SWMS Updates: Site Assignment and Review Changes

SWMS Updates: Site Assignment and Review Changes

SOP: Assign, Review, Sign, and Close SWMS in the SWMS Module

Objective

This SOP explains how to assign a SWMS to a site, select who must sign it, review the job steps, collect signatures from workers on site, and close or archive the SWMS when the job is complete. It is designed to help team members complete the process consistently and understand the new review and sign-in workflow.



Key Steps

 

1. Open the SWMS template and begin assignment 0:06

  • Go to the SWMSs templates page.

  • Select the relevant SWMS template (for example, a roof sheeting SWMS).

  • Start the assignment process for the site where the work will occur.

  • Confirm the template is the correct one before continuing.

 

2. Complete the pre-filled job details 0:16

  • Review the pre-filled fields in the SWMS assignment form.

  • Enter or confirm the job date.

  • Select the site.

  • Add a responsible person if required.

  • Continue through the form without changing the existing workflow unless needed.

 

3. Review the SWMS details and job steps 0:32

  • Check the SWMS details on the review pages.

  • Confirm that the job steps are correct.

  • Edit any job steps if changes are needed.

  • Note that the core details of the SWMS have not changed, only the review pages have been updated.

 

4. Choose who must sign the SWMS 0:55

  • On the new team member selection page, choose who is required to sign the SWMS.

  • Select one of the available options:

    • Everyone who signs into this site

    • All direct workers

    • All contractors

    • A specific group

    • Individual people

  • Use the most appropriate option based on the job type.

  • Example: for a crane-related SWMS, only the crane driver may need to sign.

 

5. Complete the final review page 1:28

  • Use the updated review page to check the SWMS before assigning it.

  • Review all job steps carefully.

  • Add pictures if needed to support the SWMS.

  • Confirm the information is accurate before finalising the assignment.

 

6. Assign the SWMS to the site 1:43

  • Finish the assignment so the SWMS is attached to the selected site.

  • Verify that the SWMS now appears in the site record.

  • Confirm the SWMS is available for workers to review and sign in.

 

7. Sign into the site and complete SWMS review 2:09

  • Open the site record and select Sign in.

  • Review each SWMS listed for the site.

  • Open the SWMS and read through the job steps.

  • Sign off on the SWMS when required.

  • Confirm your sign-in to the job.

 

8. Review multiple SWMS if more than one is assigned 2:30

  • If multiple SWMS are attached to the job, review each one separately.

  • Open the additional SWMS and check the job steps.

  • Sign off each applicable SWMS.

  • Confirm that you are signed into the job after completing the required reviews.

 

9. Review, close, archive, or download a SWMS 2:50

  • Open the SWMS record after sign-in.

  • Use the available actions as needed:

    • Review to inspect the SWMS details and steps

    • Download PDF to save a copy

    • Archive to store it after completion

    • Close to prevent further sign-ons

  • Use the review pages to check all steps and confirm the SWMS content.

 

10. Close a completed SWMS 3:06

  • Close the SWMS when the job is finished.

  • Understand that closing the SWMS means:

    • No one else can sign on to it

    • It cannot be revised again

  • Use this option only when the work is complete and no further changes are needed.

Cautionary Notes

  • Do not close a SWMS too early. Once closed, no one else can sign on and it cannot be revised.

  • Make sure the correct site is selected before assigning the SWMS.

  • Choose the correct sign-off group so only the required workers are asked to sign.

  • Review all job steps carefully before finalising the SWMS.

  • Add pictures only if they help clarify the work and support the review process.



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