QUICK GUIDE TO THE PORT STEPHENS COUNCIL CONTRACTOR MANAGEMENT SYSTEM

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1 QUICK GUIDE TO THE PORT STEPHENS COUNCIL CONTRACTOR MANAGEMENT SYSTEM Port Stephens Council uses two separate systems to gather contractor information. These two systems are CIMS and SitePass, and require different information so you must enroll in BOTH systems. However, there is a small amount of duplication required in relation to your business details. This guide is to help you provide the details required to meet statutory, compliance and governance requirements quickly and easily. 1.Contractor Insurance Management System (CIMS) You must firstly register in CIMS, a Contractor Insurance Management System provided by Statewide Mutual that Port Stephens Council uses to ensure that insurance held by its contractors is appropriate, current and meets Council's needs and requirements. Before registering in CIMS, you must have the following information available: Australian Business Number (ABN) Trading Name Your business' contact details (name, address, phone, ) Your Insurance Broker's contact information (if applicable) Credit card or PayPal account details You will also be required to upload full electronic copies of your business' insurance policies/product Disclosure Statements and schedules for the work you are doing for Council. Policies required may include but are not limited to: Workers Compensation Public/Products Liability (to a minimum limit of indemnity of $20m) Contractors All Risks Motor Vehicle and Plant Professional Indemnity (to a minimum limit of indemnity of $10m)

2 To log on to CIMS go to and click on the CIMS Insurance button as follows: Then Click on the "Create my account" button.

3 Please then read the "Welcome to Statewide Mutual CIMS Registration" and click the "Begin Registration" button to complete the following screen. Complete ONLY the "Business Details", "Contact Details" and "Insurances" tabs as shown on the left hand side of the screen.

4 Please do NOT complete the "Work Health & Safety" or "Employees" tabs or complete the online induction program in CIMS. These steps must be completed only in SitePass. All of your insurance information will be verified by qualified insurance brokers. If additional information or clarification is required they will send you an via CIMS requesting these details. Your business will be endorsed only if all of your insurance information has been uploaded into CIMS and verified to ensure it meets the requirements for the work being carried out with Council. If you have any questions regarding the insurance Council requires you to hold, please contact Deborah McDonald on (02) or When you have completed the registration process in CIMS, you will receive a log in and password that allows you to maintain and update your business information as necessary. Simply enter the details as prompted at the log in screen. Please ensure you record the CIMS SitePass ID number as you will be required to enter this into the SitePass system at a later stage. If you have any questions or require assistance regarding the CIMS system, click on the Help & Support tab for details of Frequently Asked Questions, address for support and the Hotline support phone number.

5 You must now log out of CIMS by, clicking on the "logout" icon at the top of the screen. You can then register in SitePass (see below).

6 2. SitePass Contractor Management System (SitePass) SitePass is a Contractor Management System that Port Stephens Council uses to: register contractor business / employee details induct contractors and issue induction cards; and verify work health, safety and environmental documents. To log on to SitePass go to and click on the "SitePass" button.

7 The SitePass system will take you to the SitePass welcome page as per below read the instructions carefully as the page informs you of the information you need available in order to register with SitePass. Once you have these requirements available, click on the "Start" button to commence registration.

8 You will be asked to acknowledge and Agree with the Terms and Conditions please tick the box and click on the "Agree" button.

9 The SitePass system will display the Registration form with the compulsory fields marked with red dots these must be completed in order to proceed with the registration. Please also note down your password as you will need it going forward.

10 When selecting the Business Category, tick the relevant category and then hit the plus button next to the Business Category field as this adds them to the form the SitePass system will not let you proceed unless the Business Category is added by clicking on the "Plus" Button.

11 When you click on the "Plus" button, the SitePass system will display the selected Business Category in the table below the Business Categories drop down field as per below multiple categories can be ticked from the drop down menu. You can also delete these by clicking on the 'X" on the right hand side.

12 When all mandatory fields are completed, click the "next" button to progress through the registration and finalise your account setup in SitePass.

13 After you have clicked on the "Next" button, the SitePass system will immediately send an to the address specified in the form, providing the Activation Link or Code that needs to be entered in the following screen. You will need to enter the code and then click "Activate". Please note - the code in the screen shot below is for demonstration purposes only, as a unique code is generated every time a registration is processed in SitePass.

14 The SitePass system will then provide a message that the Activation has been completed as per the below. Once you click "OK" the login page will display - you only need to enter the Username and Password into the relevant fields and click on the "Login" button. At the same time, the SitePass system will generate an to you providing the login credentials (apart from the designated password), login link, SitePass ID, and Username. The SitePass system will also provide a link to reset the password in case you have forgotten it.

15 Once you enter your designated Username and Password, the SitePass system will take you to the page where you select to access SitePass, then click on the "SitePass" button.

16 On the panel on the left hand side, click on the "Business Details" section and the SitePass system will display the following form to be submitted for approval. Please note that this form may be prepopulated with some information that has been entered during the registration of your business into CIMS. If the fields aren t prepopulated please enter all details and once complete, click on the "Save and Submit for Approval" button.

17 Please note - every time you click on "Save and Submit for approval" for each section, the SitePass system brings you back to the main page. Your Status Changes will vary from "Not Started" to "In Progress"/ "Submitted for Approval"/"Pending" to "Approved" or "Declined". The entries that have been approved by Council appear with the green tick next to them as per below.

18 Click on the "Contact Details" section and scroll through the form to confirm that the details entered are correct, and change if necessary. Click on the "Save and Submit for Approval" button at the bottom of the form when finalised.

19 In the "Main Types of work" section, enter the activity or activities that you will be undertaking at Port Stephens Council, providing as much detail as possible, as well as your main contact at the Council and then click on the "Save and Submit for Approval" button.

20 In the "Work Health and Safety" section, please answer all of the questions and how they relate to your business activity, then click on the "Save and Submit for Approval" button at the bottom of the page.

21 In the "Safety Data Sheets" Section, please upload all applicable Data Sheets for the work to be performed, and then click on "Save and Submit for Approval". If there are no Data Sheets applicable, answer the questions marking a 'No', and click on "Save and Submit for Approval". NOTE: Safety Data Sheets, formerly known as Material Safety Data Sheets, should not be more than 5 years old.

22 Click on the "Safe Work Method Statements" section and answer the question accordingly and upload the documents from your PC using the "Browse" button. If there are multiple documents to be uploaded, please upload each into their own separate box, using the "Browse" button to select them from your PC.

23 Once the upload is completed, click on the "Save and Submit for Approval" button at the bottom of the screen. Please follow the process outlined above for "Safe Work Method Statements" for the section "Environmental Management Plans" as well.

24 In the "Relationship" section, select the Main Contractor from the "My Business is a:" drop down menu. From the "for the Client group" drop down menu, leave the "PSC Coordinators" default value and click on the Add button next to it the SitePass system will automatically generate the Client Relationships line item and then tick the box "Assign Relationship to all Employees" as per below.

25 The SitePass system will display the following screen as below, then click "OK".

26 To then add an employee in SitePass, click on the "plus" button next to the Employee in the left hand side panel and the SitePass system will bring up a form to complete as below.

27 Please note that when you create the employee username and access password, the employee's photo MUST be uploaded into the SitePass system. This is to allow the site access cards to be printed and sent to your company in order to access the relevant worksite as soon as possible. Upon completing all fields, please click on the "Create Employee" button at the bottom of the screen.

28 After the "Create Employee" button is clicked, the SitePass system displays the following page where progress can be tracked. The SitePass system then generates an to the employee, providing them with their username and a link to reset a password in case it has been forgotten. The relevant Licenses for the employee can now be uploaded into the SitePass system for approval.

29 If there are no licenses to be submitted for approval for the employee, tick the box "I do not have a valid License to submit for verification" and click on the "Save and Submit for Approval" button.

30 If you do have licenses to be uploaded to the SitePass system, click on the "Add License" at the top right hand side above the black ribbon. Some Common Examples are: Construction Card (White Card), Heavy Vehicle License, Electrical License, Surveyor License, etc. Please note - these are only examples and do not encompass the entire list required by Council. Please list ALL qualifications.

31 The SitePass system will display a form to be completed. Once this is finalised, click on the "Save" button. The SitePass system will then bring you back to the Licenses screen repeat the same process for all licences required.

32 Once all licences have been uploaded click on "Save and Submit for Approval" button.

33 To complete the online induction click on 'Induction Training' on the left hand side menu and click on the blue icon under "Certificate". All information will now be verified by Port Stephens Council's Corporate Risk Management Team. If additional information or clarification is required we contact you via from SitePass requesting the relevant details. A business will only be endorsed if all details have been uploaded into both SitePass and CIMS and verified to ensure they meet the needs and requirements for the work being carried out with Port Stephens Council.

34 To upload detail in the "External Training" section, click on the "Add External Training Record" button on the right top hand side above the black ribbon Fill in all the details for each relevant training course and then click on "Save and Submit for Approval" at the bottom of the page. Some Common Examples are : First Aid, TAFE and University Certificates, Arborist, Etc.

35 Please note - the "Relationship" section within Employee is inactive and no information is to be populated at all.

36 Following verification and approval of an employee's uploaded details, each approved person will receive their own individual induction card. If you have any further questions regarding Work Health and Safety at Port Stephens Council, please contact Nicole Le Grange on (02) or If you require further information or want to find out more about SitePass, just click on the question mark at the top of the screen or