Contractor Verification Service (CVS) – Frequently Asked Questions Audience Question Answer All What is CVS? Woodside's Contractor Verification Service (CVS) ‐ The branding of the service is provided by Bright People Technologies. It is known within Bright as Enable. The unique identifier within CVS / enable is the ERMS number. All What is Enable? Enable is the application/system used by contractor companies to register their personnel to have their qualifications verified by Bright. Bright People Technologies own the system. All What is ERMS? ERMS is the number that is generated and given to a contractor individual once they are registered and verified in the Enable system. All Is CVS the same as ERMS? CVS is the Contractor Verification Service that is provided by Bright People Technologies. ERMS is the number that is generated and given to a contractor individual once they are registered and verified in the Enable system. Sometimes ERMS is used to refer to the application/system that is used for the verification service; however the correct name for the application/system is Enable. All What is Woodside trying to achieve with CVS? To ensure that the contractor personnel working on Woodside Production facilities are qualified to perform their job. All Will the CVS system check competencies? No not at the moment. There is a plan for this to occur at some point in the future, however the timing of this is not yet determined. What is changing in CVS? New positions have been entered into CVS, site access will require a contractor to be verified and at 'Meets' status in CVS, there will only be one Request for Site Access form for all sites and it will be online (not paper), contract organisations will be responsible for registering their company and people in CVS and will need to keep this updated on an ongoing basis. All What is an RFV? An RFV is the acronym for Request for Verification which is a step in the process of registering a contractor individual into the Enable system. Once an individual is registered the contract company administrator submits a Request for Verification for that individual, which then goes to Bright to verify the qualifications. All What happens if a contractor employee is working onshore or offshore and their qualification expires? This status will flow through to the access systems at the gate and that person will be prevented from accessing site until they update their qualification in the CVS system. If offshore your currency will be checked prior to travel. All Is there a monitoring process for expiring qualifications whilst you are in a shift Yes. Contactor organisations will receive weekly expiry notifications from Bright from the 4wk from expiry. This expiry list can also be viewed at any pattern? time in the CVS system, prior to receiving the expiry notifications. All (External) No. Contracting organisations cannot request site access for someone not in CVS. (Internal) Yes. Woodside employees can request visitor access through the internal site access form for unregistered contractors who are not performing work on site. All Can I apply for site access for someone not registered in CVS? All Can the online CVS registration form be printed off so the contactor can give it to their admin person to enter it online if they don't have their own access to a PC? Yes, it can be printed off. All How do we manage site access for vendors who come to site regularly but for short periods? They must still be registered in CVS. All Will I need to register my people twice if I want them to work both onshore and offshore? No not their general registration details, but you will have to submit a Request for Verification (RFV) twice. One against Onshore and another against Offshore. All How long will it take to get a company registered and access to the CVS system? A company can be registered within 1‐2 days. All How long does it take to get a person registered and verified once company is registered? Once an individual has been registered and an RFV submitted, Bright have a 6hr turnaround time to verify the individual. All If a contractor is only coming to site once do they need to be in CVS? Yes. However, if they were a specialised contractor and it was an urgent trip to site they may be granted dispensation as a once‐off. Contractor Contractor Contractor When do we need to have our contractors registered in the CVS system by? Will I need to keep my people's details up to date in the CVS system? What happens if I don't register my people in the CVS system? Prior to being booked to travel to an Offshore Production facility or entering an Onshore Production facility to commence work. Yes. This is an ongoing requirement for all contract companies. They will not be allowed to enter site. Contractor What happens if one of my employee's are already registered in CVS but for a different role? They only need to be registered in CVS once, but an RFV needs to be submitted for each different position they might perform and they will need to be verified by Bright for each of the positions they are submitted against. Contractor Contractor If my people are already registered in Enable through a different company (e.g. BHP Billiton) do I need to register them again for Woodside? Can I register my people in CVS even if they have not yet been inducted? Yes. Yes. Contractor Is only the iSSoW certificate from Woodside accepted? No. A Woodside iSSoW certificate (with logo and signature), a copy of the 'Learner Progress Records Report' from Skillport or a Woodside iSSoW assessment document (with logo and assessor signature). Contractor Contractor Do I have to resubmit an RFV for a subcontractor if they are already registered with their own company? Is there a list of approved institutions that provide qualifications? No. No. Contractor Contractor How do we submit an RFV for a contractor who has a qualification that pre‐
dates the current requirements? Where do I find the Qualification Variation Form? Submit a Qualification Variation Form to Woodside for this old certification to be approved by the appropriate Technical Authority. In the Enable system it can be found under Document & Reports > Document Library. Contractor Who determines which qualifications are acceptable for a role ‐ particularly when the qualifications were gained outside of Australia? Woodside Technical Authorities and Subject Matter Experts or RTO's. Contractor How do we submit a RFV for a Scaffolder / Crane technician when the Scaffolding Induction requirement can only be met once they are on site? Still working this out. In the meantime, submit a Qualification Variation to WEL to be exempted from not having the Scaffolding Induction completed. Contractor Contractor Is anyone exempt from being registered in CVS? Do qualifications transfer from company to company? You do not need to be registered in CVS if you are visiting site with a Visitors Pass and are therefore escorted for the full duration of the visit. Each contractor will need to be individually entered into CVS for each company they are performing work for. Contractor If I go to another site to perform work for Woodside (e.g. a Cameron site) do I need to be registered in CVS? No. A contractor individual only needs to be registered in CVS if they are going to be performing work on a Woodside Production facility. Contractor Do I need to upload the whole 19 page registration form into CVS when I submit an RFV? No. This form is used to gather the information that is required to register an individual in the system. You use this form to enter the information into CVS and then upload the certificates/qualifications that are requested. Contractor When in the CVS system (Enable) go to Documents & Reports > Positions and Competencies and search under Onshore or Offshore and the qualification section to view positions and their mandatory qualifications. Contractor How do I find the correct position and qualifications to match my contractors? How do I complete the New Vendor Set Up form? I don't know what our vendor number is or where to find this information. Contractor When in the CVS system (Enable) site I can only choose the option of registering employees against onshore. How do I get access to register against offshore? If your company has a contract with Woodside to provide employees to work offshore then you need to contact Bright and request to be set up against offshore as well as onshore. Contractor Can you confirm that CVS registration is required for all contractors working on site? Does this include kitchen and cleaning staff? Yes. All contractors who enter and work on any of the Production facilities which include KGP, Pluto, KBSF and all offshore facilities need to be registered in the CVS system. Contractor If you do not already know your vendor number you do not need to complete this on the form. It is a specific maritime medical that individuals in marine positions are required to have as governed by AMSA. It is only a mandatory requirement for certain marine positions in the CVS system. Please complete the FFW ‐ General section and upload a medical declaration if you’re not registering anyone against a marine position. Contractor What does AMSA certificate of medical fitness mean? Is an IRATA Rope Access certificate acceptable in place of a Working at Heights certificate? Yes. Contractor What do I do when a Request for Verification (RFV) has been rejected by Bright because the individual doesn't have the correct qualification. Ask for clarification from Bright as to why it was rejected and proceed with completing a Qualification Variation Form and once complete upload against the qualification that was rejected. If you require more clarification then email [email protected] who will be able to what the next steps are to progress the registration. Contractor Woodside Once a Request for Verification (RFV) has been submitted and approved, how long until it expires? Does the Production HSE Induction status get reflected in the CVS system? The RFV itself doesn't actually expire, only the qualifications with an expiry date will expire. If a new/updated qualification is not uploaded before the expiry date then the whole RFV will expire and the individual will not be allowed back on site. No. Will be reflected in the site access systems for Onshore and Offshore i.e. EBI and VPOB. Woodside Woodside Woodside Will there be a grace period for people that come to site without being registered? Is Fitness for Work included in CVS? When will CVS interface with IFAP? There will be a potential for dispensation but this will be dependent on OIM or Facility/Asset Manager to approve on a case by case basis. No. Not possible/feasible at present. Woodside RA's / TFP's only Where can I access stats on the CVS status of people booked to visit my facility and how do I get it? DRIMS at present, future will be a BI report but CMS etc reporting structures not ready for this yet Woodside RA's / TFP's only How often should I check the CVS status of people booked to visit my facility? Recommend weekly and after any large batch of flights requests have been actioned/booked by CWT for them. Woodside RA's / TFP's only What information is relevant to me in the CVS status spreadsheet? Select your asset in the filter and click the “Refresh” button. (e.g. the aviation group can use the options to view All Production assets or facilities tied to certain Heliports. Probably of little use to check‐in staff (QANTAS, Heliport staff) to use this as they are more focussed on the check in, last minute dispensation process.) Woodside RA's / TFP's only What should I do if there are entries flagged out as Missing ‐ i.e. not verified in Contact the Woodside contract representative that requested the travel for that contractor so they can follow it up with the contractor organisation CVS? directly. Woodside RA's / TFP's only What is the role of the Travel Focal Point / Resource Analyst with regard to CVS? They need to check that each person they are booking for travel are registered in CVS. If not, they need to let the Woodside contract representative that requested the travel for that contractor know so they can follow it up with the contractor organisation directly. The TFP/RA is not expected to contact the contract organisation themselves. Woodside RA's / TFP's only Will CVS interface with IAR? Not yet as IAR is not stable enough at the moment.