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This document remains the Intellectual Property of Cushman & Wakefield and not for general release.

SWAP User Guide – Technician, Worker, Sub-Contractor ANZ-GTS-SI-3145

SWAP User Guide - Technician Worker Sub-Contractor Service Line: Global Technology Solutions Number: ANZ-GTS-SI-3145 Rev No: 1.0 Rev Date: 3-May-18

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Contents Welcome to SWAP ..................................................................................................................................................... 3

1.1. Equipment you’ll Need ................................................................................................................................................ 3 1.2. Important Websites ..................................................................................................................................................... 3 1.3. When to Use your Mobile/Tablet and When to Use the Web Portal ............................................................................ 3 Where to Go If You Have Questions or Need Help .................................................................................................. 4

2.1. If you have forgotten your password ........................................................................................................................... 4 2.2. If you have a problem with the SWAP app or web portal ............................................................................................ 4 Setting up SWAP ........................................................................................................................................................ 5

3.1. How to Register in SWAP ........................................................................................................................................... 5 3.2. How to Download the SWAP App ............................................................................................................................... 6 3.3. Setting up Notifications on your Mobile/Tablet to Receive Job Alerts and Updates .................................................... 6 3.4. Making Changes to your Profile .................................................................................................................................. 6 3.5. View Profile or Competencies via SWAP App ............................................................................................................. 7 What to Do When You Receive a Work Order .......................................................................................................... 8

4.1. How you receive a new work order notification ........................................................................................................... 8 4.2. How to start a job from a work order assigned to you ................................................................................................. 8 4.3. How to start a work order if working after hours or on-call ........................................................................................ 10 What You Need to Do Before You Start the Work Order ...................................................................................... 12

5.1. Complete a Pre-Start Risk Assessment (PRA) ......................................................................................................... 12 5.2. Complete a Permit to Work (PTW) ............................................................................................................................ 13

5.2.1. Complete Permit to Work Electronically ............................................................................................................ 13 5.2.2. Complete Permit to Work via Paper Hard Copy ................................................................................................ 14

How to Submit a PRA/PTW Request for Approval (Aurizon Only) ....................................................................... 16 6.1. How The PRA/PTW Is Approved (Aurizon Only) ....................................................................................................... 17 6.2. What to Do If The PRA/PTW Is Declined (Aurizon Only) .......................................................................................... 18 6.3. How to Change a Pre-Start Risk Assessment (PRA) Or Permit to Work (PTW) ....................................................... 18 6.4. What to Do If You Leave a Job Mid-Work and Restart It Later ................................................................................. 19 How to Request a Purchase Order Increase .......................................................................................................... 20

7.1. How to submit an increase request (Aurizon only) .................................................................................................... 20 7.2. How you’ll know the increase is approved (Aurizon only) ......................................................................................... 21 7.3. What to do if the increase is declined (Aurizon only) ................................................................................................. 22 How to fill out the Asset Capture form ................................................................................................................... 23 How to Close a Completed Work Order ................................................................................................................. 24

SWAP User Guide - Technician Worker Sub-Contractor Service Line: Global Technology Solutions Number: ANZ-GTS-SI-3145 Rev No: 1.0 Rev Date: 3-May-18

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Welcome to SWAP The Cushman & Wakefield Safe Work Assurance Platform (SWAP) is a mobile application and web portal, which combines safety and asset management standards to give you a reliable way to manage work orders.

SWAP is the only way for you to receive and accept work orders from Cushman & Wakefield, but it’s more than a tool for managing jobs. SWAP allows you to:

• record, view and update your qualification, licence and certification details to demonstrate your credentials are current so jobs continue to come your way

• get fast approval for permits to work so you can get on with the job • find out essential client information and complete pre-start risk assessments, measures that play a part in

keeping you safe at work

1.1. Equipment you’ll Need • An Apple iOS or Android mobile or tablet. • A desktop or laptop computer with any of the following browsers:

o Microsoft Internet Explorer (10 or above) o Microsoft Edge (3 or above) o Mozilla Firefox (48 or above) o Google Chrome (Windows and Mac)

1.2. Important Websites

SWAP Web Portal https://www.cushwakeswap.com/

• Access this site to: o Register in SWAP o Add your current qualifications o Make changes to your Profile o Reset your password

SWAP Engagement Portal http://www.cushwakeswap.com.au/

• Access this site to: o Download current User Guides o View current FAQ o Contact us with any issues, questions or

other non-urgent queries

1.3. When to Use your Mobile/Tablet and When to Use the Web Portal

Use the SWAP app on your mobile or tablet to:

• Receive job alerts • Access the information you need to help ensure you

work safely • Manage your work orders from starting to closing a job • View your contact details and qualifications in your

Profile

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Use the SWAP web portal from a computer to:

• Register in SWAP • Add your current qualifications • Make changes to your Profile • Reset your password

Where to Go If You Have Questions or Need Help

2.1. If you have forgotten your password

1. From a computer, go to https://www.cushwakeswap.com/ and click Forgot Password.

2. Enter your email address and then click Send password. You’ll get a link to follow to reset your password.

2.2. If you have a problem with the SWAP app or web portal

From a computer, go to http://www.cushwakeswap.com.au/ (Australia) or http://www.cushwakeswap.co.nz/ (New Zealand) and try the following:

Check the FAQs to see if an answer is already available.

If you can’t find an answer, go to the Contact Us section and send us your question together with your contact details. Cushman & Wakefield SWAP Support representative will contact you.

Call

Australia: 1300 149 286

New Zealand: 0800 888 068

Email

Australia: au.swap@cushwake.com

New Zealand: nz.swap@cushwake.com

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In the body of the email, write down the issue and include screen shots where possible, and include your best contact details.

Setting up SWAP You’ll get an invitation from your Vendor Administrator to register in SWAP. Learn how to register in SWAP, download the SWAP app, and start receiving job alerts.

3.1. How to Register in SWAP When you register, you’ll need to add records of your competencies into the SWAP system, such as:

• Licences • Qualifications • Induction records • Certificates (first aid etc) • Checks (police check, working with children etc)

After you get an invitation to register from your Vendor Administrator, do the following from a computer:

3. Click the link you see in the email invitation, which will take you to the screen to the right

4. Enter a password.

5. Enter the password again to confirm it.

6. Click +Competency to add in the records of all your competencies.

Tip: Ensure you have uploaded ALL competencies, otherwise you may be ineligible to receive new work orders

7. Add the details of a competency including the date acquired and expiry date. Tap Add Competency to begin.

8. Repeat steps 4 and 5 to add more competencies.

9. When you’ve finished adding all your competencies, check the list to make sure all the relevant licences are current before you click Register.

10. Click Register when you’re finished. Your Vendor Administrator will need to review and approve your competency information so you can start receiving work orders.

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3.2. How to Download the SWAP App

1. On your mobile or tablet, go to the App Store or Google Play and search for Cushman & Wakefield SWAP. Download the app as you would normally.

2. Once it’s installed, click on the app’s icon on your phone or tablet to open it.

3. Enter your username (your email address) and password

4. Select Remember Me.

5. Tap Log in.

3.3. Setting up Notifications on your Mobile/Tablet to Receive Job Alerts and Updates

When you first download the app, it will ask you if you want to allow notifications. Select Yes. If you have selected No by mistake or are not receiving notifications, go to your phone or tablet settings to change this. (Enabling your notifications is not controlled by SWAP).

The types of notifications you will receive will be for:

• New work orders • SWAP app update releases • Purchase Order approvals or rejections (Aurizon only)

3.4. Making Changes to your Profile Your Profile contains your name, contact information, password, and competency details. Keeping your Profile up to date is important as outdated competency details will prevent you from receiving new work orders.

Tip: You can view your Profile via your mobile or tablet, but you can only update via the web portal.

1. From a computer, log on to the SWAP portal https://www.cushwakeswap.com/.

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2. Click My Profile.

3. Make your changes.

4. Click Update.

Tip: Your Vendor Administrator must review and approve any changes made to your competency information so you can continue to receive jobs.

3.5. View Profile or Competencies via SWAP App

When on site, the client or Facility Manager may request to see your qualifications and competencies.

1. On the SWAP home page, select the three-line icon

2. Choose Profile or Competencies from the dropdown list

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What to Do When You Receive a Work Order

4.1. How you receive a new work order notification

You’ll get a notification on your mobile or tablet whenever you’ve been assigned a new work order. See Setting up Notifications on your Mobile/Tablet to Receive Job Alerts and Updates if you are not receiving notifications

Tip: Swiping the notification to the right opens the SWAP app

4.2. How to start a job from a work order assigned to you

1. On your mobile or tablet, open the SWAP app.

2. Tap the Work Orders tile.

3. You’ll see the work orders your Vendor Administrator has assigned to you.

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4. Select the work order and tap the Work Details tab to view the work order details.

5. Tap the Site Details tab to view the site details.

6. Tap Check Into Site.

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7. Read the Essential Site Information (ESI), and then tap I Agree.

4.3. How to start a work order if working after hours or on-call Your Vendor Administrator may give you access to view and start all work orders assigned to your company. This is usually done when you work on-call or after-hours, or need to bundle work orders for a site. Learn how to find a work order, view the details, and check the Essential Site Information (ESI).

1. On your mobile or tablet, open the SWAP app.

2. Tap the Check In/Out tile.

3. You’ll see a list of clients. Select the client.

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4. You’ll see a list of the client’s sites with open work orders. Select the site.

5. Read the Essential Site Information (ESI), and then tap I Agree.

6. You’ll see a list of all work orders for the site. Select the work order.

7. Tap the Work Details tab to view work order details.

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8. Tap the Site Details tab to view site details.

What You Need to Do Before You Start the Work Order

5.1. Complete a Pre-Start Risk Assessment (PRA) A PRA confirms safe systems of work are in place. The PRA also flags if you’ll need any permits to complete the work.

1. At the Work Details tab within the work order, tap Start Job.

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2. Complete the Pre-Start Risk Assessment form.

3. Select any relevant permits required.

Tip: PRA questions vary depending on the Cushman & Wakefield client.

4. Tap Done when you’ve completed the form.

5. If you need a permit to work, SWAP will prompt you complete a permit form.

6. If you don’t need any permits, tap Done. For the Aurizon account, you will be prompted to complete a PRA/Permit Authorisation for. See How to Submit a PRA/PTW Request for Approval (Aurizon Only)

5.2. Complete a Permit to Work (PTW) If you need a Permit to Work, depending on which client you are completed works for, you will either complete permits electronically or by paper hard copy. If a permit you require is not available in SWAP, check with the Facility Manager or Vendor Management on what to do.

5.2.1. Complete Permit to Work Electronically

1. Complete the permit to work form.

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2. Tap Submit when you’ve completed the form.

3. Complete any additional permit forms.

4. Complete the Permit Authorisation form and Submit the form for approval.

5. Once the status on the Work Details tab reads Complete Job, you can go ahead with the work.

Tip: If the work order is for Aurizon, SWAP will ask you to complete and submit an authorisation form before you can proceed with the work. See How to submit a PRA/PWT request for approval (Aurizon only).

5.2.2. Complete Permit to Work via Paper Hard Copy

1. Complete the permit to work form in hard copy

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2. Complete the Permit Record section of the PRA and upload a photo of the hard copy completed

3. Select Done to submit

4. Once the status on the Work Details tab reads Complete Job, you can go ahead with the work.

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How to Submit a PRA/PTW Request for Approval (Aurizon Only)

1. Complete the Pre-Start and Permit Approval/Authorisation form.

2. Tap Submit for Approval when you’ve completed the form.

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3. You’ll see the Work Details tab with the status of Awaiting Permit Approval.

6.1. How The PRA/PTW Is Approved (Aurizon Only)

1. If your PRA/PTW is approved, you’ll get a notification on your mobile or tablet. Swipe right on the notification to open the SWAP app.

2. View the work order and swipe down to refresh the information - the status is now Complete Job. Now you can go ahead with the work.

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6.2. What to Do If The PRA/PTW Is Declined (Aurizon Only)

1. If your PRA/PTW is declined, you’ll get a notification on your mobile or tablet. Swipe right on the notification to open the SWAP app.

2. Contact the Facility Manager to discuss the matter and find out what is required to get approval.

3. Re-submit your request. See How to change a Pre-Start Risk Assessment (PRA) or Permit to Work (PTW).

6.3. How to Change a Pre-Start Risk Assessment (PRA) Or Permit to Work (PTW) You can redo a Pre-Start Risk Assessment (PRA) at any time during the work. In fact, you must review and update PRAs when work practices change, the work environment changes, or if you have left site.

1. At the Work Details tab for the work order, tap the Check In/Out icon.

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2. Select Redo PRA.

3. When SWAP asks if there are any changes in the PRA since last submitted for the job, tap Yes.

4. Complete the PRA form and then tap Submit.

6.4. What to Do If You Leave a Job Mid-Work and Restart It Later

If you leave a job and return to it later, SWAP will prompt you to redo the PRA in case of any changes since it was last submitted. You must redo the PRA if you have left site for any reason and for any length of time.

1. Tap Yes.

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2. Complete the PRA form and then tap Submit.

How to Request a Purchase Order Increase If work exceeds the pre-approved Purchase Order (PO) amount, contact the Cushman & Wakefield Operations Centre to request an increase to a PO limit. For Aurizon clients only, you can use SWAP to request the increase.

7.1. How to submit an increase request (Aurizon only)

1. At the Work Details tab for the work order, tap the Check In/Out icon.

2. Select Request PO Increase.

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3. Enter the Increase Amount To.

4. Enter the Reason.

5. Tap Submit.

Tip: SWAP sends your request to the site Facility Manager for approval.

6. The status of the work order is Awaiting PO Increase.

7.2. How you’ll know the increase is approved (Aurizon only)

1. If your request to increase the PO limit is approved, you’ll get a notification on your mobile or tablet.

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2. View the work order and swipe down to refresh the information - the status is now Complete Job.

7.3. What to do if the increase is declined (Aurizon only)

1. If your request to increase the PO limit is declined, you’ll get a notification on your mobile or tablet.

2. Contact the Facility Manager or Cushman & Wakefield Operations Centre to discuss the matter.

3. If you need to make another request, open the work order and swipe down to refresh the information.

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4. Tap PO Increase Declined.

5. SWAP will prompt you to either continue with the original PO Amount. Tap Yes, or No, Request another PO Increase.

How to fill out the Asset Capture form For preventative maintenance work orders, SWAP will prompt you to complete an asset capture form.

If the asset isn’t available, simply select Asset Not Available. Otherwise, complete the asset capture details:

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1. Scan the QR code or barcode on the asset.

2. Select the estimated replacement year.

3. Select a rating of the asset’s condition.

Tip: Ratings are from Poor (1) to Excellent (5).

4. Add your comments.

5. Tap Next when you’re finished.

How to Close a Completed Work Order

1. Select Complete Job and complete the Additional Findings form.

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2. Select the Resolution Reasons.

3. Enter your Findings.

4. Enter the Action Taken.

5. Where relevant, select any of the following options and make sure you provide details in the Description:

• Corrective Work Required • Hazard Identified • Further Works Required

6. Upload any additional site photos or documentation (five photos max)

7. Tap Done.

8. Tap Edit and select the Actual onsite date/time.

9. Tap Edit and select the Actual rectification date/time.

10. Tap Done to submit the work order. Now the work order is closed.