AU2016238932A1 - System and software for workplace compliance registry - Google Patents

Abstract

Abstract A workplace compliance registry is described primarily for use for storing and looking up individual worker qualifications, but can also be used for larger entities such as businesses, organisations, and companies. The workplace compliance registry 12 includes a main server central repository 10 having a database 120 for storing proof of worker qualifications, including copies of certificates, licences, registrations, official notices and security check certificates. Each individual will have a personal record which has copies or other proof of their qualifications which can be accessed by the individual, companies, authorised bodies, or potential customers of the individual 182 184 186 Na onal Register of Qualific ons and Workplace Compliance St John'a Frst Aid Cerdffka (HLTAID003) 1012015 - - -- ----------- ------- --------------- I - ---- UJN Name DOB ocunt Cemeffi cate INum be-r ----- ------ ..___ _ __ _ ._ 00000000 ane Doe 01/012001 001001 Atached 00000000 JaneDoe - 01/1/2001 001002 Atached 00000000 Jane Doe 011012001 001003 Attached ------------ ---------- --- -- 0000000 Jane Doe 0101 o2001 001004 Aathed 00000000 Jane Doe [0101/2001 001005 Attached 00000000 Jane Doe 01101/2001 001001 A h 00000000 Jare Doe 01/012001 001007 Atached

Description

1 2016238932 07 Oct 2016 SYSTEM AND SOFTWARE FOR WORKPLACE COMPLIANCE REGISTRY Field of the Invention [1] The present invention relates to a system and software for workplace compliance registry.

Background of the Invention [2] As each state increases workplace legislation for the education of the workforce to be qualified, competent and safe in their employment, the current system of issuing workplace compliance certificates is laborious and problematic. There are delays in issuing certificates, workers move or work remotely, and this makes it difficult for companies to ensure worker compliance with regulatory requirements.

[3] The present invention seeks to overcome or substantially ameliorate at least some of the deficiencies of the prior art, or to at least provide an alternative.

[4] It is to be understood that, if any prior art information is referred to herein, such reference does not constitute an admission that the information forms part of the common general knowledge in the art, in Australia or any other country.

Summary of the Invention [5] According to a first aspect, the present invention provides a workplace compliance registry platform for storing individual entity qualifications, wherein each individual entity has a personal record of their qualifications, the qualifications being uploaded to the registry by different authorised bodies and/or education institutions.

[6] The term “individual entity” in the present specification includes any one of a person, a business, a company, an organisation, and any other legal entity. The present invention is primarily intended for use for storing and looking up individual worker qualifications, but can also be used for larger entities such as businesses, organisations, and companies when checking their compliance or insurance cover for example.

[7] In one embodiment, the workplace compliance registry platform comprises a web interface for entering and sharing individual worker qualifications, the web interface operable by individual workers and prospective employers of the workers.

[8] In another embodiment, the workplace compliance registry platform further comprises a mobile application adapted for execution on a mobile device, the mobile application operable to generate the web interface. 2 2016238932 07 Oct 2016 [9] In another aspect, the present invention provides a computer-implemented method for providing a workplace compliance registry, the method comprising: creating records of individual entities, providing secure access to authorised bodies and/or education institutions to upload copies of individual entity qualifications to the registry, and allocating each uploaded qualification to the record of the corresponding individual entity.

[10] In one embodiment, each individual entity is provided with a unique identification number which allows access to the individual entity’s qualifications and/or workplace compliance record.

[11] Preferably, each uploaded qualification comprises an electronic copy of the relevant certificate or licence.

[12] Preferably, each uploaded qualification is processed via its associated unique identification number.

[13] Preferably, the individual entity can view their record and print copies of any documents.

[14] Preferably, the individual entity is alerted if one of their certificates or licenses is reaching its expiry date or is expired.

[15] Preferably, renewals of certificates or licenses are uploaded to the individual entity’s record.

[16] Preferably, companies registered to the workplace compliance registry can link individual employee records to their company profile.

[17] Preferably, company registrations are accessed via the company’s Australian Business Number (ABN).

[18] Preferably, the company is provided with one or more of: the company’s summary screen which includes a list of their linked employees in the workplace compliance registry, a summary of employee qualifications, alerts as to qualifications which may be expiring or expired, and alerts as to missing worker qualifications for specific job positions.

[19] Preferably, the method comprises providing a template for an institution to upload qualifications of multiple individual entities to the workplace compliance registry. 3 2016238932 07 Oct 2016 [20] Preferably, the method comprises providing a secure key to an authorised body to extract from the authorised body only information required to meet regulatory requirements and download the information.

[21] In another aspect, the present invention provides a workplace compliance registry system comprising a computing device for performing the method of any one of the above, and a portal for users to access the computing device.

[22] In another aspect, the present invention provides a processing apparatus for performing the method of any one of the above.

[23] In another aspect, the present invention provides a computer program for performing the method of any one of the above.

[24] In another aspect, the present invention provides a programmed computer for performing the method of any one of the above.

[25] In another aspect, the present invention provides an application software for performing the method of any one of the above.

[26] In another aspect, the present invention provides a website for performing the method of any one of the above.

[27] Other aspects of the invention are also disclosed.

Brief Description of the Drawings [28] Notwithstanding any other forms which may fall within the scope of the present invention, preferred embodiments of the present invention will now be described, by way of examples only, with reference to the accompanying drawings in which: [29] Figure 1 is a schematic diagram illustrating a central repository for a workplace compliance registry and methods for accessing the central repository; [30] Figure 2 is a flowchart of an example process in uploading documents to the central repository in accordance with a preferred embodiment of the present invention; [31] Figure 3 is a flowchart of an example process of a company access to the central repository; [32] Figure 4 is an example upload template for an educational institution for the central repository; [33] Figure 5 is an example individual workplace compliance summary obtained from the central repository; 4 2016238932 07 Oct 2016 [34] Figure 6 is an example worker workplace compliance summary obtained from the central repository via a company ABN; and [35] Fig. 7 shows a hardware system operable to execute the software of the present invention.

Description of Embodiments [36] It should be noted in the following description that like or the same reference numerals in different embodiments denote the same or similar features.

[37] A workplace compliance registry 12 according to the present disclosure is illustrated in Fig. 1. The workplace compliance registry 12 is described primarily for use for storing and looking up individual worker qualifications, but can also be used for larger entities such as businesses, organisations, and companies. The workplace compliance registry 12 includes a main server central repository 10 having a database 120 for storing proof of worker qualifications, including copies of certificates, licences, registrations, official notices and security check certificates. Each individual will have a personal record which has copies or other proof of their qualifications which can be accessed by the individual, companies, authorised bodies, or potential customers of the individual.

[38] Hand-held mobile devices 20, such as mobile phones and tablets, are located at various locations and each run a workplace compliance registry application 300 (App) connecting each mobile device 20 to the central repository 10 via a network 110. Nonhandheld devices 30, such as notebook computers (laptops), and non-mobile devices 40, such as desktop computers, are also located at various locations and connect to the central repository 10 via a web browser based interface 530 also over the network 110.

[39] The database server 10 connects to the network 110 via a web portal 130. The web portal 130 facilitates access to the database server 10 and database 120. The workplace compliance registry application and/or web browser communicates with the web portal 130 to facilitate transfer of information to and from the database 120.

[40] The workplace compliance registry 12 allows educational institutions, state licencing bodies and registration bodies to upload copies of qualifications documents or electronic versions thereof of an individual worker. The documents can only be uploaded to the qualifications workplace compliance registry 12 by authorised bodies using a secure key, not by individuals, to ensure validity of the documents.

[41] The workplace compliance registry 12 allows companies to check individual qualifications of their workers to ensure all necessary qualifications are present, renewed and up to date. This allows companies to ensure that their workforce complies with the regulatory 5 2016238932 07 Oct 2016 requirements. Individual workers can access the workplace compliance registry 12 to provide copies of their qualifications to employers, potential employers, or customers if needed. Customers can also access the workplace compliance registry 12 to check worker qualification prior to hiring the worker for contract work. Customers can also access the workplace compliance registry 12 to check business or company qualification and insurance prior to hiring the business or company.

[42] Individuals will be required to register for the workplace compliance registry 12 using suitable photo identification and other documents to prove their identity. Other individual details such as date of birth, contact phone numbers, email address, education, training, and past and current employer details can also be collected and stored in the qualifications registry 12. The software of the qualifications registry 12 will issue a unique identification number (UIN) to the individual upon registration. The UIN allows quick access to the individual qualifications record, with a password or other security means being paired with the UIN. Figure 2 is a flowchart of an example process 120 in uploading documents to the central repository by an educational institution in accordance with a preferred embodiment of the present invention. Uploading of documents are preferably performed only by recognised and authorised institutions, which are provided with secure access to the database 120.

[43] A first step is for the institution to enter 122 the workplace compliance registry website 530, and enter their login details 124. The institution will then select 126 the relevant template to complete to provide the proper details of the qualification for a specific individual. The template will prompt the user to enter 128 the required document details including type of document, document or licence number, date of issue, expiry date, and a copy of the document in JPEG or PDF format. The user then clicks finished 130 and enters 132 the individual’s unique identification number (UIN), and then clicks the ‘submit’ button 134.

[44] The completed template is received 136 by the main server 10 of the workplace compliance registry 12, sends a receipt 138 to the sender, and processes the entered information 140 using the UIN entered.

[45] The software of the workplace compliance registry 12 extracts the information from the template and allocates and files the uploaded documents to the specific individual’s record. The software will allow the individual to view their record, and print copies of any documents if required. The software will alert individuals via email or SMS if one of their certificates or licenses is reaching its expiry date or is expired. Renewals of such certificates or licenses are then uploaded to the individual’s record. Any corrections can be requested via the software provider or the authorised institutions. 6 2016238932 07 Oct 2016 [46] The method described above can also be used for other individual entities, such as companies, businesses and organisations, for storing their compliance information and other relevant information such as currency of insurance.

[47] Figure 3 is a flowchart 150 of an example process of a company access to the central repository 10, which starts by entering 152 the workplace compliance registry website 530. The company then registers 154 by completing the required registration details 156 which will include at least the company name and Australian Business Number (ABN). If the company is registered, the company can login 158 by entering their ABN.

[48] The software will then provide the company’s summary screen 160, which will include the company details and a list of their employees in the workplace compliance registry 12. The summary screen 160 can also provide a short summary of employee qualifications, alerts as to qualifications which may be expiring or expired, and alerts as to missing worker qualifications for specific job positions.

[49] The user can then select the ‘employees’ tab 162 to select a specific employee, enter the company password for access 164, which will provide the individual employee screen summary 166. The user is then able to view and monitor employee compliance 168 for their specific position, and to link or unlink 170 employees to the company.

[50] The software allows companies and trades people to link their employees to their ABN to monitor regulatory compliance of their employees. The software will collate a summary of employee qualifications and compliance and display the information in the company summary screen. To maintain confidentiality, the software will require a password for access to employee files to be provided by the company. The software will allow the password to be changed by the company if desired.

[51 ] Figure 4 is an example upload template 180 for an educational institution for the central repository 10. In this example, the educational institution provides First Aid Certificate training and the template includes the education provider 182, the certificate name and code 184, date of issue 186, and rows are provided for each individual including their UIN, name, date of birth, the certificate document number, and confirmation of attachment of the document. Upon submission of the template 180, the records of the individuals will be updated.

[52] Figure 5 is an example individual qualifications summary 210 obtained from the central repository 10. The summary 210 for example can be provided by the individual to their current or prospective employer to show proof of their qualifications. In the example shown, individual Jane is a Home and Community worker in the aged care field and uses her own vehicle for home client appointments and to transport a client if needed. It is a regulatory requirement that Jane provides her employer a copy of her motor vehicle licence, registration and 7 2016238932 07 Oct 2016 insurance. The summary 210 provides these details as well as Jane’s other qualifications and certificates, including police checks, first aid certificates and formal education certificates.

[53] Figure 6 is an example worker qualifications summary 220 obtained from the central repository via a company ABN. Similar to summary 210 above, summary 220 can be obtained and viewed by entering a company or worker’s ABN. In this example, a customer is looking at hiring a painter experienced and qualified with working at heights. The customer can use the workplace compliance registry software to view trades people to check their qualifications. The summary 220 shows that the worker has the required education, working at heights licence, as well as liability insurance.

[54] The system in another preferred embodiment provides a secure key to an authorised body to allow the system to extract and download required information from the authorised body. The secure key however only allows the system to extract data from the authorised body which is required to meet regulatory requirements and download the information to the system database as an entry for the person or company.

[55] For example, in a situation with a customer checking on the insurance policy of a contractor (e.g. person or company), an insurance policy entry for the contractor would show only the Person/Company name, Policy Number, type of insurance and expiry date. The secure key will allow the software to extract this information from the authorised body (insurance company database) and download this information to the compliance registry database as an insurance policy entry for the person/company. Any other confidential information of the insurance policy holder, such as the price of the insurance policy, the address, etc., would not be extracted. This protects the policy holder’s confidentiality.

[56] Such authorised bodies can thus include insurance companies, medical diagnostics registers, government bodies such as the Roads and Maritime Service and Department of Immigration. . This ensures individual entity confidentiality and assures up to date information from the place of origin (authorised body database), [57] The ‘secure key’ software feature provided to an educational institution or authorised body will: I. Allow the upload of new qualifications from educational institutions II. Allow the download of existing qualifications for individuals III. Identify and verify the qualification or compliance item belongs to the individual claiming it IV. Allow the download of data from an authorised body 8 2016238932 07 Oct 2016 V. Seek a file and extract only the data required VI. Detect changes to a file and download to the registry, (i.e. Cancellation of a licence or insurance policy) VII. Track and register the authorised body or educational institute the download originated from.

[58] The preferred embodiments of the present invention thus provide a number of advantages including one or more of the following: • Removes the need to issue and send hard copy certificates which is costly, laborious and problematic • Removes the need to re-issue lost cards and certificates • Provides fast and secure upload of documents • Instant access to documents for workers, companies and customers • Provides security for companies and customers to confirm workplace compliance before hiring contractors • Provides cost and time savings for all parties • Removes the human factor which leads to less error and easier compliance • Provides up to date information by tracking and uploading any changes made to a compliance item • Environmentally friendly • Assists regulatory bodies to ensure compliance of the workforce at the worksite.

[59] Referring to Fig. 9, a hardware system 90 embodying the user device 110, and operable to execute code representing the workplace compliance registry software is described.

[60] The hardware system 90 includes an input module 910, an output module 915, a processor 920, a working memory (RAM) 930, a non-volatile memory (EEPROM) 940, a digital storage 950, and a bus 970. The hardware system 90 may also include a communications module 960.

[61] The input module 910 is hardware for receiving input from a user of the hardware system 90, for example an employee. The input module 910 may be, for example, a virtual or physical keyboard, a virtual or physical key pad, a mouse, an audio input, or a combination of 2016238932 07 Oct 2016 9 such means. In a preferred form, the input module 910 is a touchscreen operable to display to the user a virtual keyboard.

[62] The output module 915 is hardware for presenting information to the user. The output module 915 may be, for example, a display screen, or a light projector. In one form, the output module 915 is a display screen with touch functionality, and is physically the same device as the input module 910.

[63] The processor 920 is operable to execute code embodying the pay tracking application 80. The processor 920 may be a microprocessor or microcontroller. The processor 920 includes an arithmetic and logic unit configured to perform the calculations as required by the calculating module 830.

[64] The RAM 930 provides a volatile memory as required for the execution of code, while the non-volatile memory 940 provides storage for the code. The digital storage 950 is, for example, a magnetic hard drive, solid state hard drive, solid state flash memory, and the like. The digital storage 950 is stores therein the database 120.

[65] The communications module 960 provides the hardware system 90 with communication to external devices and networks. The communications module 960 may include one or more of a wireless network interface, mobile cellular interface, Bluetooth ™ interface, wired network interface, and landline telephone interface. The communications module 960 is operable to facilitate communication with a remote network, for example to retrieve the data in the case where the database 120 is a remote or cloud-based database stored on the remote network.

[66] Whilst preferred embodiments of the present invention have been described, it will be apparent to skilled persons that modifications can be made to the embodiments described. A mobile application (App) software will be provided for mobile devices to mirror the functionality of the website of the workplace compliance registry.

Claims (21)

1. Claims The claims defining the invention are as follows:

   1. A workplace compliance registry platform for storing individual entity qualifications, wherein each individual entity has a personal record of their qualifications, the qualifications being uploaded to the registry by different authorised bodies and/or education institutions.
2. 2. A workplace compliance registry platform as claimed in claim 1, comprising a web interface for entering and sharing individual worker qualifications, the web interface operable by individual workers and prospective employers of the workers.
3. 3. A workplace compliance registry platform as claimed in claim 2, further comprising a mobile application adapted for execution on a mobile device, the mobile application operable to generate the web interface.
4. 4. A computer-implemented method for providing a workplace compliance registry, the method comprising: creating records of individual entities, providing secure access to authorised bodies and/or education institutions to upload copies of individual entity qualifications to the registry, and allocating each uploaded qualification to the record of the corresponding individual entity.
5. 5. The method of claim 4 wherein each individual entity is provided with a unique identification number which allows access to the individual entity’s qualifications record and/or workplace compliance record.
6. 6. The method of claim 4 wherein each uploaded qualification comprises an electronic copy of the relevant certificate or licence.
7. 7. The method of claim 5 wherein each uploaded qualification is processed via its associated unique identification number.
8. 8. The method of claim 4 wherein the individual entity can view their record and print copies of any documents.
9. 9. The method of claim 4 wherein the individual entity is alerted if one of their certificates or licenses is reaching its expiry date or is expired.
10. 10. The method of claim 4 wherein renewals of certificates or licenses are uploaded to the individual’s record.
11. 11. The method of claim 4 wherein companies registered to the workplace compliance registry can link individual employee records to their company profile.
12. 12. The method of claim 11 wherein company registrations are accessed via the company’s Australian Business Number (ABN).
13. 13. The method of claim 11 wherein the company is provided with one or more of: the company’s summary screen which includes a list of their linked employees in the workplace compliance registry, a summary of employee qualifications, alerts as to qualifications which may be expiring or expired, and alerts as to missing worker qualifications for specific job positions.
14. 14. The method of claim 4 comprising providing a template for an institution to upload qualifications of multiple individual entities to the workplace compliance registry.
15. 15. The method of claim 4 comprising providing a secure key to an authorised body to extract from the authorised body only information required to meet the regulatory requirements and download the information.
16. 16. A workplace compliance registry system comprising a computing device for performing the method of any one of claims 4 to 15, and a portal for users to access the computing device.
17. 17. A processing apparatus for performing the method of any one of claims 4 to 15.
18. 18. A computer program for performing the method of any one of claims 4 to 15.
19. 19. A programmed computer for performing the method of any one of claims 4 to 15.
20. 20. An application software for performing the method of any one of claims 4 to 15.
21. 21. A website for performing the method of any one of claims 4 to 15.