Contractor Management
Monash University Malaysia's contractor management is essential to maintaining a safe and efficient campus environment. To ensure that all contractors comply with campus safety standards and protocols, we have implemented a structured process using ASANA as our dedicated Permit to Work (PTW) system.
The service or project manager plays a pivotal role in the PTW process, acting as the primary point of contact between contractors and the university’s management. The service/project manager is responsible for submitting the PTW on behalf of the contractors. This submission process in ASANA involves the following:
- Reviewing contractor work requirements: The service/project manager reviews the scope of work to assess potential risks and compliance with campus regulations.
- Risk Assessment: A detailed risk assessment is required for each job. The service/project manager must ensure that the contractor submits a risk assessment, identifies all potential hazards, and outlines control measures to minimise risks. This document must be submitted with the PTW submission.
- Safe Work Method Statement (SWMS): Contractors must submit a Safe Work Method Statement (SWMS) outlining how the work will be conducted safely. The SWMS must detail step-by-step processes, potential risks, and safety controls. The service/project manager ensures that the SWMS complies with campus safety standards before submission.
- Acknowledgment from Contractors: Before the PTW is submitted, the contractor must acknowledge that they understand and will adhere to the risk assessment and SWMS requirements. This acknowledgment is documented as part of the ASANA submission, ensuring accountability.
- Submitting the PTW: Using the ASANA form, the manager submits the necessary documentation, including safety plans, risk assessments, and work schedules, ensuring that all details are accurate and complete.
- Ensuring compliance: The service/project manager verifies that contractors meet all safety and regulatory requirements mandated by Monash University Malaysia.
- Approval process: Once submitted, the PTW undergoes review by the OHSE Unit and the Facilities Management Unit to ensure that all safety measures are in place before approval is granted.
The PTW system serves as a formal procedure to control and authorise any work that may pose risks to health, safety, or the environment on campus. Through ASANA, the PTW system ensures that all necessary safety measures are in place before contractors commence work.
If you’ve been contracted to work at a Monash University Malaysia location, you are required to complete the Online Contractor Safety Induction three (3) days prior to the commencement of your work.
The induction requirements depend on the role you’ve been contracted for. For more details, refer to our MUM Contractor & Visitors Management System Guideline.