Complyworks

FAQ
 
 
 
 
 
 

FAQ

Frequently Asked Questions

What value do I get from ComplyWorks?

ComplyWorks enables employers, contractors and workers to use relevant compliance to build mutually beneficial relationships that provide value to everyone.

Employers - ComplyWorks lets you apply your industry standards with best practices and compliance requirements universally across all business disciplines, and then communicate your policies and practices to your prequalified contractors.

Contractors - ComplyWorks enables you to demonstrate your ability to meet employers; compliance requirements - in real time - and get more work by allowing any number of employers to see your compliance profile.

Workers - ComplyWorks lets you quickly learn what requirements Employers want you to have to work for them.  Upload requisite certification documents and other qualification information to meet the employers' job site requirements, and receive alerts and notification in advance of when your qualifications need to be refreshed.

What is my password?

ComplyWorks staff has no means of determining a user's password for privacy reasons.  The most we can do is reset it if requested by the account administrator.  There is a "Forgot Password" link on the log on page. Clicking on this will send a link to your email address; this is where you can request a new password.

How do I upload documents?

There are two options to upload documents:

1.  Go to the "Required Documents Page" click the box for each document you wish to upload and then click on the "Print the Cover Pages" button.  You will then print a cover sheet with the title of the document, a large bar code and a fax number 403-444-2061.  Place the corresponding document with its cover sheet and fax it to the number.

2.  For PDF files only- if you have an electronic version of a file in PDF, you can upload it by clicking on the "Alternate PDF Upload" link.  Click on Browse to find your electronic version of the document that you wish to submit.  Click on Upload when you have found the correct document.  Please note: PDF files can only be non-encrypted and non-scanned with a maximum file size of 500,000 bytes.

What is the Canadian HSE Registry?

The Canadian HSE Registry is a product owned by ComplyWorks Ltd. Incorporated in March of 2004, Canadian HSE Registry Ltd. was founded in cooperation with the Canadian Oil & Gas Industry.  We work across Canada and Internationally to manage the HSE pre-qualification process, improve contractor relationships, mitigate risk, and monitor and improve health, safety, and environmental indicators.  We are an organization that collects and manages contractor compliance information required by Employers throughout the lifecycle of the project engagement.  Our cooperative approach and flexible electronic registry accommodate Employers' needs to utilize their regulatory and industry defined standard requirements while successfully meeting each Employer's unique company requirements.  Our local Customer Service Team works diligently with Contractors to help them understand and meet the increasing and changing needs of all Employers.  Our leadership in the Canadian marketplace allows us to work with our clients to continually improve the safety performance, processes and compliancy for the Canadian industry

What is an IRP 16?

Industry Recommended Practice (IRP) Volume #16 is a "Basic Safety Awareness Training Program" developed by Enform.  It identifies an industry standard for Basic Safety Awareness Training in the upstream petroleum industry. Companies use this document to build an in-house training session to ensure that all new hires receive the same basic safety training.

How did you get my name?

Most Employing companies use us to maintain a "Preferred Contractor" list.  At one time you would have worked for "XYZ Company", therefore you are on their vendor list and that is the list of contractors which the Company would have given us. The employing company considers you a "Preferred Contractor".<

What is an industry code and where do I find it?

An industry code is a number associated to your industry as defined by WCB.  Your industry code is located on your WCB Employee Premium Rate Statement or if you have a valid COR/SECOR it would be located on that certificate.

What is a Rate Statement? (It is actually called a Premium Rate Statement)

A premium rate statement advises you of discounts or surcharges to your industry rate.  The rate sheet is a document from WCB that indicates your average industry rate and your premium.

How do my workers do the orientation that "XYZ Company" has asked them to do?

To complete an orientation, workers must:
  ·  Go to www.complyworks.com and click on Orientations (left hand side)
  ·  Enter their full name, access code and 4 digit security code
  ·  Click on next
  Please note: access codes are provided to your administrator.

How can I tell if my profile is ok?

There are a couple of ways to check if your profile is ok.

  1. In your profile Click on Clients (Located at top of page) this is your Compliance Matrix; it lets you know how you appear to each of your employing companies. If you are showing Medium or High Risk you can click "explain" for more information.
  2. Or click on "Review" (left hand side/menu board)-"View Published Data" this will take you to Safety Summary (second tab) which is a snap shot of your questionnaire, also "Status Flags" (third tab) which shows your TRIF as well as your WCB,Insurance, Safety Program & Cor/SeCor.

How can I tell if my documents are uploaded?

You can go to "Required Documents" (located left hand side) when you scroll down to the list of documents the documents that have been uploaded are in Bold blue print, also going back to Safety Summary you can click on your documents there to view them.

Can I give you my credit card number over the phone?

ComplyWorks does accept credit card information over the telephone.  However, for Visa, MasterCard and Discover credit cards we must ask for the 3-digit number on the back and for the American Express credit card we must ask for the 4-digit number on the front, in order to process the payment on your behalf.  It is now mandatory to provide this code when the cardholder is not present in person.  If you are not comfortable in providing us with that information then we suggest that you log on to your profile and fill out your credit card information yourself.

INTERNET SECURE is a secure site which  ComplyWorks utilizes to enable our customers safe and secure online credit card purchases.

What does the Employing Company see?

Each Employer looks for different data.  They can view ALL of your safety data, including your uploaded documents.

How do I add an employing company?

You cannot add an employing company, they add you.

How much is a membership?

Annual Contractor memberships:
Contractor - Ten Employees or Less ($389 +GST per year)
Contractor - More than Ten Employees ($689 + GST per year)
Contractor - Ten Employees or less, with Alerts & Notifications ($489 + GST per year)
Contractor - More than Ten Employees, with Alerts & Notifications ($989 + GST per year)

Annual Employer membership fees can be obtained by contacting our sales department: sales@complyworks.com

Who are the Employing Companies that are using the Canadian HSE Registry?

The Canadian HSE Registry is a product of ComplyWorks Ltd. to view a list of Employing Companies that are with the Canadian HSE Registry, log on to your account and click on "Home" then "Your Potential Clients".

Why did the membership price go up?

Our fees have not increased for five years, with the cost of living and the growth of the company we felt it necessary to increase our fees. We base the price on the same scale as a COR or SECOR which gives the smaller companies a bit of a break.

My administrator has left our Company, how do I change them?

In order to change the administrator, we need something in writing from a manager or signing officer of the company asking us to remove the old administrator and replacing that person with a new administrator; we will need that person's name & email address.  We will then set that new person up and email them their logon information.

What is a TRIF?

TRIF is Total Recordable Injury Frequency, a calculation that is used to judge how your incidents relate to your number of employees.  The calculation that is used is: (# of Total Recordable Incidents) x 200,000 person hours) / # of person hours worked in year

How do I list my recordable incidents?

MEDICAL AID - case is any injury that involves neither lost workdays nor restricted workdays but which requires treatment by a physician or other medical professional. Medical treatment does not include first aid treatment (one-time treatment and subsequent observation of minor scratches, cuts, burns, splinters, and so forth, which do not ordinarily require medical care) even though provided by a physician or other registered professional medical personnel. CAPP describes a medical treatment as the management and care of a patient for the purpose of managing an injury. The following examples are generally considered to be medical treatment:

If a worker loses consciousness as the result of a work-related exposure or injury, the case is at minimum a medical treatment case regardless of what type of treatment was provided.

RESTRICTED WORK CASE - results when an employee was assigned to another job on a temporary basis or worked at a permanent job less than full time, or the employee worked at his or her permanently assigned job but could not perform all the duties normally connected with it. The emphasis is on the employee's inability to perform normal job duties over a normal work shift.

LOST TIME INJURY CASE - results when an employee would have worked but could not because of the job related injury. Lost Time injuries affect the employee beyond the day of the injury. Lost time injuries include fatalities, permanent total disabilities, plus lost workday cases resulting from work-related injuries. A work related injury is any cut, fracture, sprain, amputation, loss of consciousness, etc. which results from an exposure involving a single event (or a number of linked events close together in time) in the work environment. Injuries are caused by essentially INSTANTANEOUS events; "instantaneous" means "a snap of the fingers". Note that conditions resulting from animal or insect bite or from one-time exposures to chemicals are considered to be injuries. Work-related events, including overexertion that aggravates a pre-existing condition, are deemed to be injuries.

FATALITY - is a death resulting from a work-related injury (CAPP).  List any fatalities that are ascribed to the workplace.  For fatalities only, you must record them as both a fatality and a lost time case.  This is the only instance in which you would score one incident in more than one area.

* Please note that if someone has one event that results in the worker going to a doctor for treatment, missing some days due to the event and also not being able to perform their own duties when they return to work then you would only score this as one Lost Time Case which is considered to be the most serious of the three categories.
** For more information please refer to the CAPP Guide - Reporting of Occupational Injuries June 2008 - http://www.capp.ca/getdoc.aspx?DocId=139847&DT=PDF

How do I get a COR/SECOR?

Once you have established a safety management program you can contact the Certifying Partner for the industry you work in.  They will have instructions on how to apply for a COR or SECOR.  A list of Alberta Certifying Partners can be found at http://www.employment.alberta.ca/SFW/337.html

They are:

Alberta Association for Safety Partnerships (AASP)
Alberta Construction Safety Association (ACSA)
Alberta Corporate Human Resources
Alberta Food Processors Association
Alberta Forest Products Association (AFPA)
Alberta Hotel Safety Association (AHSA)
Alberta Motor Transport Association (AMTA)
Alberta Municipal Health and Safety Association (AMHSA)
Alberta Safety Council (ASC)
Continuing Care Safety Association
ENFORM
Manufacturers' Health & Safety Association (MHSA)
Textile Rental Industry Association
Western Wood Truss Association of Alberta

How will I, as the Safety Manager know that our membership is being kept updated if I am not the administrator? 

For the systems automatic insurance notification and the first day delinquent on WCB both the administrator and main HSE contact are sent an email.  To ensure you have a more accurate picture of any needed updates you should sign up for the Alerts and Notifications module.  This will allow you to list up to 10 email addresses that can be sent notifications but also allow you to know when you fall out of compliance with one of your requesters.

What if I don't track man hours for our company?

It is acceptable to estimate your man hours using the following equation:

One full - time employee working a 40 hour work week, with a paid two week vacation equals an estimated 2000 man hours for one year.