About Contractor Safety Management

Whitehaven Coal has introduced an online system to manage the safety and compliance of contractors and their employees working on our sites.

At Whitehaven Coal, the health and safety of people on our sites is our priority. We’ve implemented an online contractor safety management system to categorise and manage contractors based on their work on our sites. The system will reduce risk and improve safety as part of our shared Work Health and Safety duty of care with contractors.

How does the system work?

All contracting companies working on our sites must first register in the Whitehaven Coal Contractor Management System. Companies must then register their employees who’ll work on our sites, and ensure they have the correct inductions.

To register, you’ll provide company details and important supporting documents like insurances and licences. You may also need to submit information on your Safety Management System (SMS) for review.

After your company is registered in the system, you will also register your workers, book their inductions, and order their site access cards.

Pegasus

Pegasus connects a competent workforce. They manage the Contractor Management System on behalf of Whitehaven Coal.

Pegasus_Logo_FINAL

The complete Pegasus workforce management solution:

  • provides immediate access to data on the workforce
  • manages all training and inductions
  • administers compliance and pre-qualification documents
  • manages the qualifications and competency, including licences and medicals, of all workers on a project
  • awards accreditation upon successful completion of inductions and assessments
  • provides tools for audit, investigation and inspection of businesses and workers
  • offers online and call centre support
  • manages contractor performance over term of their contract

Visit pegasus.net.au

The Registration Process

The Whitehaven Contractor Management process is completed in two parts: company registration and worker registration and induction bookings.

We suggest you read through the steps before you get started, and allow yourself time to source and upload the information needed to register. A nominated administrator from your business will be required to complete the steps below.

User guides with screenshots can be found on the Documents & FAQs page.

New to Pegasus and Contractor Management with Whitehaven? Follow the instructions below to register:

Step 1: BUSINESS REGISTRATION (CLICK TO EXPAND) +

Step 1 > Register a user name and password

The Whitehaven Contractor Management System to register your business can be found by selecting the button below.

Start by entering a user name of your choosing, plus your email address and a password. You’ll be emailed confirmation.

Step 2 > Register business details and answer profile questions

Using your new details, login to the Whitehaven Contractor Management System.

Follow the process to register your business by answering profile questions and selecting the insurances and licences you can supply to support your registration.

Step 3 > Pay for registration

The costs outlined below are determined by the complexity and verification needed for your business registration.

    • Class A contractors: $150 + GST every 3 years + $100 every year.  Year 1 total cost: $250 + GST.
    • Class B contractors – $350 + GST every 3 years + $100 every year. Year 1 total cost: $450 + GST.
    • Class C contractors – $450 + GST every 3 years + $100 every year. Year 1 total cost: $550 + GST.
    • Subcontractors – $100 + GST every year

Step 4 > Upload insurances and licences

You will be prompted to upload copies of the licences and insurances you selected in step 2 for verification. Depending on the work your business does, you’ll be prompted to upload the following:

Step 5 > Complete a Safety Management System (SMS) review if required, and finalise registration

The final step for company registration is to successfully complete a SMS review, an independent desktop audit of your Work Health and Safety documents by a qualified WHS professional. The documents you’ll be asked to upload in the system for your SMS review depend on your category and may include, but are not limited to:

– WHS / OHS Policy

– Environmental Policy

– Risk Management Procedures

– Systems of Work process including incident management

– Drug and Alcohol management

– Emergency management

– Training procedures including induction management

– Sub-Contractor Management (if applicable)

– Continual improvement processes

More information about SMS reviews can be found on the Documents & FAQ’s page.

On successful review and document verification, you will be emailed that your company registration is complete.

To complete your registration, you will next register your workers, purchase their site access cards, and book their inductions.

Step 2: WORKER REGISTRATION & INDUCTION BOOKINGS (CLICK TO EXPAND) +

Step 1 > Login to manage workers

On successful business registration, you will be invited to login to the system to manage your workers. Please click the link and login to this system using the details in the email sent by Pegasus/Onsite Track Easy.

Step 2 > Add workers

Once logged in, start by selecting Manage Roles and then Add New Employee. From here, enter and save their personal contact details, address, phone and email.

Step 3 > Choose roles, upload documents and book training

Select roles for your workers based on their site and the job they’ve been recruited for.

Your role selections determine the competency documents (medicals, induction documents, trade licenses, letters of competency) you’ll upload to prove your worker’s qualifications to perform the chosen role.

You will also book inductions based on the worker’s site and role:

+ Whitehaven Coal Generic Induction

+ Whitehaven Coal Open Cut Induction

+ Narrabri Surface

+ Narrabri Underground

NB if a worker has been given a training plan for Open Cut sites, you must select a training plan role and their primary role.

Step 4 > Pay for registration and training

Pay for your worker’s registration and training and order their access ID cards to work for Whitehaven. The costs below include induction bookings unless otherwise stated.

First year contractor registration: $80 + GST (including card)

Annual subscription renewal: $35 + GST annual

Replacement access ID card: $10 + GST

Training costs (valid for three years)

+ Whitehaven Coal Generic Induction – included in registration and renewal cost

+ Whitehaven Coal Open Cut Induction – included in registration and renewal cost

+ Narrabri Underground: $25 + GST

Validation

Pegasus will validate the information you’ve supplied during worker registration. Upon approval and the completion of training, roles will be applied to your worker’s profile and their access ID cards distributed to work for Whitehaven.

You may also wish to invite your registered employees to the Worker Portal, where they can manage their own compliance. Simply select the Invite Employee option from their profile once you’ve registered them. Visit the Worker Portal page for more information.

It’s important that you keep your company and worker’s details up to date. You’ll be emailed if any documents are expiring so you can update them in the system.

Already have a Pegasus account in the Whitehaven Contractor Management System? Follow the instructions below to manage your compliance:

You can access the system from Pegasus Gateway.

Simply use your Pegasus details to login. You will see the Whitehaven tile to select and access the system, where your company and worker information will be available – select Manage Companies, or Manage Employees.

Now, when you need to access the Whitehaven Contractor Management System to manage your compliance, you only need to login to Pegasus Gateway and click the Whitehaven tile.

We suggest you save Pegasus Gateway to your bookmarks for easy access > login.poweredbyonsite.com

Click for resources to help you set up a Gateway account.

(If you don’t see the Whitehaven tile on your Pegasus Gateway dashboard, click ADD, select the Whitehaven tile and login to add it to your dashboard.)

Documents & FAQs

System User Guides

Contractor Documents

Helpful Resources

On 1 March 2021, an updated contractor pre-qualification questionnaire was made available, and all current WHC contracting companies are required to re-complete the questionnaire (re-profile) and upload contractor engagement documentation. The deadline to complete this process was 31 March 2021.

This Knowledge Base includes steps to help an administrator check company compliance, search for and edit employees, run reports on competencies or work hours, and create users, among other helpful tips. This process can be completed in Onsite, the Pegasus software that powers the Whitehaven Contractor Management System.

The Business Rules specify the requirements of the documents you upload in the system. Ensuring your documents meet these requirements will save time and have you approved faster.

Complete and return this form if you have a new worker who is already registered to a different company in the system, and you need them added to your company. Workers can be removed from your company by an administrator directly in the system. Instructions on how to complete this process are available under the End Employment sub-heading of this page: https://kb.pegasus.net.au/display/OCCS/Person

The SMS Knowledge Base is a resource, divided into categories, that explains and gives context to the types of documents you’re being asked to supply in your SMS review.

Frequently Asked Questions

Please click to expand the Frequently Asked Questions below.

Companies

How do I register to work for Whitehaven Coal?

Visit the Registration Process page for details about how to register. You start by registering your business, and on successful business registration, you will be invited to register your workers to access site.

What benefit does the online contractor management system have for my company and workers?

The system is your key for working with Whitehaven. It ensures your company is registered and your workers are safe and qualified to be on our sites, reducing risk.

How much does company registration cost?

The cost of company registration and document verification depends on the category of work you do on our sites. The costs outlined below are determined by the complexity and verification needed for your registration.

  • Class A contractors: $150 + GST every 3 years + $100 every year.  Year 1 total cost: $250 + GST
  • Class B contractors – $350 + GST every 3 years + $100 every year. Year 1 total cost: $450 + GST
  • Class C contractors – $450 + GST every 3 years + $100 every year. Year 1 total cost: $550 + GST
  • Subcontractors – $100 + GST every year

Can I fast track an application?

Yes, Pegasus offers an escalation procedure.

Pegasus understands that there are times when you’ll need your data application or access ID cards to be processed faster than our standard delivery time of two working days.

Click to review the Data Escalation Policy.

What’s a Safety Management System review?

A Safety Management System (SMS) review is an independent desktop audit of your Work Health and Safety documents completed by a qualified WHS professional. The review will compare your information against legal and industry requirements to ensure your systems are meeting these obligations. You’ll be contacted when the SMS review is complete and you are compliant in the system. If you do not pass the SMS review, we’ll send you a corrective action report detailing the action we can help you take to become compliant. You will not be compliant unless your SMS has been approved.

The documents you’ll be asked to upload in the system depend on your category and may include, but are not limited to:

  • WHS / OHS Policy
  • Environmental Policy
  • Risk Management Procedures
  • Systems of Work process including incident management
  • Drug and Alcohol management
  • Emergency management
  • Training procedures including induction management
  • Sub-Contractor Management (if applicable)
  • Continual improvement processes

Resources to help you

To help you complete this important process, please review the Pegasus SMS Knowledge Base.

What is the SMS Knowledge Base?

The SMS Knowledge Base is a resource, divided into categories, that explains and gives context to the types of documents you’re being asked to supply in your SMS review.

Clicking to open a category will give you more details about what to supply, with examples of the types of policies, reports or charts that you will need to upload as evidence. It’s important to remember that anything you provide must relate specifically to your business, and  incomplete templates will not be accepted.

Useful links to help you with your SMS review:

Can I get a refund?

Payments made to Pegasus for the verification of uploaded insurances and licenses and the review of safety management system documents are final. Under no circumstances will a refund of fees be granted after the document verification process has begun. Please refer to the terms and conditions for more details.

How long is company registration valid for?

Registration is currently valid for one year.

How often do I need to provide my company insurances and licenses?

You only need to provide licenses and insurances relevant to the work you do on our sites. These are collected when you register through the contractor portal. When they are due to expire, you’ll be emailed a reminder that renewal is due and asked to provide updated policies or licences.

If your company changes the type of work you do for Whitehaven Coal, you may need to provide additional documentation. You must ensure your insurances and licenses are kept current in the system so your company remains compliant. There is no charge for keeping insurance and licenses up to date.

Workers

How do I complete a Whitehaven site induction?

All site inductions are booked online in the Contractor Management System, Once a company is registered, a company administrator will enter the worker’s details and upload a passport sized photo so they can enrol the worker in the induction. The administrator will then give the worker details of the place and time of each induction. At the successful completion of the induction, workers are given contractor cards at site.

How much does worker registration and inductions cost?

The costs below include induction bookings unless otherwise stated.

First year contractor registration: $80 + GST (including card)

Annual subscription renewal: $35 + GST annual

Replacement access ID card: $10 + GST

Training costs (valid for three years)

+ Whitehaven Coal Generic Induction – included in registration and renewal cost

+ Whitehaven Coal Open Cut Induction – included in registration and renewal cost

+ Narrabri Underground: $25 + GST

NB if a worker has been given a training plan for Open Cut sites, you must select a training plan role and their primary role.

How do I get a replacement contractor card?

Replacement cards are ordered through the system and cost $10 + GST per card.

How long is my induction valid for?

Inductions are currently valid for three years.