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1 SHEQRETARY© Multi P Consult Tel: 0765636988 004-032015
Our flagship product, SHEQRETARY© will be of great value to
almost any organization’s Health and Safety Compliance
Management.
1.
SHEQRETARY© Document and Record Management System
YOUR Client Site SAFETY
MANAGEMENT
Effectively perform “Contractor’s Pack-” management and compliance
while working on different sites for different companies in different industries.
SHEQRETARY© manages all your Clients’ Site-Requirements, individually on one platform and features:-
Client Site - Administration o Manage Vendor Application documents and requirements.
o Manage Tenders and related documents and requirements. o Documents and Records of Site Work Orders.
Client Site SHE Contractors Pack - Requirement Administration
o Manage the ever-changing requirements per client site as well as per requirement category and reference numbers.
o You can add one or many related document templates to use for
these requirements. o Document, -Status, -Revision Numbers, -Revision Dates, -Control
notes and related information.
o Contact Management of Responsible Client Employees. o Sticky Notes.
o Requirement Matrix for at-a-glance and easy access.
Client Site - SHE Contractors File
o This section is the electronic copy manager of all the documents in the hard copy Contractor’s Safety File
o Scan and attach each item of the hard copy file to this Client Site
section to store, maintain and archive. o This is also a great tool for access to the contractors file from
anywhere in the world, you just need internet access to the server
via VPN. o You can add one or many related documents to the Site
Contractors File for any requirement that you comply with. o Contractors File Matrix for at-a-glance and easy access with filters
for management and control.
2 SHEQRETARY© Multi P Consult Tel: 0765636988 004-032015
Client Site - Incident Administration
o Register all Incidents on the SHEQRETARY© system and administer all related records, documents, images and reports.
o Incident Matrix for at-a-glance and easy access also features the use of filters.
Client Site – Assessment administration
o Build a Library of all types of assessments done on each client site during the time you performed work on their sites.
o Assessment Matrix for at-a-glance and easy access to any
electronic copy of reports, documents, images or record related to any client site assessment and also features the use of filters.
Client Site – Register Administration o Build a Library of all types of register submitted on each client site
during the time you performed work on their sites.
o Register Matrix for at-a-glance and easy access to any electronic copy of register completed at any client site.
o The Registers Matrix also features a filters function to make it easy
to drill down to register types, dates and/or indexed data type.
Client Site – Employee Responsibilities Administration
o The Responsibility Administrator links your employees to the different client sites they work at.
o Responsibilities, Induction Dates, Site Access Numbers, and
Competencies are managed per client site. o Employee Responsibilities Matrix for at-a-glance and easy access to
any electronic copy of Induction documents, images or records
related to any client site and also features the use of filters enabling the management and control of employees on each client
site.
Client Site – Planned Task Observation Administration o The PTO Administrator adds all PTO’s performed on each client site
per date, task, employees and related SOP’s o PTO Matrix for at-a-glance and easy access to any electronic copy of
PTO reports, images or records related to any client site and also
features the use of filters enabling the management and control of PTO’s on each client site.
Client Site – Standard Operating Procedures o The SOP Administrator adds all SOP’s required on each client site
per Machine, Tool, Task, and related work orders. o SOP Matrix for at-a-glance and easy access to any electronic copy
of SOP document, images or records and also features the use of
filters enabling the management and control of SOP’s on each client site.
Document Templates
SHE Document Template Library
o Having access to hundreds of Safety related Document Templates also ensure compliance with health and safety regulations, while
eliminating duplication and loss of hardcopy document templates.
o Easy to personalize these templates with your organization
branding.
o ISO 9001 Document Control guidelines were followed to design these templates.
o Compliance with OHS Act and Mining Safety references and requirements.
3 SHEQRETARY© Multi P Consult Tel: 0765636988 004-032015
Your OWN-Site SAFETY
MANAGEMENT
SHEQRETARY© features the Health & Safety-Plan Management System for all Health and Safety related matters at your own Office- and
Factory- premises.
OWN Site – Premises and Buildings
o The logic layout of this category makes the management of Health and Safety at your own premises easy to comply with
the OHS Act and its Requirements. o This category enables you to manage and control each sub-
category’s Assessments, Appointments, Housekeeping and
Training documents and records. o You have direct access to your organization’s Standards related
to each sub-category of the Premises and Buildings category.
o Buildings, Floors, Grounds, Camps, Lighting, Ventilation, Hygiene, environment, Stacking & Storage, General
Housekeeping, Organisation, Waste Control, Resources,
Demarcated Areas, Catering Facilities, Construction and Contractors, Lifts and Escalators
OWN Site – Machinery and Plant o The layout of all the OWN Site Safety is the same and create a
uniform method of administrating all categories and sub-
categories. o Machinery & Equipment
o Electrical Lockout
o Ladders o Lifting Equipment
o Flame Cutting Equipment o Hazardous Chemical Substances
o Vehicles
o Portable Equipment o Electrical Earth Leakage
o Electrical Installations
o Hand Tools o Motorised Equipment
o PPE
o Noise PPE o Notices & Signs
o Ergonomics
o Catering Equipment
OWN Site Fire Protection and Prevention
o Fire Risks o FPP Signs
o FPP Equipment
o Flammable Material o Fire Fighting Drill
o Security system o Accident Recording
OWN Site - Compliance Assessments Administration
o Premises & Housekeeping Assessments o Contractors and Construction Assessments
o Machinery & Plant Assessments o Fire Protection and Prevention Assessments
o Incident & Accident Investigation and Assessments
4 SHEQRETARY© Multi P Consult Tel: 0765636988 004-032015
ISO 9001 Management System
SHEQRETARY features both the ISO 9001 Standard-based Policy Administrator and the Quality Manual-based Editor to enable your
organisation’s ISO 9001 compliance.
ISO 9001 - Policy Editor
o Enables you to develop your organizations own Quality Policy, related to the ISO 9001 Standard.
o Quality Policy - Paragraph Status and Revision Date
o Attach documents related to each Policy Paragraph.
Quality Assessments Administration o Build a Library of all quality related assessments done on OWN
Site.
o Quality Assessment Matrix for at-a-glance and easy access to any electronic copy of reports, documents, images or record
related to OWN Site Quality assessment and also features the
use of filters.
Quality Appointments Administration o Enables you to keep track of all appointments made that are
related to employees and outside contractors responsible for quality of your product.
o Quality Appointment Matrix for at-a-glance and easy access to
any electronic copy of appointment, documents, images or records related to OWN Site Quality appointment and also
features the use of filters.
SHEQ Manual Editor
o The SHEQ Manual Editor allows you to build your own SHEQ Manual and link the relevant controlled and uncontrolled
documents, procedures, processes, policies, plans, drawings,
images and draft items related to each paragraph. o SHEQ Manual Matrix for at-a-glance and easy access to any
electronic copy of SOP, document, images or records and also
features the use of filters enabling the management and control of the manual and linked documents.
BEE Compliance Requirement Management
BEE Compliance Requirements Administration o The BEE Compliance Requirement Administrator allows you to
build your own BEE Management File and link the relevant requirement with documents that relates to each requirement.
o BEE Compliance Matrix for at-a-glance and easy access to any
electronic copy of document or record and also features the use of filters enabling the management and control of the
linked documents.
BEE Compliance Assessments Administration
o Build a Library of all BEE related assessments done on o BEE Compliance Assessment Matrix for at-a-glance and easy
access to any electronic copy of certificate, assessment report,
document, image or record related to your organisation’s BEE Compliance and also features the use of filters.
5 SHEQRETARY© Multi P Consult Tel: 0765636988 004-032015
Vendor Administration
This section allows you to add, update and maintain your organisation’s supplier’s database.
Added to this is the Vendor Administrator which enables you to add
documents, reports, product info, price lists, images and related records to each vendor.
Business Contact Management
This section allows you to add, update and maintain your organisation’s
Contacts database.
The contacts are also interlinked between Client Sites
Employee Administration
This section allows you to add, update and maintain your organisation’s
employee’s database and gives you access to Issues, tasks, client site responsibilities and competencies.
Included is a PPE Management Tool that allows for control of PPE
Issues.
Business Administration
Business document templates and records of transactions, reports and
lots more can be stored in these sub-sections:-
General Business Administration
Legal Administration
Financial Administration
Contingent Liability Administration
Proprietary Administration
Correspondence Administration
Marketing Administration
Marketing Material Administration
Sales Administration
6 SHEQRETARY© Multi P Consult Tel: 0765636988 004-032015
Issues Manager
This will prove to be an invaluable tool to manage and control safety
related issues.
Project Manager
There is always a project underway and this Project- Administrator/ -Manager rounds off what SHEQRETARY© has to offer and will be to your
advantage to use.
7 SHEQRETARY© Multi P Consult Tel: 0765636988 004-032015
2.
Optional:
Client Computer or Network Installation
Database Setup Location: The SHEQRETARY© Database (Back-End) will be installed on the Client’s Dedicated Network Server to which multiple users can have access via their
personal computers, individually installed Switchboard’s (Front-End)
Client Network required: Office Network - Dedicated Server with multiple users (secured logon)
recommended.
Client Network Server Location: Secure location recommended, On-Site Server, Server Room
LAN Cable or Wi-Fi Connections LAN or Wi-Fi
VPN Licensed Recommended
User Switchboard Setup: Each licensed user will have access to the data via their individually installed User Switchboard (Front-End), which is installed on each user’s desktop computer
and/or laptop. Access to data is limited according to management policy;
Services Personnel; (i.e. Safety Clerk and Field Service Technician) will have limited access.
Management Personnel will have full access.
Please note that by default there are only 2 x types of Switchboards available
as described above.
Number of Licensed
SHEQRETARY© Users:
5 x Licensed Users (Default)
Annual User License Fee is payable in advance.
Software Updates: Ad-Hoc updates of SHEQRETARY© will be made available to users for free.
SHEQRETARY© Version Nr: SHEQRETARY© Ver.2.1.2
Installation - Labour Hours: 5 x Hours for installation
Training: Training for the users is included 2 x sessions of 1 x hour each.
8 SHEQRETARY© Multi P Consult Tel: 0765636988 004-032015
3.
Optional
Virtual Hosted Server Installation:
Virtual Hosting - Custom Server: Hosted Cloud Server - Dedicated Server with multiple users.
(Authenticated logon)
Cloud Server Location: We recommend:- MWEB Business Data Centre.
Connections: VPN connection through internet.
VPN License required: Yes
Other Software Licenses required: MS Office XP Professional, Teamviewer, Security Software.
(not quoted)
Administrator Type & Location: Off-Site. Multi P Consult is the licensed administrator.
Router SP & Type required: Any internet connection to enable VPN connection.
Backup Type & Description: Cloud-based automated online backup services can copy,
compress and encrypt files to be safely stored in a high–
security data centre. Backup service available at additional
cost per backup.
Backup Location: No human intervention is required nor is special hardware or
consumables that are themselves at risk of failure.
Server Capacity: 50Gig Hard Drive, Single Processor
Database Setup Location:
Our SHEQRETARY© Virtual Hosting Custom Package provides the speed, security and stability you need for your
organisation’s SHEQ Management.
How it works
We will install and host the SHEQRETARY© Document
Management System-Database (Back-End) on our Virtual Server (we recommend MWeb Data centre), dedicated to
your organisation’s safety management to which multiple
users can have access via their personal computers, individually installed Switchboard’s (Front-End)
Use the bandwidth, traffic capabilities and security
the data centre provides
The data centre is physically secure and includes sophisticated security and fire protection systems
Back-up generators and uninterrupted power supplies ensure that any power failures do not result in
downtime
Experienced engineers maintain the centre 24 hours a day, 365 days a year
Your organisation’s SHEQRETARY© Database is hosted in the exceptionally secure environment of MWEB Business
Data Centre where it is monitored 24x7.
o Your organisation’s personnel, i.e. Safety Manager, Safety Clerks, Project Manager and Field service staff,
will have access to SHEQRETARY©
9 SHEQRETARY© Multi P Consult Tel: 0765636988 004-032015
User Switchboard Setup: Each licensed user will have access to the data via their individually installed User
Switchboard (Front-End), which is installed on each user’s desktop computer
and/or laptop. Access to data is limited according to management policy;
Services Personnel; (i.e. Safety Clerk and Field Service Technician) will
have limited access.
Management Personnel will have full access.
* Please note that by default there are only 2 x types of Switchboards available as
described above.
Number of Licensed SHEQRETARY© Users: 5 x Licensed Users allocated.
* Annual User License Fee is payable in advance.
Software Updates: Ad-Hoc updates of SHEQRETARY© will be made available to users for free.
SHEQRETARY© Version Nr: SHEQRETARY© Ver.2.1.2
Installation - Labour Hours: 5 x Hours for installation.
Training: Training for the users is included 2 x sessions of 1 x hour each. (Group training for
all users)
Terms and Conditions Terms and conditions apply. Subject to signing a 12 months or 24 month contract.
All prices include VAT. Click here to view full terms and conditions.
The Electronic Document and Record Management System
SHEQRETARY© is a powerful yet cost-effective and very
affordable document control and record keeping management
solution.
+27 (076) 5636988
+27 (0)765636988
Demonstration Video Name Link
SHEQRETARY Safety Manager- Demo 0 https://youtu.be/GloB3DKDpAs
SHEQRETARY Client Site Manager -Demo 02 http://youtu.be/8RQh7K3WwR8
SHEQRETARY Own Site Manager- Demo 2 https://youtu.be/cUJr_9pr8Yo
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