site of ZR.
-<br>
+== Important links ==
-As a contact person for a company, you can find in this manual the ways:
+=== Link to the portal ===
+* Link to the portal: [https://zeelandrefinery.go-workforce.com https://zeelandrefinery.go-workforce.com/]
+* Link to the Helix site: [https://zr.helixworks.eu https://zr.helixworks.eu]
-:: - How to register your company for approval to ZR site
+=== Link to detailed instructions ===
+* [[Contact_person:Registering_your_own_organisation|Registering your own organisation]]
-:: - How to register your own personnel for approval to ZR site
+* [[Contact_person:Registering_your_subcontractors|Registering your subcontractors]]
+* [[Contact_person:Registering_persons_of_your_organisation|Registering persons of your organisation]]
-:: - How to register subcontractor organisations for approval to ZR site
-<br>
-Via the portal, you will always have access to the most recent acceptance status and you will be notified by e-mail on important changes to your access status.
-== 1.1 Sharing of this document ==
-You can freely distribute the link to this procedure to your subcontractors or agencies you hire for activities to be executed on the site of ZR.
-<br>
-== 1.2 For who is this manual? ==
-This manual is intended to be ready and understood by the contact person of either:
-:: - A company directly receiving purchase orders from ZR (Contractor)
-:: - A company hired by a Contractor to execute works on the site of ZR (Subcontractor)
-<br>
-Please note:  <br>
-:: - A Contractor can also be a staffing agency or an advisory bureau or anything else but which has been given a purchase order of ZR to work with.
-:: - Material Suppliers (no activities on ZR site) will also be registered in this contractor portal, but there is no need for them to register their personnel and also no need for them to register a transport company.
-== 1.3 Related Manuals ==
-<TO BE ANNOUNCED link naar Manual Guards>
-<br>
-== 1.4 Link to the portal and Browser compatibility ==
-Link to the portal: https://zeelandrefinery.iqsoft.nl
-The website works in all modern browsers, although we personally recommend Google Chrome. Currently, the website is not optimized for smartphones.
-<br>
-== 1.5 Not registered, No Access ==
-The portal will be treated by ZR as a mandatory requirement to get access to the site. We advise you to familiarize yourself with it and to check (and update when needed) your company, personnel and personal data.
-<br>
-== 1.6 Start Situation ==
-ZR has migrated company data and personnel data from their own systems, so we don’t start with an empty system to ease the transition for both ZR and its (sub)contractors.
-<br>
-== 1.7 Contacts ==
-<br>
-In case of questions on how to use this portal, you can contact:
-:: - IQ-Pass Support: [email protected], telnr: +31 346 796 008 (reachable during office hours)
-:::Please mention you work in the portal of Zeeland Refinery.
-'''Your first point of contact is the above mentioned Support address.'''
-<small>Only in very specific cases, you can contact:
-:: ZR Purchasing Department ([email protected]) – for issues on organisation-levels
-:: ZR Guards ([email protected]) – for issues on persons-level.
-</small>
-<br>
-== 2 Registering your own organisation for the first time ==
-''(note: existing companies are migrated into this new system, in case of doubts please contact ZR Purchasing or ZR Guards, who can check this for you.)''
-== 2.1 Contact Zeeland Refinery ==
-:: 1. Please contact the purchasing department of ZR and ask for the registration of your company or contact one of the ZR purchasers you are in contact with.
-<br>
-:: You have to provide, preferably by e-mail:
-::: a. Name of the company (fully spelled & correctly according the official registration)
-::: b. Country of your company
-::: c. VAT-nr (to uniquely identify your organisation)
-::: d. Initials, prefix (optional) & lastname of the contact person for your company  (ex: E. the Flyer)
-::: e. E-mail address that willl be used for all communication from the portal to your company, preferrably not linked to a person (eg: [email protected])
-::: f. Short textual description of the type of work you will do on ZR site.
-<br>
-:: 2. ZR Purchasing will, based on the provided information, perform a ‘basic registration’ of your company in the system, alongside the registration of a you as a contact person for this company.
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 002.png|thumb|left|Figure 1: E-mail as confirmation of the registration of you as a contactperson for your organisation]]<br clear=all>
-:: 3. A second mail will be send containing your credentials (username and a generated password).
-<br>
-== 2.2 First logon in the system ==
-<br>
-:: 4. Upon your first logon to the portal, you will have to change your generated password and accept the terms & conditions. As both Zeeland Refinery and our software provider IQPass International B.V. both will process your data, you have to accepts both terms.
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 003.png|frame|left|Figure 2: After first logon - change password and accept terms ]]<br clear=all>
-::: After you changed your password and accepted the terms & conditions, you will automatically be logged off for security reasons).
-<br>
-== 3.2 Fill in your  Organisation Data ==
-:: 5. Please logon again and now, you’ll see your organisation. As the contact person for your organisation you have to fill in the organisation details, upload the requested documents and fill in the questionnaire as requested by Zeeland Refinery.
-<br>
-'''2.3.1 General Data'''
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 004.png|frame|left|Figure 3: Requested Company Information –tab General Information ]]<br clear=all>
-::: Note: At any time you can save your progress by pressing the SAVE button.
-<br>
-'''2.3.2 Uploading documents'''
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 005.png|frame|left|Figure 4: Requested Company Information – tab Documents ]]<br clear=all>
-::: Note: in this figure you’ll see that the first two documents have been uploaded already. Further symbols are on the left side of the documents:
-::: {| class="wikitable"
-|-
-| * || Mandatory Document. When you do not have this, please upload a document explaining this.
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 006.png|center|Download a document]]
- || Download a document
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 007.png|center|Delete a document ]]
- || Delete a document
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 008.png|center|Hover your mouse above this for further information on this field ]]
- || Hover your mouse above this for further information on this field
-|}
-<br>
-::: On the right side of the documents:
-::: {| class="wikitable"
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 009.png|center|Document not provided yet ]]
- || Document not provided yet
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 010.png|center|Document awaiting ZR approval ]]
- || Document awaiting ZR approval
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 011.png|center|Document approved]]
- || Document approved.<br>Note ZR does not approve/disapprove individual documents, but all information as a whole -> this leads to all documents being approved/disapproved.
-|}
-<br>
-::: <span style="color: red"> Strong Advice: When available, upload the optional documents as well, as they can help to ease the judgement of ZR of your organization approval. </span>
-<br>
-'''2.3.3 Fill in the questionnaire'''
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 012.png|frame|left|Figure 5: Requested Company Information – tab Questionnaire ]]<br clear=all>
-::: ZR has defined a questionnaire for your organisationtype, which requires answering.  Please provide all requested answers before
-<br>
-== 2.4 Submitting all provided data for ZR approval ==
-::: When everything is filled in correctly you can issue all data for ZR approval by pushing the button SUBMIT FOR APPROVAL
-::: You’ll get a popup asking for your confirmation as you cannot edit your data anymore (and before ZR has taken a decision to approve or not).
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 013.png|frameless|left|Submit organisation information for approval]]<br clear=all>
-::: After the confirmation, all information is no longer editable and a banner on the head of your organisation details page indicates this.
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 014.png|frameless|left|information is no longer editable]]<br clear=all>
-<br>
-== 2.5 Approval/Disapproval by ZR ==
-::: The ZR Purchasing department will have a look at the data you provided and will either APPROVE or NOT APPROVE your company based on the provided information.
-<br>
-'''2.5.1. ZR Approves your organisation'''
-::: If ZR approves your organisation, you will receive a mail indicating the approval.
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 015.png|frameless|left|Mail indicating the approval of your organisation]]<br clear=all>
-::: Only AFTER the approval of your company, you can register persons belonging to your company who need to work on ZR site (either in offices, or in the field).  In case no people work on ZR site (if you only work remotely, or only deliver material) you do not have to register persons and the process is finished.
-<br>::: When you click on Organisations in the menu, you’ll see your organisation with an APPROVED indicator to the right.
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 016.png|frameless|left|Your organisation with an APPROVED indicator to the right]]<br clear=all>
-''''''2.5.2 ZR Disapproves your organisation'''
-In case ZR does not (yet) approve your organization, you will be notified by a mail indicating this including the reason. In the example hereafter, the reasons given by ZR are:
-::: - incorrect chamber of commerce registration
-::: - expired safety certificate
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 017.png|frameless|left|Your organisation data has been refused]]<br clear=all>
-::: <br> You will also see this as a banner in your organization’s data:
-::: [[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 018.png|frameless|left|Incorrect registation]]<br clear=all>
-== 2.6 Duration of approved organisation ==
-After approval by ZR, your organization is approved for 5 years. However, during this period you may receive several mails indicating some data will expire. The ZR Contractor Portal helps you keeping the data up-to-date by indicating twice (you will not be spammed), several weeks before the expiration that you need to upload updated information.
-'''2.6.1 Expired documents'''
-For some of the provided documents, a validity period, needs to be given. Example is for a company safety certificate (VCA), where both a start and end-date need to provided. You can upload new documents either when you have them or after you receive a notification by the portal about the expiration.
-'''2.6.2 Expired RFI/Questionnaire'''
-Before the validity period expires (after 5 years), you need to completely review and renew your organization’s data (changes to made, new documents to be uploaded, new questionnaire to be filled in). If you do this timely, and ZR approves it, you are again approved for 5 years.
-:: <span style="color: red"> If you do not renew your RFI, or don’t do this timely, you’re organization becomes not approved and persons do not have access to the site anymore. It is important you act on these messages! </span>
-== 2.7 Viewing Organisation Statuses ==
-A symbol on the organization view indicates the status of the organization. The following symbols exists:
-<br>
-{| class="wikitable"
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 019.png|frameless|center|registered]]
- || Registered || Organization is being registered and not submitted for approval
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 020.png|frameless|center|Waiting for approval]]
- || Waiting for Approval || Organization has been submitted for approval, ZR to have a look at it
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 021.png|frameless|center|Approved ]]
- || Approved || Organization is approved by ZR
-|-
-|
-[[File:Manual for Contactpersons of Organisations (UK) - Part 1 - Managing organisation Data 022.png|frameless|center|Declined]]
- || Declined || Organization is declined by ZR. Data can be changed by the contact person of the organization and resubmitted for approval.
-|}
-<br>
-: <span style="color: red">Please note that access of persons to the site is depending on the status of your organization. Only with organization status Approved, your people will have access to the site.</span>