10th June 2013


Contents

Introduction

Commonly Used Acronyms in Main Roads

Wheatbelt South Information

Organisation Structure

House Keeping

Office Hours

Tea/Coffee Making Facilities

Visitors

In/Out Board

Parking

Building Security

Maintenance

Smoking

Toilets

Human Resources – (Main Roads Employees Only)

Flexible Working Hours

Timesheets

Personnel Forms – For Main Roads Employees

General Information

Conference and Meeting Room

Online Documents

Stationery

Catering Requirements

Courier Services

Mail

Telephone

Speed Dial & Local Shire Contacts

Telephone Extension List

Email and Internet Access

Computer Enquiries

Records

Library

Fax Machine

Vehicles

Safety

Occupational Health and Safety Committee

Fire Extinguishers & Emergency Evacuations

Personal Protective Equipment

Health and Lifestyle

First Aid

Equal Employment Opportunity

Your Information

Your Responsibilities

RECORD OF EMPLOYEE INDUCTION AND CHECKLIST

EMPLOYEE NAME: ……………………………………………..

Sign

Business Manger ……………………………………DATE……………..

Business Manager Checklist

Appendix A

Appendix B Office Layout

Introduction

Welcome to Main Roads Wheatbelt South Office. The Wheatbelt South Region covers 1 598 kilometres of State Roads. We are in an Integrate Services Arrangement with the Leighton Opus Team in which we work togetherTo provide safe and efficient road access that will enhance community lifestyles and ensure economic prosperity.

Commonly Used Acronyms in Main Roads

iRoads / Main Roads Intranet / Policies
Procedures
Phone Listings
Forms
Strategic Plans
Staff Information
CAS / Contract Administration System / System used to Manage Contracts for Main Roads.
Restricted Access
TRIM / Records Management System / Electronic Records
Files
Actions
PBIS / Financial Management System / Expenditures
Financial Management
Project Numbers
HRMIS / Human Resources Management System / Apply for Leave
Change Bank Details
Change Personal Details
WBS / Wheatbelt South Region
ISP / Integrated Service Partner / Leighton Opus Team
ISA / Integrated Service Arrangement / The Arrangement the ISP & MRWA are working together in

Wheatbelt South Information

  • Wheatbelt South Region covers an area of 56,525 km2 or
    2.3% state total
  • Asset Replacement Value of the State Road Network
    within WBS Region is $1,231 M (2007 $)
  • 19 Local Government Authorities, 1 Regional Road Group
    with 4 subgroups
  • 1 598 km of State roads managed by the Region
  • 17 207 km of Local Government Roads
  • 75 Bridges are Main Roads responsibility
  • 276 Bridges are Local Government and DEC responsibility including one privately owned
  • State Roads: 0 km Unsealed Roads
  • State Roads: 20 km One Lane Sealed Road
  • State Roads: 100 km Seal width is less than 6m wide

Organisation Structure

The WBS Organisation structure is located on iRoads. This is a working document and will be updated regularly.

House Keeping

Office Hours

Office hours are between 8.00am and 4.30pm

Tea/Coffee Making Facilities

Tea and coffee making facilities and a water cooler are located in the Tea Room. To prevent the invasion of vermin please ensure you leave these facilities in a clean and tidy condition and that all containers are left sealed.

Visitors

Please advise reception of any visitors expected and ensure that ALL visitors report to reception upon arrival tosign the visitors book (this includes Main Roads staff from other regions). This will assist the receptionist to pass on messages expediently to visitors and also in the case of an emergency.

In/Out Board

When leaving the office please mark the in/out board located at Reception, indicating expected time of return and location. This ensures someone is aware of your whereabouts particularly if travelling to a remote location.

Parking

Employee parking is available at the side of the building opposite the employee entrance or behind the Grain Freight Shed. No parking is permitted outside of these areas.

Building Security

There is a security alarm in place protecting the premises. The controls are in the hallway. If you are the last to leave the building at night you are required to activate the alarm. Please check with the Business Manager on the current code and how to engage/disengage. Keys are available for after hours work if required.

Maintenance

All maintenance is to be reported to the Business Manager via the ‘ Depot and Housing Maintenance Form ‘ located on iRoads.

Smoking

There are three designated smoking areas, at Area 12, between Area 7 & 9 & outside the social club. There is to be no smoking in any areas other than these designated areas.

Toilets

Male and female toilets are located at the end of the main building. Additional male toilets are located in the Laboratory and the Truck Shed.

Human Resources – (Main Roads Employees Only)

Flexible Working Hours

Main Roads employees work to their respective awards and agreements. A flexible working hours system is practised.

Part time, full time and fixed term contract employees are entitled to accrue flexi time. A maximum of 56 hours credit can be accrued and a maximum of 15 hours debit.

You can start work anytime between 6.00am and 9.30am and finish anytime between 3.30pm and 6.00pm.

Lunch breaks are to be taken between the hours of 12 noon and 2.00pm. If you are going on an extended lunch (eg. more than one hour), please advise your line manager.

Timesheets

Salary and wages timesheets must be submitted fortnightly to the Receptionist for processing and are due every second Thursday on payday. It is your responsibility to keep a record of your flexi hours.

Personnel Forms – For Main Roads Employees

Application forms for Travel Allowance, Higher Duties and Overtime as well as Vehicle Log Forms are available on iRoads. All Leave is to be submitted through HRMIS.

General Information

Conference and Meeting Room

We have two rooms available for meetings and conferences. Please see the ‘How to Book WBS Conference Room’ on iRoads.

Online Documents

As part of your induction requirement, Management recommends you take the time to browse through the On-Line Documents as soon as practicable.

They are located on the Main Roads Intranet Home Page and include policies such as:

  • Internet/Email Policy and Procedures (online documents)
  • Salary Packaging
  • Health / Lifestyle Program
  • Annual Report
  • Human Resources information including conditions of employment
  • Employee Assistance Program etc…

If you require further assistance please contact your Supervisor or the Business Services

Stationery

There is a cabinet next to Reception that should cater for your stationery needs. If you happen to remove the last of any stock can you please make a note on the white board on the front of the stationery cupboard. This is so that stock can be reordered.

Catering Requirements

If you require catering please complete the catering form on iRoads at least two days prior to the event.

Courier Services

Courier Australia provides a daily Courier service. If you wish to have anything sent by courier, please lodge with reception no later than 2.30pm.

Mail

The mail is cleared daily from reception at 4.00pm. Any mail placed there after this time will be cleared the next day.

Telephone

Each office / desk has a phone. Phone number is (08) 9881 0xxx. (xxx represents your extension number as per extension listing. ) For internal calls press 7XXX (xxx being your extension). For an outside line dial 0 followed by the number you require. Please note that all phone calls can be monitored and private calls can be arranged at your cost. A Telephone Directory displaying the telephone numbers of all Main Roads employees is available on iRoads.

Speed Dial & Local Shire Contacts

Speed dialling is available to other Main Roads Offices, Regional Local Government Offices and several other locations. This list is updated regularly and is located on iRoads

Telephone Extension List

A list of the office telephone extensions is available from Reception. This list is updated regularly and is located on iRoads.

Email and Internet Access

Main Roads employees are expected to follow the guidelines in the Email Policy when using Outlook. The Email Policy can be found on iRoads. A Summary is below:

  • Email records are covered by legislation.
  • Consideration should be given to the importance of any email message.
  • The application is to remain open all day
  • Check mail regularly
  • Do not use the system for permanent storage
  • Do not send inappropriate material.
  • Consider possible consequences.
  • Consider your responsibilities
  • Standard Email is not secure
  • Email delivery is not guaranteed

All employees are expected to read and follow the guidelines presented in the Internet Policy & Procedures document. The Internet Policy and Procedures can be found on iRoads.

A Summary of the Policy is below

  • Main Roads supports the use of Internet for government business related activities
  • All users of Internet must give due consideration to maintaining a secure environment on Main Roads computing facility.
  • All Main Roads users of Internet must only use Internet facilities during normal business hours for activities directly related to the conducting of normal Main Roads business. This specifically precludes inappropriate use of the Internet.
  • Confidential Documents are not to be transmitted via the Internet.
  • Non-standard software down loaded from the Internet may not be loaded or used on Main Roads computer equipment without the express approval of the Manager, Information Management.
  • Unless specified otherwise, electronic mail transmissions present the views of Main Roads and require the appropriate level of authority. Messages representing personal views must include a disclaimer indicating that the views are not those of Main Roads.

Computer Enquiries

For Computer Access or Equipment needs please see the Business Manager. If you are experiencing problems with your computer and/or systems, please contact the IT Help Desk on Extension 4306. If you require any additional items, please contact the BM.

Records

Please familiarise yourself with the Regional filing system. Out trays are cleared throughout the day. For any assistance please contact Reception. The main file compactusis located next to Reception. Bridge files are kept in the Asset Manager Structures office.

Library

There is an extensive library available at DAC. Their web page is available through the iRoads.

Fax Machine

The Fax machine is a part of the MFD PFXNAR04. For instructions on using the machine, please see Business Services.

Vehicles

Main Roads has strict regulations in relation to the use of our fleet vehicles. If issued with a Main Roads Vehicle please note the following conditions:

  • Driver must hold a current driver’s license
  • Main Roads vehicles are for business use only
  • No unauthorised passengers to be carried
  • The vehicle is the responsibility of the driver and as such they should ensure the vehicle is maintained regularly and kept clean at all times
  • If the vehicle is authorised to be parked at an employee’s home overnight the vehicle must be locked and parked in a safe location.
  • A Vehicle log sheet must be completed listing both personal and business use for FBT each month.
  • A Vehicle log sheet must be returned to Reception on the 1st working day of each month.
  • It is the driver’s responsibility to report any accidents involving a departmental vehicle.
  • Employees must not drive departmental vehicles whilst under the influence of drugs or alcohol.
  • Courtesy towards road users must be shown at all times and drivers shall obey the Traffic Code.
  • Monthly Vehicle Checklist is to be submitted to Business Services on a monthly a basis.

Safety

Safety of our employees is our priority. Working with our ISP we meet both corporate obligations to ensure employees are working within our guidelines and their safety is a priority at all times.

Main Roads Corporate OHS Policy is available on iRoads. Please make yourself familiar with this policy.

Occupational Health and Safety Committee

The Wheatbelt South has a Safety Committee comprising of Mangement, Leighton Opus Employees and Main Roads Employees. The Committees Term of Reference is located on iRoads.

Fire Extinguishers & Emergency Evacuations

Fire extinguishers are located at various positions throughout the office. Please make yourself aware of these locations and your nearest fire exits. In the event of an emergency please assemble at the Emergency Assembly Point on the front lawn area. A detailed map is located atAppendix A.

Personal Protective Equipment

Main Roads provides all PPE that is required to meet the employees need. The Business Manager will ensure that you are provided with the appropriate PPE as required. Under no circumstances are MRWA employees to get PPE from the ISPunless approved by the Business Manager.

Health and Lifestyle

Wheatbelt South is developing an extensive Health and Lifestyle Program to benefit and assist regional officers.

Services currently available to all Regional Officers are:

Skin Cancer Checks

Flu Vaccinations

Hearing Checks

Eyesight Screenings

Gym and Swim Passes free of charge to Narrogin Leisure Centre for Employees Only (not extended to partners or children)

Weekly Yoga Classes available free of charge

Employee Assistance Program

Use of Main Roads Fitness Equipment

T-Zone Vibration Machine (the Wobbleator)

If you would like to utilise of the above services, please contact the Business Manager.

First Aid

Wheatbelt South has a large number of First Aid Officers, an upto date listing will be in the kitchen and also on iRoads.

First Aid Kit is located in the kitchen. Each Vehicle has a First Aid Kit. If any items are used, please contact the Business Manager for replacement. Each First Aid Kit is checked and refilled on an annual basis.

Equal Employment Opportunity

If at any time you feel uncomfortable or threatened by the behaviour of someone that you deal with at work there are dedicated grievance and contact officers available. Any queries or complaints are handled with the utmost confidentiality. Main Roads does not accept any behaviour from its employees that could be viewed as discriminatory or offensive. A Contact / Grievance Officer listing is available under the Human Resources Intranet.

Your Information

My Employee Number is
My email Address is: /
My mobile No. is:
Myoffice number is: / 98810______
My Extension Number is / 7______
The office fax is: / 98810503
The office address is: / Mokine Road, Narrogin WA 6312
The office postal address is: / PO Box 194, Narrogin WA 6312

Your Responsibilities

Below is a summary of your responsibilities that are outside of your normal duties

Provide Drivers Licence / Before Driving MRWA Vehicles
Submit Vehicle Log Sheets – MRWA Vehicle drivers only / Monthly
Submit Vehicle Checklists / Monthly
Read;
OHS Policy
Internet Policy
Email Policy / ASAP
Provide in case of emergency details (MRWA Employees only) / ASAP
Submit Timesheets (MRWA Employees only) / Every Fortnight
Contact Help Desk for Computer running issues / As needed – Ext 4306
Submit Leave Applications / As needed
Attend Toolbox Meetings / As needed
Enter Documents into TRIM / As needed
Inform Business Manager of Maintenance Issues / As required
Inform Business Manager of any incidents / As required
Inform Fixed Asset Officer of any movements of assets eg computers, mobile phones / As required

RECORD OF EMPLOYEE INDUCTION AND CHECKLIST

EMPLOYEE NAME: ……………………………………………..

2. / INDUCTION / Yes / No
2.1 / Received Wheatbelt South Induction Package /  / 
2.2 / WBS Regional Information /  / 
2.3 / MRWA Intranet /  / 
2.4 / Office Layout /  / 
2.5 / Staff Facilities /  / 
2.6 / Designated Smoking Areas /  / 
2.7 / Records System /  / 
2.8 / Regional Safety /  / 
2.9 / Evacuation Procedures /  / 
2.10 / Social Club /  / 
2.11 / Health and Lifestyle Program /  / 
2.12 / Instruct the staff member office security protocol/procedure, such as locking doors, arming the alarm etc /  / 
2.13 / Explain Accidents and Incident reporting procedure and location of first aid kit. /  / 
2.14 / Advise Staff of Conditions in relation to private Vehicles for MRWA Employees only /  / 
2.15 / Tour of buildings, including introduction to staff /  / 

Sign

Business Manger……………………………………DATE……………..

Inductee……………………………………DATE:……………..

Comments: ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………......

Business Manager Checklist

Responsibility / PRIOR TO COMMENCEMENT / Yes / No
Manager / New staff member advising them of start time and who to meet on the first day /  / 
Manager / RM / Other staff have been advised of the new member’s name, role and
commencement date /  / 
BM / If a MRWA Employee, request they contact IT To change their profile to WBS /  / 
BM / Prepare Induction book & arrange meeting /  / 
BM / HR notified of the staff members transfer to the Wheatbelt South Region /  / 
BM / Are any specific IT Equipment required?
Mobile Phone
Laptop
VPN Access / 


 / 



BM / Advise of any allowances they are entitled to /  / 
TASKS TO BE COMPELTED / Yes / No
BM / Ensure staff member has log on to access the Main Roads computer
Network and their profile been transferred to Wheatbelt South /  / 
BM / If ISA Employee, application to Network is completed
1)ISP Administrator to Sign
2)RM To Sign / 
 / 

BM / If ISA Employee, Confidentiality Form Completed
1)Signed Copy scanned to TRIM File 11/5286
2)Email Copy to Chris Copeland
3)Update Register in TRIM File 11/5286 / 

 / 


BM / Application sent to IT Service Desk /  / 
BM / BSO / Telephones;
Register on Main Roads Phone Directory
DAC advised of any changes to names on extensions /  / 
BM / BSO / Keys provided as required & key register updated /  / 
BM / TRIM Files / Access if updated /  / 
DURING THE FIRST WEEK / Yes / No
BM / Does the staff member require a MRWA identification badge? /  / 
BSO / If the staff member holds a mobile telephone, has the number been
added into the Narrogin staff telephone list /  / 
BM / If a tenant of a MRWA house ensure the Tenancy Advice Form have been completed and returned to the BSM /  / 
BM / Fire Evacuation Procedure updated /  / 
BSO / Telephone Listing Updated /  / 
BM / Evacuation Areas updated /  / 
BM / Office Layout Updated /  / 
BM / WBS Task List updated /  / 
BM/BSO / Does new member have Senior First Aid? If so, the First Aid Officer list is updated /  / 
BM / If a MRWA Employees - Regional Allowances forms completed /  / 
BSO / Fixed Assets are updated /  / 

Appendix A

Detailed Map of Emergency Evacuation Plan and Fire Extinguishers

Appendix B Office Layout