About Contractor Management

Contractors working on certain Visy sites must first be registered in the Visy Contractor Management System.

The online system underscores the Visy commitment to the health, safety and wellbeing of everyone working for us.

It allows contractors to have their business details and required documents (including insurances and licences) uploaded to prove their compliance to work for Visy.

Contractors can also register and book their workers into inductions that they can complete to work for Visy.

The system allows Visy and its contractors to manage a shared duty of care, and ensures they’re included in an exclusive database of preferred suppliers to work for us.

Which sites require registration?

Current sites requiring registration in the Visy Contractor Management System:

New South Wales:

  • Tumut (VP9 & VP10)
  • Smithfield (Paper Mills 3 & 6)

Victoria:

  • Reservoir (VP2)
  • Coolaroo (VP4 & VP5)
  • Coolaroo Cogeneration Plant (WTE)

Queensland:

  • Gibson Island (VP8)

Please check back regularly as more Visy sites are added to the System.

Pegasus

Pegasus connects a competent workforce. They manage the Contractor Management System on behalf of Visy.Pegasus_Logo_RGB_Web copy

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 Visy Contractor Management System process is outlined below.

We suggest you read through the process before starting, and allow yourself time to source and upload your company documents and information.

These sites require registration in the Visy Contractor Management System:

New South Wales:

  • Tumut (VP9 & VP10)
  • Smithfield (Paper Mills 3 & 6)

Victoria:

  • Reservoir (VP2)
  • Coolaroo (VP4 & VP5)
  • Coolaroo Cogeneration Plant (WTE)

Queensland:

  • Gibson Island (VP8)

You can find detailed user guides for the system (with screenshots) on the FAQ’s and Documents page.

The two-step process is detailed below – simply click to expand the sections.

Company registration (click to expand) +

Step 1 > Register a user name and password

The Visy Contractor Management System can be found by clicking Register at the top of the page >>

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

Visy Contractor Management System
Step 2 > Register business details

Using your new details, login to the Visy Contractor Management System by selecting Login at the top of the page >>

You may now follow the process to register your company details by answering profile questions and selecting the insurances and licences you can supply to support your registration. The information you enter here will determine your category and therefore, the cost of your registration.

Step 3 > Pay for registration based on category

You will now be categorised using the information you have provided. The costs depend on category:

Category High Risk: $AU300 + GST for the desktop audit (valid for two years),  $AU100 + GST annual account renewal fee.

SMS 4801 Compliant: $AU100 + GST for compliance verification (valid for two years),  $AU100 + GST annual account renewal fee.

Category Low Risk: $AU100 + GST annual account renewal fee.

Step 4 > Upload documents for verification

You will finally be prompted to upload copies of the licences and insurances you selected earlier in the process for verification.  You’ll be emailed when your documents are verified, or informed of any corrections you must make to finalise company registration. Documents may include but are not limited to:

-Public and Product Liability insurance of $20M for any one occurrence

-Workers Compensation Insurance for Australian companies who pay more than $7,500 in wages

-Personal ​Accident & ​Income Protection Insurance for Australian sole traders

-Expat / Travel insurance for international vendors outside Australia and New Zealand

If applicable, other forms, insurance, or licences such as:

-Motor Vehicle and Plant Insurance

-Marine / Transit Insurance

-High Risk Licencing

-Electrical Licencing

For Self Supervised contractors, ​safety related documentation such as:

-Safe Work Method Statements (SWMS)

-Incident Management Procedures

-Training / Induction Procedures

-Drug and Alcohol Policy

Heavy Haulage Vendors to complete an additional Safe Transport Assessment relating to the Chain of Responsibility (COR) legislation.

To complete your registration, you will next register your employees and book their inductions by following the link in the confirmation email you receive.

Employee registration & induction bookings (click to expand) +

Step 1 > Create your Visy Role Portal account

Following the link you receive in your company registration confirmation, create an account in the Visy Role Management Portal (note, this is a different system than the company registration portal)

Step 2 > Add workers

Now your business is registered, you can login and add your employees in the system! You’ll start by selecting Manage Roles and then Add New Employee. From here you can enter and save their personal contact details, address, phone and email.

Step 3 > Add site and work roles, and book inductions

Click Process next to the worker’s name to Select Sites they’ll be accessing. You must next select at least one site access role (which will begin with the name of the site, e.g. 1. VP2 Reservoir Site Access Role) and one work role for each worker (any role the worker is competent to do on site e.g. Forklift Driver).

For roles which require inductions to be completed, you will be given the option to either upload the completed induction certificate, or to invite your worker to complete the induction online.

Step 4 > Upload documents

Your selections will determine the documents (licences, for example) you’ll upload in the system to prove your worker’s qualifications to perform the chosen role/s, including a photo for their access ID card.

Step 5 > Pay for registration

With training chosen if required, proceed to checkout to pay. Cost (these will be consolidated on the payment page):

Year 1 cost total is $57.50 + GST for:

    • Annual subscription (including competency document verification): $40 + GST
    • Inductions (per person per year): $7.50 + GST
    • Card: $10 + GST

For more information on costs, please view the FAQs.

Pegasus will review the registration and training request, and on approval, you’ll be emailed details about booked training. Your worker’s access ID cards will also be sent.

Visy Tumut contractors:

Visy Tumut site inductions can only be attended after you have registered your workers and they’ve completed the online induction/s above.

Please allow time for your worker’s registration to be verified and for them to complete their online inductions. Once the role application is approved, email tumut.inductions@visy.com.au or call 02 6947 7520 to book the site induction.

It’s important that you keep your details up to date, and you’ll be emailed if any documents are expiring so you can update them in the system. You may also elect to invite your employees to the Visy Worker Portal, which allows them to manage their own profile. Visit the Worker Portal page for more information.

Ongoing system access

Once you have completed both stages to register, the system can be accessed by creating a Pegasus Gateway account, and adding the Visy tile. This allows you to access both parts of the Visy Contractor Management System from one place with one login.

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.

FAQs and Documents

System documents

Visy Industries – National Policies, Procedures and Forms

Training webinar

Step-by-step how to use the Visy Contractor Management System.

Helpful Resources

The Business Rules specify the requirements of the documents you upload in the system (licences, insurances, safety certifications). Ensuring your documents meet these requirements will save time and have you approved faster.

This Knowledge Base includes steps to 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 Visy Contractor Management System.

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

Frequently asked questions

Please click to expand the FAQ below.

How do I know if I need to register my company in the Visy Contractor Management System?

Contractors must be registered in the system to work for Visy – they must register both their business and their staff who will work on Visy sites.

The system ensures you are qualified to perform work on behalf of Visy.

How much does registration and induction booking cost?

Annual registration is for the verification and ongoing registration of a company and its documents in the Contractor Management System.

Category High Risk: $AU300 + GST for the desktop audit (valid for two years),  $AU100 + GST annual account renewal fee.

SMS 4801 Compliant: $AU100 + GST for compliance verification (valid for two years),  $AU100 + GST annual account renewal fee.

Category Low Risk: $AU100 + GST annual account renewal fee.

+

Role Management Portal costs

Year 1 cost total is $57.50 + GST for:

  • Annual subscription (including competency document verification): $40 + GST
  • Inductions (per person per year): $7.50 + GST
  • Card: $10 + GST

Year 2 onwards cost total is $47.50 + GST for:

  • Annual subscription (including competency document verification): $40 + GST
  • Inductions (per person per year): $7.50 + GST

Replacement cards cost $30 + GST per card.

 

What is the timeframe for Pegasus to process my document uploads?

All documentation will be processed within 24-48 hours of submission, please ensure you take this into account when planning work on a Visy site.

Which Visy sites require registration?

Current sites requiring registration in the Visy Contractor Management System:

New South Wales:

  • Tumut (VP9 & VP10)
  • Smithfield (Paper Mills 3 & 6)

Victoria:

  • Reservoir (VP2)
  • Coolaroo (VP4 & VP5)
  • Coolaroo Cogeneration Plant (WTE)

Queensland:

  • Gibson Island (VP8)

What certifications must a company hold to register in the system?

  • Public and Product Liability insurance of $20M for any one occurrence
  • Workers Compensation Insurance for Australian companies who pay more than $7,500 in wages
  • Personal ​Accident & ​Income Protection Insurance for Australian sole traders
  • Expat / Travel insurance for international vendors outside Australia and New Zealand
  • If applicable, other forms, insurance, or licences such as:
    • Motor Vehicle and Plant Insurance
    • Marine / Transit Insurance
    • High Risk Licencing
    • Electrical Licencing

For Self Supervised contractors, ​safety related documentation such as:

  • Safe Work Method Statements (SWMS)
  • Incident Management Procedures
  • Training / Induction Procedures
  • Drug and Alcohol Policy

Heavy Haulage Vendors to complete an additional Safe Transport Assessment relating to the Chain of Responsibility (COR) legislation.

What do I do if I have subcontractors working for Visy?

Visy has a duty of care to ensure all contractors are compliant with work health and safety requirements. If you engage subcontractors to perform work on a Visy site, then those subcontractors should also register to identify their company and employees. Please ensure that any subcontractors you engage follow the process to register  prior to attending a Visy site.

How often do I need to renew my registration?

You will be emailed to follow the process to renew your registration in the system every 12 months.

What benefit does the Contractor Management System have for my company?

Registration ensures you’re qualified to work for Visy and to choose the sites you work on. It allows you to keep all of your business and employee information up to date in one place online, and to update your documents as required.

Who do I contact if I have questions about the Contractor Management System?

You can contact the Pegasus team during business hours on 1300 217 382  or email visy@pegasus.net.au.

Site Access Role Updates – March 2020

In March 2020, Pegasus introduced new functionality to help Visy contractors manage site access requirements.

Workers that previously had roles assigned with either the Previously Inducted or New Worker suffix have been transitioned to the Site Access Role for each of their Visy sites.

For roles which require inductions to be completed, you will be given the option to either upload the completed induction certificate, or to invite your worker to complete the induction online.

Please continue to maintain site access requirements to avoid any site access disruption.