About Contractor Management

GWMWater regularly engages contractors to carry out work, whether it be in response to tenders or for smaller projects or tasks.

We’re committed to the health and safety of everyone that works on our sites and projects. As such, all contractors must:

  • have the right licences and insurances
  • provide only employees that are compliant
  • be inducted to work safely
  • be registered in our online contractor management system to bid or quote for certain work

Contractors who want to quote or bid for work at GWMWater must first register in the Contractor Management System.

The system allows contracting businesses to self-register by entering their business details and requested documents (including insurances and licences) relevant to the work you do for GWMWater.

Contractors will also register and book their employees into an induction to allow them to access GWMWater sites.

The system allows GWMWater and its contractors to manage a shared duty of care on site.

Who needs to register?

Businesses who conduct these work activities on behalf of GWMWater must first register in the Contractor Management System:

  • construction activity
  • work on GWMWater’s physical infrastructure
  • install, service or test equipment at GWMWater sites
  • GWMWater site inspections (not under direct supervision of a GWMWater employee)
  • transport potable water for GWMWater
  • transport hazardous substances or dangerous goods to or from GWMWater sites
  • handle hazardous substances or dangerous goods at GWMWater sites
  • provide health services
  • provide training or assessment services
  • engage sub-contractors
  • or at GWMWater discretion

Pegasus

Pegasus connects a competent workforce. They manage the Contractor Management System on behalf of GWMWater.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 GWMWater Contractor Management process is completed in two parts: 1. business registration and 2. worker registration.

Read through the steps below before you get started and allow yourself time to source and upload the information needed to register. A nominated administrator from your business will be required to complete the process below.

User guides – both video and document – can be found from the FAQ’s and Documents page.

You will only be pre-qualified to work for GWMWater when you have completed both business and worker registration.

New to Pegasus and Contractor Management with GWMWater? Follow the instructions below to register:

Stage 1: Business Registration

Step 1 > Register a user name and password

The GWMWater Contractor Management System to register your business can be found by selecting the button below.

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

Step 2 > Register business details and answer profile questions

Using your new details, login to the GWMWater Contractor Management System.

Follow the process to register your business by answering profile questions and selecting the insurances and licences you can supply to support your registration.

Using the information you have provided, your business will be categorised:

    • Principal Contractor
    • High Risk Contractor
    • AS/NZ4801 Certified Contractor
    • All other contracting companies

More information about required documents can be found on the FAQ’s and Documents page. You will also proceed through the checkout, but GWMWater will cover the cost of your registration.

Step 3 > Upload insurances and licences

You will be prompted to upload copies of the licences and insurances you selected in step 2 for verification.

Step 4 > Complete a Safety Management System (SMS) review.

The final step for company registration is to complete a SMS review, an independent desktop audit of your Work Health and Safety documents by a WHS specialist. More information about SMS reviews can be found on the FAQ’s and Documents page. The documents you’ll be asked to upload  for your SMS review depend on your category and may include, but are not limited to:

      • WHS / OHS Policy
      • Environmental Policy
      • Risk Management Procedures
      • Systems of Work process including incident management
      • Drug and Alcohol management
      • Emergency management
      • Training procedures including induction management
      • Sub-Contractor Management (if applicable)
      • Continual improvement processes

On successful review, you will be emailed that your company registration is complete. To finalise your registration, you will be sent login details to register your workers, purchase their site access cards, and book their inductions.

Please click to expand the instructions below.

Stage 2: Worker Registration & Induction Bookings

Step 1 > Login to manage workers

On successful business registration, you will be invited to login to the system to manage your workers. Please click the link and login to this system using the details in the email sent by Pegasus.

Step 2 > Add workers

Once logged in, select Manage Roles and Add New Employee. From here, enter and save each worker’s contact details, address, phone and email.

Step 3 > Choose roles and upload documents

Select roles for your workers based on the job they’ve been recruited for at GWMWater.

Your role selections determine the competency documents you’ll upload to prove your worker’s qualifications to perform the chosen role. You will also upload a photo for their access ID card.

Step 4 > Book training

Next, you will book the worker’s online induction. They’ll be emailed a link and login details to complete the training.

Pegasus will validate the information you’ve supplied during worker registration. Upon approval and the completion of training, roles will be applied to your worker’s profile and their access ID cards issued to work for GWMWater.

It’s important that you keep your company and worker’s details up to date. You’ll be emailed if any documents are expiring so you can update them in the system.

Already have a Pegasus account in the GWMWater Contractor Management System? Follow the instructions below to manage your compliance:

You can access the system from Pegasus Gateway.

Simply use your Pegasus details to login. You will see the GWMWater tile to select and access the system, where your company and worker information will be available – select Manage Companies or Manage Employees.

Now, when you need to access the GWMWater Contractor Management System to manage your compliance, you only need to login to Pegasus Gateway and click the GWMWater tile.

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.

(If you don’t see the GWMWater tile on your Pegasus Gateway dashboard, click MANAGE, select the GWMWater tile and login to add it to your dashboard.)

FAQs and Documents

System Documents

Forms, Policies and Procedures

Contractor Management System Business Rules

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.

Helpful Resources

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 GWMWater 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.

1. Why does my worker have a red cross against their profile?

This is no cause for alarm.

The red cross just means that this worker hasn’t been actioned through the new portal yet.

The next time you update their details, add a new role, or renew one of their documents, the red cross will turn into a green tick.

If you enter into the worker profile, you will see that their current roles and competencies are still assigned to them, which means they are still fit to work for GWMWater, there is no need for you to immediately action any of your workers.

2. How do I know if I need to register in the GWMWater Contractor Management System?

Businesses who conduct these work activities on behalf of GWMWater must first register in the Contractor Management System:

  • undertake construction activity
  • undertake work on GWMWater’s physical infrastructure
  • install, service or test equipment at GWMWater sites
  • undertake GWMWater site inspections (not under direct supervision of a GWMWater employee)
  • transport potable water for GWMWater
  • transport hazardous substances or dangerous goods to or from GWMWater sites
  • handle hazardous substances or dangerous goods at GWMWater sites
  • provide health services
  • provide training or assessment services
  • engage sub-contractors
  • or at GWMWater discretion

Please speak to your GWMWater contact for more information.

3. What are the subscription categories and costs to register?

Principal Contractor: $0.00 – GWMWater is covering the cost of registration

A business undertaking construction work for GWMWater with a value of more than $350,000.

High Risk Contractor: $0.00 – GWMWater is covering the cost of registration

  • where there is a risk of a person falling more than two metres
  • on or adjacent to roadways or railways used by road or rail traffic
  • in, over or adjacent to water or other liquids where there is a risk of drowning
  • at workplaces where there is any movement of powered mobile plant
  • structural alterations that require temporary support to prevent collapse
  • in an area where there are artificial extremes of temperature
  • on or near energised electrical installations or services
  • involving a trench or shaft if the excavated depth is more than 1·5 metres
  • on or near pressurised gas distribution mains or piping
  • involving demolition
  • involving a confined space
  • on or near chemical, fuel or refrigerant lines
  • involving tilt-up or precast concrete
  • on telecommunications towers
  • involving diving
  • involving removal or likely disturbance of asbestos
  • in an area that may have a contaminated or flammable atmosphere
  • involving the use of explosives
  • involving a tunnel
  • installing scaffolding that requires a high risk work licence
  • involving dogging and rigging that requires a high risk work licence
  • operating cranes and hoists that requires a high risk work licence
  • operating forklift trucks that requires a high risk work licence
  • operating pressure equipment that requires a high risk work licence

AS/NZ4801 Certified Contractor:$0.00 – GWMWater is covering the cost of registration

All other contracting businesses: $0.00 – GWMWater is covering the cost of registration

Individual worker registration costs are also being covered by GWMWater.

4. What certifications must a contracting business hold to register in the system?

  • Public & Product Liability Insurance
    • Minimum $5 million for low risk works
    • Minimum $20 million for high risk works
  • Professional Indemnity Insurance
    • Minimum $10 million
  • Victorian Workers Compensation Insurance, or Income Protection if a sole trader
  • Motor Vehicle Insurance
  • Plant & Machinery Insurance
  • Company Operational Licences (air conditioning, electrical, plumbing, water services and asbestos)

For more information about accepted certificates, please view the GWMWater Business Rules.

5. What benefit does the Contractor Management System have for my business?

Registration ensures you’re pre-qualified to work on GWMWater sites. It allows you to keep all of your business information up to date in one place online, and to update your documents as required. The Contractor Management System allows you and your employees to work for GWMWater.

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

You can contact the Pegasus team during business hours on 1300 305 072 or email gwmwater@pegasus.net.au.

7. Can I get a refund?

Payments made to Pegasus for the verification of uploaded insurances and licenses are final. We cannot refund any fees after the document verification process has begun. Please refer to the terms and conditions in the portal for more details.

8. What’s a Safety Management System review?

A Safety Management System (SMS) review is an independent desktop audit of your Work Health and Safety documents completed by a qualified WHS professional. The review will compare your information against legal and industry requirements to ensure your systems are meeting these obligations. You’ll be contacted when the SMS review is complete and you are compliant in the system. If you do not pass the SMS review, we’ll send you a corrective action report detailing the action we can help you take to become compliant. You will not be compliant unless your SMS has been approved.

The documents you’ll be asked to upload in the system depend on your category and may include, but are not limited to:

  • WHS / OHS Policy
  • Environmental Policy
  • Risk Management Procedures
  • Systems of Work process including incident management
  • Drug and Alcohol management
  • Emergency management
  • Training procedures including induction management
  • Sub-Contractor Management (if applicable)
  • Continual improvement processes

Useful links to help you with your SMS review: