3D SAFETY PLANT SECTION Section.pdf · Page | 3 1.4. Fill in the required information from the fields for Type, Make, Model, Manufacture year, etc. Mandatory fields are marked by

3D SAFETY

PLANT SECTION

3D Safety

PO Box 650 Botany NSW 1455

T: 1300 663 195 | F: 1300 663 495 | www.3dsafety.com.au

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1. PLANT SECTION

Contents 1. ADD NEW PLANT TO YOUR SYSTEM 2. MANAGE LISTS > Plant Depot 3. SORTING AND EXPORTING 4. UPLOAD DOCUMENTS & IMAGES 5. YOUR INTERNAL REVIEW OF PLANT 6. ALLOCATE PLANT TO PROJECT 7. PRINCIPAL CONTRACTOR REVIEW OF PLANT 8. ARCHIVED ATTACHMENTS 9. DELETING PLANT ITEMS

1. ADD NEW PLANT TO YOUR SYSTEM 1.1. Login to your 3D Safety System

1.2. Go to Plant My Plant OR click on the Plant button

1.3. Use the SEARCH fields to find a specific plant record or click to add one.

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1.4. Fill in the required information from the fields for Type, Make, Model, Manufacture year, etc. Mandatory fields are marked by a red bar. Fuel type is required for environmental reporting.

1.5. Click

1.6. If you haven’t uploaded any documentation then, in your Plant list, your new plant item will

appear with the status

1.7. Click the red edit to edit any plant information and click save to finalise

1.8. In the Plant list click on the plant type to open the plant record. As a visual aid, the line of the record you are about to select turns red.

1.9. To upload documents, click the clipboard icon to then choose the document from your computer (see step 3 below for further instructions).

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2. MANAGE LISTS > PLANT DEPOT 2.1. If you have multiple plant depots you would like to assign to your plant items, go to the Admin

tab and select Company Lists

2.2. Select Add New Item

2.3. Click into New item

2.4. Enter new depot and click save

2.5. Add the depot to you plant item with the edit function.

2.6. See it on your plat overview page.

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3. SORTING AND EXPORTING 3.1. The Plant list page can be sorted by clicking on the column headers (such as Type or Make

or Model)

3.2. You can search for plant by using the search fields at the top of the page

3.3. You can export the list to a CSV Excel file or print. Simply select either option at the bottom of the page.

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4. UPLOAD DOCUMENTS AND IMAGES 4.1. In the Plant list, click on the plant type to open the plant record. As a visual aid, the line of the

record you are about to select turns red.

4.2. Select the Current attachments tab – this is where you must upload your current plant compliance documentation

4.3. To add a document, click on the clipboard icon.

4.4. Select to locate the saved document on your computer (1). Once selected, the name of the document will appear to the right of the Choose File button

4.5. Enter the description in the text box provided (2)

4.6. Click “Upload Document” (3)

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4.7. PDF Documents If a PDF is one (1) page in length it is converted to an image to give you a crop option. After clicking Upload Document - the document will appear on the screen for you to review and crop. Click Save to complete the uploading process. Otherwise, if the PDF is more than one page, it gets uploaded as is without the crop option.

4.8. You can also upload Optional Attachments by clicking in to the -- Select an additional document -- dropdown field.

4.9. Simply start by typing the name of the document you need to upload as an Optional Attachment and then click on the name

4.10. Once uploaded, the document name be a blue link with a green tick next to the left of it

4.11. A grey document name means there is nothing uploaded to that document field:

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4.12. Once uploaded, your document will be changed to a status (which is for your internal review – see step 4 below for further instructions on this process)

4.13. Upload images of your plant by clicking on the Upload Image/s button on the top right of the plant details page, choose the image from your computer and then “Upload”

NOTES: 4.14. Open an attachment. Click on the blue document name to view the attachment:

4.15. Quick information. If you hover the cursor over a document name an information box will appear:

4.16. Superseded documents or documents you replace. Your documents are automatically saved to the Archived Attachments tab whenever you input documents into the Current Attachments tab.

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5. INTERNAL REVIEW OF PLANT

5.1. Once you have entered all plant compliance documents, you will see next to each attachment. At this point, you should approve all compliance documentation internally. By doing so your administrators, with the relevant User Permissions, will receive expiry notifications by email:

5.2. The statuses in the My Audit will change from to or after your

review, and when expired. The plant status in Project Audit will change when the Principal Contractor audits your documents.

5.3. To review the plant item document, click the red pencil icon

5.4. If marking as Accepted, click on Accepted and enter the Valid To date:

5.5. If marking as Rejected, click on Rejected and select the applicable Reason:

5.6. If selecting Other, note there is a 250-character limit 5.7. Some documents have a Not Applicable option 5.8. To finalise the review, click Submit Review

NOTE:

When documents expire, their audit status will change to

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6. ALLOCATE PLANT TO PROJECT 6.1. Your linked client(s) will not be able to see your plant items if they are not Allocated to the

Project To do this, open the plant record. As a visual aid, the line of the record you are about to select turns red.

6.2. Go to the Allocate to Project tab (1) 6.3. Tick the box next to the relevant Project the plant will be going on to (2) 6.4. Select Onsite or Offsite and then click SET (3) 6.5. If applicable, select the “Wet/Dry” status and the “Reporting End Date” (4). When that date is

hit, expiry notifications will no longer be sent or received for that item, on that project.

6.6. The PPID field is only an option for your client, the Principal Contractor

6.7. When you allocate the plant to the project a will appear in the Current Attachments tab for the Project Audit see 4.3 above)

Use the Plant Log SHOW link at the bottom left of the plant review to see the recorded activity history relevant to that record:

NOTE: If you are on more than one project, the Project Audit column will display the worst-case audit. For example, the plant item may be on three (3) projects. Two (2) of those projects will accept the documentation, but, one (1) of those projects rejects the documentation – that

document will then be displayed with a status, despite being by other projects.

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7. PRINCIPAL CONTRACTOR REVIEW OF PLANT

7.1. Your linked client(s) can review plant that you have allocated to the project. 7.2. If a document is incomplete or incorrect, the Principal Contractor will reject the plant. 7.3. You will receive an email notification if your username is set accordingly.

7.4. You will also see the tag populated in the Project Audit column within the plant record.

7.5. The Plant Log (click Show to display the history) will also display the Who/What/Why regarding the rejected document:

7.6. When the Principal accepts the plant then the Project Audit field will show the

7.7. The System Administrator with the relevant User Permissions will get an email notification of rejected items only. The email looks like this:

7.8. If you need to provide corrected or additional information for the Principal Contractor, you can: 7.9. Edit current attachments by clicking on the clipboard icon to upload a new/correct

document; 7.10. Attach another type of document by using the Optional Attachment section to select and

upload the required document; and/or click on the red pencil icon to review internally. NOTE: If you are on more than one project, the Project Audit column will display the worst-case audit. See the NOTE above on page 10 for an example.

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8. ARCHIVED ATTACHMENTS 8.1. Your documents, when uploaded to the Current Attachments tab are also automatically saved

into the Archived Attachment tab:

8.2. To view these, go to the Archived Attachments tab and: 8.3. Tick the box for the correlating document to view the uploaded file; 8.4. Type the name in and click search to find and view the uploaded file; or 8.5. Click search to view all uploaded attachments.

8.6. Simply click on the blue link for the document name to view/download the attachment:

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9. ARCHIVE OR DELETE PLANT ITEMS 9.1. Only the Company Administrator can remove a plant item 9.2. Select the Admin tab 9.3. Tick the box for I want to Close this Plant Item and click the red Close this plant item button

9.4. DELETE If you have NEVER reviewed any attachments relating to this plant item (it will still be showing

as on all attachments) then closing this plant item will delete it completely. This means you will not be able to retrieve it.

9.5. ARCHIVE If you have reviewed any or all attachments relating to this plant item (status will show as

or or then closing this plant item will archive it. This means you will be able to retrieve it (see below for how).

9.6. You will be returned to the Plant list and will see the confirmation

9.7. To view archived plant in your Plant list tick the box for Show Archived Plant:

9.8. To unarchive the plant, click on the red EDIT to the left of the item in the Plant list

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9.9. Review the information, as needed, and click SAVE

9.10. The plant item will now be in the Plant list – click on the plant type to open the plant record so you can upload any updated documents

NOTES:

If you close a plant item, you will not be able to maintain and upload records for it. You will have read only access.

You cannot delete an attachment(s). You can upload a new one to replace it, and the old upload will go into the Archive.