SWMS Module

If you are using this module, there will be a new menu option on the web that provides the ability to create SWMS Templates, Active SWMS and complete SWMS acknowledgements. Active SWMS and the acknowledgements function will also be available on the Engage App. 

Creating a SWMS Template

When you create a new SWMS Template there are a number of fields that you can fill in in advance that will save data entry if you have similar jobs that repeat often. These fields will be automatically populated if you choose to make a new Active SWMS using a particular template.

You can assign your Workers and their applicable job specific responsibilities. 

You can then select the assets that are required for the job, and select whether or not to include the asset PDF as part of your overall SWMS PDF. 

To learn more about adding Assets into Engage, please click here. 

You can also link any applicable Permit information into the SWMS template as needed (this can be edited later once you use a template as a base for your Active SWMS). There are no limits to the number of permits that you can include. 

The SWMS can be linked to any existing SOP(s) loaded into Engage, or you can attach your own separate documents.

To learn more about loading SOP's (Standard Operating Procedures) in Engage, please click here. 

You then create your Task Breakdown, which allows you to mark specific SWMS tasks with applicable information and risks. As you select risks from the risk register, we automatically pick up the controls measures which you can edit / add to as required. 

You can also manually add in additional risks and controls for the specific task as well. 

To learn more about adding risks to the Risk Register, please click here. 

The last step required is a review of all entered information; you will then be able to “generate” the SWMS document that will be branded with your company logo.

This document will be accessible via the web, mobile application and downloadable PDF.

To learn more about adding your company logo into Engage, please click here. 

Once saved, the SWMS template will be available via the Active SWMS menu option. 

Active SWMS

When creating a new Active SWMS, you can choose whether you want to start using a template, or start from scratch. To do this, click on SMWS / Active SWMS / "Create New". 

You can then fill in the rest of the information relating to your Active SWMS, please note any fields marked with a red asterisk are mandatory fields. 

You can View the SWMS for further information, and once the job is complete, you have the ability to make the SWMS inactive to retain any history, but remove it from the active listing page. 

Mobile App

Access to any assigned Active SWMS will also be available via mobile app, note that the SWMS button appears at the very bottom of the home screen; you can swipe up from the home screen to find this. 

If you come across a new risk for any particular Active SWMS, you can mark this by clicking View against a SWMS, then clicking on the 'Add Risk' button and filling in the form. Note that any fields marked with a red asterisk are mandatory fields. Once you submit your new risk, workers will need to acknowledge this change has been added. 

Acknowledgements

If the SWMS is edited / updated while active, the changes will be displayed in a Change Log, and we send email / data notifications of the changes to all linked personnel with an acknowledgement button which proves they have seen and read the changes made to the SWMS. 

Users have the ability to acknowledge on the Web by clicking on SWMS / Assigned SWMS, or via the app by clicking on SWMS then the paper airplane icon in the top right hand corner of the screen. 

There is an acknowledgement report available by Viewing the Active SWMS that will show you when each employee has acknowledged the latest changes. Each time the SWMS gets changed it will be allocated a new version number, the Acknowledgements tab will let you know which version each employee is up to with regards to their acknowledgements. The Change Log also summarises the acknowledgements too. 

If you have any other queries about the SWMS module or any other areas of Engage, please contact support@engagesolutions.co.nz and we will get back to you as soon as we can.