A cloud-based platform to enhance performance in procurement and on-boarding times, Passport 360 allows for improved visibility with regard to compliance, time, safety, and risk management, resulting in increased productivity. This benefit is a safer and more productive workplace. In addition, simplified and accessible systems allow for greater participation from all stakeholders. The main aim of Passport 360 is to improve overall organisational efficiency from the moment the first contractor is engaged, all the way to the end of a project’s lifecycle.
“Our solution ensures transparency, productivity, and efficiency within the procurement and on-boarding process,” explains Siobhan Whitehead, director and cofounder of Passport 360. “We aim to change and improve processes by applying technology that results in better and more sustainable outcomes for all our clients and stakeholders.”
Online automation and mobility
The system is a pioneering health and safety platform that allows organisations to optimise their administration and compliance requirements in an integrated online environment.
For example, Kumba Iron Ore in the Northern Cape used Passport 360 to replace paper-based systems and processes with online automation and mobility. One of the largest opencast mines in South Africa, Kumba manages some 600 contractors and employs over 8000 workers.
The paper-based process adopted traditionally by Kumba was not only drawn-out and tedious, but resulted in costly delays and inefficiencies. The resultant inconsistent standards and requirements across all sites caused much confusion, duplication and cost inflation, not to mention added risk. “Kumba’s operations called for constant monitoring of compliance in real-time, with the added benefit of readily-accessible information in the event of any incident,” elaborates Whitehead.
Streamlined contractor management
The mining giant subsequently implemented the solution to streamline and improve its contractor on-boarding times, resulting in significant cost savings. The solution was rolled out at four sites, namely Kolomela, Sishen, Saldanha Bay, and Kumba Iron Ore Head Office.
“We met with Kumba to assess its requirements for contractor management, which allowed us to customise an online solution for its specific requirements,” outlines Simon Warne, system Architect and co-founder of Passport 360.
The system integrates four elements:
1. Individual compliance, including an online profile for every person on-site, accessible via a QR code.
2. Service provider profiles, including vendor prequalification and a star rating system.
3. Plant and equipment in terms of tracking and monitoring.
The system spans across all four of these elements via the step-by-step activation wizard, which allows users to set and manage their procurement and compliance requirements with consummate ease. All necessary documentation can be uploaded by service providers, linking employees, tools, and equipment to form a cohesive online contractor information pack.
The service provider package assists in speeding up the on-boarding process, and also optimises client engagement and interaction. Online safety packs replace the need to submit hard-copy safety files to clients for every new project.
Company documentation can be uploaded and stored for perusal and validation. Site personnel are then able to view the contractor packs in advance, flagging any discrepancies before problems arise. In addition, the Passport 360 app gives clients full mobility, allowing for easy approvals and uploads in the field.
Whitehead points out that, apart from service providers and corporates, individuals can also create free profiles in order to manage their own compliance records, ensuring a perfect fit with client requirements, which facilitates speedy project completion. “Our system is intuitive and easy to understand to assist individuals secure contract work in the shortest possible time,” she concludes.
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