Difference between revisions of "Contact person:Registering persons of your organisation"

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(Updated image descriptions)
(Improved English and layout)
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= Registering persons of your organization =  
 
= Registering persons of your organization =  
  
 +
== Step 1: Add a person ==
 +
Click on ''Persons'' in the menu to get an overview of persons registered to your organisation.
 +
[[File: afb3 Persons.png |thumb|500px|left|Figure 1. Main screen]]<br clear=all>
  
== Step 1: Log in ==
+
Click on ''ADD PERSON'', on the right side of the screen.
Enter in the addressbar at the top of the screen:  https://zeelandrefinery.iqsoft.nl
+
[[File: afb4 person overview.png |thumb|500px|left|Figure 2. Person overview]]<br clear=all>
[[File: afb1 adressbar.png|thumb|500px|left|Figure 1. Enter address]]<br clear=all>
 
  
Log in at the Contractor Portal with your username and password. They were send to you after finishing the application procedure.
+
In the screen below, all of the fields under ''Person information'' are required. When complete, press 'ADD'.
[[File: afb2 iqsoft.png |thumb|500px|left|Figure 2. Login screen]]<br clear=all>
+
[[File: afb5 person information.png |thumb|500px|left|Figure 3. Person information]]<br clear=all>
  
== Step 2: Add a person ==
 
You will now see the menu below. Press PERSONS, on the left side in the menu bar.
 
[[File: afb3 Persons.png |thumb|500px|left|Figure 3. Main screen]]<br clear=all>
 
<br>
 
 
Now you see the menu PERSON OVERVIEW, press ADD PERSON, on the right side of the screen.
 
[[File: afb4 person overview.png |thumb|500px|left|Figure 4. Person overview]]<br clear=all>
 
<br>
 
 
In the screen below, all fields PERSON INFORMATION are required. When complete, press ADD.
 
[[File: afb5 person information.png |thumb|500px|left|Figure 5. Person information]]<br clear=all>
 
  
 +
=== Additional information ===
  
=== Additional information ===
+
:: '''<u>E-mail address</u>'''
'''E-mail address:'''
 
  
 
:: Fill in the persons private e-mail address or use a self-made business e-mail address.  
 
:: Fill in the persons private e-mail address or use a self-made business e-mail address.  
Line 29: Line 20:
  
 
:: <span style="color: red; font-weight:bold">This e-mail address is very important!</span>
 
:: <span style="color: red; font-weight:bold">This e-mail address is very important!</span>
 
  
 
:: The person must use this e-mail address to:
 
:: The person must use this e-mail address to:
Line 36: Line 26:
  
  
:: It is not allowed to make/use:
+
:: It is not allowed to use or create addresses like:
:: info@...
+
:: * info@...
:: sales@...
+
:: * sales@...
:: inkoop@...
+
:: * purchasing@...
 
 
 
 
:: Use other addresses such as: 
 
:: initials/[email protected]
 
:: private e-mail address
 
  
 +
:: Use other addresses such as: ''initials/[email protected]'' or the employees private e-mail address.
  
 
:: Examples for a business e-mail address:<br>
 
:: Examples for a business e-mail address:<br>
Line 58: Line 44:
  
  
'''Organisation:'''
+
:: '''<u>Organisation</u>'''
 
:: This is your employer and the subcontractors.  
 
:: This is your employer and the subcontractors.  
  
  
'''Roles:'''
+
:: '''<u>Roles</u>'''
:: [[File: afb6 rollen.png |thumb|500px|left|Figure 6. Roles]]<br clear=all>
+
:: [[File: afb6 rollen.png |thumb|500px|left|Figure 4. Roles]]<br clear=all>
<br>
+
 
 +
 
 +
:: Choose the appropriate role(s)
 +
:: <span style="color: red; font-weight:bold">Be sure to choose the right roles as required qualifications are based on the selected roles.</span>
  
:: Here, you must make a choice.
 
:: <span style="color: red; font-weight:bold"> Be careful by making this choice because on this depends the required qualifications necessary at ZR. </span>
 
  
  
 +
When finished press ADD and you see the following pop up:
 +
[[File: afb8 go to person overview.png |thumb|500px|left|Figure 5. Person created popup]]<br clear=all>
  
When finished press ADD and you see a pop up:
+
Look for the name in the ''Person overview''.
[[File: afb8 go to person overview.png |thumb|500px|left|Figure 7. Person created popup]]<br clear=all>
+
[[File: afb9 look for the name.png|thumb|500px|left|Figure 6. Person overview]]<br clear=all>
  
Look for the name in the PERSON OVERVIEW.
+
You can scroll through all the names in the list, but also search by name.
[[File: afb9 look for the name.png|thumb|500px|left|Figure 9. Person overview]]<br clear=all>
+
When you have found the name/person, click ''ACCEPT''.
  
You can scroll through all the names in the list,  but also search BY NAME.
+
The following popup will be displayed where the terms of agreement need to be accepted.
When you have found the name/person, press ACCEPT.
+
After checking the two boxes, click ''Next''
  
You go the next screen where you must accept the terms of agreement
+
[[File: afb10 terms of agreement.png|thumb|500px|left|Figure 7. Accept agreement terms]] <br clear=all>
After this press NEXT
 
[[File: afb10 terms of agreement.png|thumb|500px|left|Figure 10. Accept agreement terms]] <br clear=all>
 
<br>
 
  
You must draw your signature in the box and SUBMIT
+
Place your signature in the required box and click ''Submit''
[[File: afb11 signature.png|thumb|500px|left|Figure 11. Place signature]] <br clear=all>
+
[[File: afb11 signature.png|thumb|500px|left|Figure 8. Place signature]] <br clear=all>
<br>
 
  
== Step 3: Edit the person ==  
+
== Step 2: Edit the person ==  
Now you must EDIT the PERSON
+
To continue you now need to edit the person and enter more required information.
 +
Click on ''Edit person''
  
[[File: afb12 edit the person.png|thumb|500px|left|Figure 12. Edit person]] <br clear=all>
+
[[File: afb12 edit the person.png|thumb|500px|left|Figure 8. Edit person]] <br clear=all>
  
On the left side of the screen you see the PROFILE: this profile show the status of the person:
+
At the top you can see the persons status at a glance, the user either has access or no access. Below this status the qualifications required for this status are shown.
GREEN means: all the data are entered
 
RED means: data incomplete
 
  
 +
// add screenshot
  
In each tab you must enter the required information.
+
Each tab requires information; fields marked with an asterisk are required.
[[File: afb13 required information.png|thumb|500px|left|Figure 13. Enter required information]] <br clear=all>
 
<br>
 
  
'''Tab Person information'''
+
==== Tab Person information ====
:: The home address is not the same as the residence address (stay in a hotel) shift the button: it changes to green.
+
If the home address is not the same as the residence address (eg. staying in a hotel) click the slider next to ''Residence address is different than home address''.
:: Person information, organisation and roles are taken over from an earlier screen.
 
  
 +
[[File: afb13 required information.png|thumb|500px|left|Figure 9. Enter required information]] <br clear=all>
  
'''Tab Identification'''
+
====  Tab Identification ====
:: Do not use the personal number.
+
* Do not use the personal number
:: It is clear that a driver's licence is not allowed at ZR.
+
* Driver's license is not allowed for identification at ZR
  
::[[File: afb14 tab identification.png|thumb|500px|left|Figure 14. Identification tab]] <br clear=all>
+
[[File: afb14 tab identification.png|thumb|500px|left|Figure 10. Identification tab]] <br clear=all>
<br>
 
  
'''Tab Access control'''
+
==== Tab Access control ====
:: You can skip this tab.<br>
+
You can skip this tab.
  
 +
==== Tab Qualifications ====
 +
Depending on the persons nationality the Portal shows the required QUALIFICATIONS, such as  VCA/SCC, A1, employer’s statement, Helix safety instructions contractors.
 +
At the top of the screen you see the required qualifications.
  
'''Tab Qualifications'''
+
[[File: afb15 tab qualifications.png|thumb|500px|left|Figure 15. Qualifications tab]] <br clear=all>
:: Depending on the persons nationality the Portal shows the required QUALIFICATIONS, such as  VCA/SCC, A1, employer’s statement, Helix safety instructions contractors.
 
:: At the top of the screen you see the required qualifications.
 
  
:: [[File: afb15 tab qualifications.png|thumb|500px|left|Figure 15. Qualifications tab]] <br clear=all>
 
<br>
 
  
'''A1 declaration'''
+
:: '''<u>A1 declaration</u>'''
:: Press ADD and the next screen appears:
+
:: Press ''ADD'' and the next screen appears:
 
:: [[File: afb16 a1 declaration.png|thumb|500px|left|Figure 16. A1 declaration 1/1]] <br clear=all>
 
:: [[File: afb16 a1 declaration.png|thumb|500px|left|Figure 16. A1 declaration 1/1]] <br clear=all>
<br>
 
 
:: Answer YES or No to the question: Are you on the payroll within Netherlands.<br>
 
:: When '''YES''' you don’t have to add this qualification; press OK <br>
 
:: When '''NO''',  press NEXT and note the valid date of the declaration and upload the document.<br>
 
  
 +
:: Answer YES or No to the question: Are you on the payroll within Netherlands.
 +
:: :: When '''YES''' you don’t have to add this qualification; press OK
 +
:: :: When '''NO''',  press NEXT and note the valid date of the declaration and upload the document.
  
 
:: [[File: afb17 declaration part2.png|thumb|500px|left|Figure 17. A1 declaration 2/2]] <br clear=all>
 
:: [[File: afb17 declaration part2.png|thumb|500px|left|Figure 17. A1 declaration 2/2]] <br clear=all>
<br>
 
  
:: Press SUBMIT. The pop up SUBMIT SUCCEEDED appears, and press OK. The next screen appears.
+
:: Press SUBMIT. The pop up SUBMIT SUCCEEDED appears, and press ''OK''. The next screen appears.
 
:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 18. Submit succeeded]] <br clear=all>
 
:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 18. Submit succeeded]] <br clear=all>
<br>
 
  
 
:: '''Note:'''
 
:: '''Note:'''
 
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
 
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
:: When they have approved the qualification, you receive an e-mail to confirm.<br>
+
:: Once they have approved the qualification, you receive an e-mail with confirmation.<br>
  
  
'''VCA / VCA vol / SCC'''
+
:: '''<u>VCA / VCA vol / SCC</u>'''
:: If the  person has a Dutch nationality, the VCA document can be searched and found in the national database.<br>
+
:: If the  person has a Dutch nationality, the VCA document can be searched and found in the national database.
  
 
:: [[File: afb19 vca.png|thumb|500px|left|Figure 19. VCA 1/2]] <br clear=all>
 
:: [[File: afb19 vca.png|thumb|500px|left|Figure 19. VCA 1/2]] <br clear=all>
<br>
 
  
:: Press ADD VCA/SOG DIPLOMAS AUTOMATICALLY.
+
:: Press ''ADD VCA/SOG DIPLOMAS AUTOMATICALLY''
:: If the person is known in the database, the information is automatically placed.
+
:: :: If the person is known in the database, the information is automatically displayed and can then be chosen.
:: If not, this has to be done manually.<br>
+
:: :: If not, information has to be entered manually.<br>
  
 
:: [[File: afb20 vca part2.png|thumb|500px|left|Figure 20. VCA 2/2]] <br clear=all>
 
:: [[File: afb20 vca part2.png|thumb|500px|left|Figure 20. VCA 2/2]] <br clear=all>
<br>
 
  
:: You must follow the procedure. When all the information needed is filled in, press SUBMIT<br>
+
:: :: You must follow the procedure. When all the required information has been entered, press ''SUBMIT''
  
 
:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 21. Sumit succeeded]] <br clear=all>
 
:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 21. Sumit succeeded]] <br clear=all>
<br>
 
  
 
:: '''Note:'''
 
:: '''Note:'''
 
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
 
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
:: When they have approved the qualification, you receive an e-mail to confirm.<br>
+
:: Once they have approved the qualification, you receive an e-mail with confirmation.<br>
  
  
'''Helix Safety instruction contractors'''
+
:: '''<u>Helix Safety instruction contractors</u>'''
 
:: [[File: afb21 helix.png|thumb|500px|left|Figure 22. Helix site safety exam]] <br clear=all>
 
:: [[File: afb21 helix.png|thumb|500px|left|Figure 22. Helix site safety exam]] <br clear=all>
 
  
 
:: Follow the same procedure and press SUBMIT when you have completed all information.
 
:: Follow the same procedure and press SUBMIT when you have completed all information.
 
:: Any person who does not have an valid Helix Safety Instruction Contractors, must have followed this ''before'' starting to work at Zeeland Refinery.<br>
 
:: Any person who does not have an valid Helix Safety Instruction Contractors, must have followed this ''before'' starting to work at Zeeland Refinery.<br>
  
 
+
:: [[Contractor_Employee:_Helix_safety_instructions|Click here for the manual regarding Helix safety instructions]]
:: Press here to see the manual handleiding Helix Veiligheidsinstructie Contractors<br>
 
 
 
  
 
:: '''Note:'''  
 
:: '''Note:'''  
::The person must log in tot the Helix Safety Instruction Contractor, with the e-mail address that is know in the Contractor Portal
+
:: The person has to log in onto Helix Safety Instructions with the e-mail address known in the Contractor Portal
::If the Instruction is made with a positive result, the data are automatically processed in the Contractor Portal.<br>
+
:: If the exam has been completed successfully, the result is automatically saved in the Contractor Portal
  
  
'''Employer’s statement'''
+
:: '''<u>Employer’s statement</u>'''
 
:: [[File: afb22 employers statement.png|thumb|500px|left|Figure 23. Employers statement]] <br clear=all>
 
:: [[File: afb22 employers statement.png|thumb|500px|left|Figure 23. Employers statement]] <br clear=all>
  
:: In this field, the document must be added. After this, press SUBMIT and this screen appears.
+
:: Upload the employers statement by clicking ''Browse'' and click ''Submit''
  
 
:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 24. Submit succeeded]] <br clear=all>
 
:: [[File: afb18 submit succeeded.png|thumb|500px|left|Figure 24. Submit succeeded]] <br clear=all>
Line 196: Line 167:
 
:: '''Note:'''
 
:: '''Note:'''
 
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
 
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
:: When they have approved the qualification, you receive an e-mail to confirm.<br>
+
:: Once they have approved the qualification, you receive an e-mail with confirmation.<br>
  
  
<span style="color: black; font-weight:bold"> Work permit </span><br>
+
:: '''<u>Work permit</u>'''
:: Fill in the required information and press SUBMIT<br>
+
:: Enter the required information and click ''Submit''.
  
 
:: [[File: afb23 work permit.png|thumb|500px|left|Figure 25. Work permit]] <br clear=all>
 
:: [[File: afb23 work permit.png|thumb|500px|left|Figure 25. Work permit]] <br clear=all>
<br>
 
  
:: On your screen appears INDIENEN GELUKT. Press OK and the following screen appears.<br>
+
:: After uploading the file you have to approve the upload to submit.
 
:: [[File: afb24 goedkeuren.png|thumb|500px|left|Figure 26. Approve permit]] <br clear=all>
 
:: [[File: afb24 goedkeuren.png|thumb|500px|left|Figure 26. Approve permit]] <br clear=all>
<br>
 
  
 
:: '''Note:'''
 
:: '''Note:'''
 
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
 
:: When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
:: When they have approved the qualification, you receive an e-mail to confirm.<br>
+
:: Once they have approved the qualification, you receive an e-mail with confirmation.
  
  
'''NOTES'''
+
'''Tab Notes'''
:: Here you can add any additional information.<br>
+
You can add any additional notes/information. This information is visible for ZR.
  
:: [[File: afb25 notes.png|thumb|500px|left|Figure 27. Notes]] <br clear=all>
+
[[File: afb25 notes.png|thumb|500px|left|Figure 27. Notes]] <br clear=all>
  
  
 +
Once ALL the information and required documents have been submitted, press ''Save''
  
If ALL the documents and additional information is processed, press SAVE.
 
 
[[File: afb26 save.png|thumb|500px|left|Figure 28. Confirm changes]] <br clear=all>
 
[[File: afb26 save.png|thumb|500px|left|Figure 28. Confirm changes]] <br clear=all>
  
CANCEL means that you add missing information in the menu’s<br>
+
CANCEL means that you add missing information in the menu's
CONFIRM means that all data stored.<br>
+
CONFIRM means that all data stored.
 
 
  
 
<span style="color: red; font-weight:bold"> Repeat this procedure of each new person.</span><br>
 
<span style="color: red; font-weight:bold"> Repeat this procedure of each new person.</span><br>
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If you are looking for an organization, press on the left side in the menu on ORGANISATIONS and search by name
 
If you are looking for an organization, press on the left side in the menu on ORGANISATIONS and search by name
 
[[File: afb27 organisation.png|thumb|500px|left|Figure 29. Organisation search]] <br clear=all>
 
[[File: afb27 organisation.png|thumb|500px|left|Figure 29. Organisation search]] <br clear=all>
<br>
 
 
 
For any problem concerning the Contractor Portal , contact the IQ-Soft Helpdesk
 

Revision as of 08:35, 4 March 2020

Registering persons of your organization

Step 1: Add a person

Click on Persons in the menu to get an overview of persons registered to your organisation.

Figure 1. Main screen


Click on ADD PERSON, on the right side of the screen.

Figure 2. Person overview


In the screen below, all of the fields under Person information are required. When complete, press 'ADD'.

Figure 3. Person information



Additional information

E-mail address
Fill in the persons private e-mail address or use a self-made business e-mail address.
To make a self-made business e-mail address: initials/[email protected]
This e-mail address is very important!
The person must use this e-mail address to:
* To see or adjust his person information.
* To log in for the Helix Safety Instruction Contractors


It is not allowed to use or create addresses like:
* info@...
* sales@...
* purchasing@...
Use other addresses such as: initials/[email protected] or the employees private e-mail address.
Examples for a business e-mail address:
A.M.P. van der Velden [email protected]
A.de Vries [email protected]
G. Pieterse [email protected]


Organisation
This is your employer and the subcontractors.


Roles
Figure 4. Roles


Choose the appropriate role(s)
Be sure to choose the right roles as required qualifications are based on the selected roles.


When finished press ADD and you see the following pop up:

Figure 5. Person created popup


Look for the name in the Person overview.

Figure 6. Person overview


You can scroll through all the names in the list, but also search by name. When you have found the name/person, click ACCEPT.

The following popup will be displayed where the terms of agreement need to be accepted. After checking the two boxes, click Next

Figure 7. Accept agreement terms


Place your signature in the required box and click Submit

Figure 8. Place signature


Step 2: Edit the person

To continue you now need to edit the person and enter more required information. Click on Edit person

Figure 8. Edit person


At the top you can see the persons status at a glance, the user either has access or no access. Below this status the qualifications required for this status are shown.

// add screenshot

Each tab requires information; fields marked with an asterisk are required.

Tab Person information

If the home address is not the same as the residence address (eg. staying in a hotel) click the slider next to Residence address is different than home address.

Figure 9. Enter required information


Tab Identification

  • Do not use the personal number
  • Driver's license is not allowed for identification at ZR
Figure 10. Identification tab


Tab Access control

You can skip this tab.

Tab Qualifications

Depending on the persons nationality the Portal shows the required QUALIFICATIONS, such as VCA/SCC, A1, employer’s statement, Helix safety instructions contractors. At the top of the screen you see the required qualifications.

Figure 15. Qualifications tab



A1 declaration
Press ADD and the next screen appears:
Figure 16. A1 declaration 1/1

Answer YES or No to the question: Are you on the payroll within Netherlands.
 :: When YES you don’t have to add this qualification; press OK
 :: When NO, press NEXT and note the valid date of the declaration and upload the document.
Figure 17. A1 declaration 2/2

Press SUBMIT. The pop up SUBMIT SUCCEEDED appears, and press OK. The next screen appears.
Figure 18. Submit succeeded

Note:
When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
Once they have approved the qualification, you receive an e-mail with confirmation.


VCA / VCA vol / SCC
If the person has a Dutch nationality, the VCA document can be searched and found in the national database.
Figure 19. VCA 1/2

Press ADD VCA/SOG DIPLOMAS AUTOMATICALLY
 :: If the person is known in the database, the information is automatically displayed and can then be chosen.
 :: If not, information has to be entered manually.
Figure 20. VCA 2/2

 :: You must follow the procedure. When all the required information has been entered, press SUBMIT
Figure 21. Sumit succeeded

Note:
When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
Once they have approved the qualification, you receive an e-mail with confirmation.


Helix Safety instruction contractors
Figure 22. Helix site safety exam

Follow the same procedure and press SUBMIT when you have completed all information.
Any person who does not have an valid Helix Safety Instruction Contractors, must have followed this before starting to work at Zeeland Refinery.
Click here for the manual regarding Helix safety instructions
Note:
The person has to log in onto Helix Safety Instructions with the e-mail address known in the Contractor Portal
If the exam has been completed successfully, the result is automatically saved in the Contractor Portal


Employer’s statement
Figure 23. Employers statement

Upload the employers statement by clicking Browse and click Submit
Figure 24. Submit succeeded

Note:
When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
Once they have approved the qualification, you receive an e-mail with confirmation.


Work permit
Enter the required information and click Submit.
Figure 25. Work permit

After uploading the file you have to approve the upload to submit.
Figure 26. Approve permit

Note:
When you have submitted the qualification, the guard(s) at Zeeland Refinery receive an e-mail to approve the qualification.
Once they have approved the qualification, you receive an e-mail with confirmation.


Tab Notes You can add any additional notes/information. This information is visible for ZR.

Figure 27. Notes



Once ALL the information and required documents have been submitted, press Save

Figure 28. Confirm changes


CANCEL means that you add missing information in the menu's CONFIRM means that all data stored.

Repeat this procedure of each new person.

Search for an organisation

If you are looking for an organization, press on the left side in the menu on ORGANISATIONS and search by name

Figure 29. Organisation search