Hunter Valley Project
Contractor Induction & Mobilisation Guide
Everything needed to mobilise personnel to HVOP — for company administrators and workers alike
Overview
This site covers the process for inducting personnel to Hunter Valley Project (HVOP). It applies whether you are a company administrator managing multiple workers, or an individual worker completing your own mobilisation.
All mobilisations are managed through the Ideagen Workforce Safety system, but all documents are verified and approved by Hunter Valley Project staff.
The process must be completed in full — including eLearning, document uploads, and site familiarisation — before access to site can be granted.
? This mobilisation site request is for the HVO Continuation construction project works being conducted at Hunter Valley Operations and is not for operational works.
?? Allow sufficient lead time. Document verification, eLearning completion, and medical checks can each take some time. Any outstanding requirement will hold up site access.
Company Registration — First Time Only
The contracting company must be registered in Ideagen Workforce Safety before any mobilisation requests can be submitted. This only needs to be done once.
1. Create a company profile in Ideagen Workforce Safety.
2. Create a worker profile for each person being mobilised to site.
3. Each worker verifies their own Ideagen profile.
?? Already registered? Skip this section — proceed directly to the Mobilisation Process.
The Mobilisation Process
The following steps apply for each worker being inducted to HVOP:
4. Submit a mobilisation request for Hunter Valley Project for the worker through Ideagen.
5. Select all applicable job titles for the work to be performed on site — refer to the HVOP Skills Matrix for assistance in selecting the correct job roles.
6. Always include one of the CAT B_Contractor job titles, in addition to all other specific roles.
7. Upload all required documents — refer to the Mandatory Documentation section and Skills Matrix.
8. Complete all assigned eLearning modules before attending site familiarisation.
9. Attend site familiarisation — held as a face-to-face training session in the HVOP Training Room.
?? It is suggested that during this transition stage, you upload all documents even when Ideagen shows a requirement as Green. This confirms each skill has a verified and correctly dated document plus keeps reporting accurate.
Light Vehicle Drivers
Workers who will drive a light vehicle on site must have Operator – Light Vehicle 2 selected as job titles, in addition to any other applicable roles.
This selection will be reviewed with the Task Coordinator and will be confirmed or removed prior to approval. If confirmed, additional eLearning modules may be required.
Machinery Operators
Any worker operating machinery must complete a Verification of Competency (VOC) for each machine before being authorised to operate it on site.
• Previous Glencore VOC: Generally valid for 5 years and may be transferred, subject to verification.
• Booking a VOC: The machine must be on site and have an approved Introduction to Site from the HVOP Mechanical Engineer.
• How to book: Use the Health & Safety Training Calendar in Ideagen.
Medical
• Current and valid Order 43 medical assessments will continue to be accepted.
• The required Order 45 medical category for each Job Title is specified in the Skills Matrix.
• A Health and Fitness Management Plan (MMP) must be submitted for any worker who receives an Amber medical assessment result.
• Workers taking any prescribed or non-prescribed medication must submit a completed Medication Declaration Form.
?? Where the contracting company is a subcontractor (not engaged directly by Glencore), the MMP must also be signed by the primary contracting company.
?? Template MMP and/or Medication Declaration Forms are available to download in the document section.
Mandatory Documentation
The following documents are required for each worker during the mobilisation process:
• Current Medical
• Drug and Alcohol Test — must be within 30 days of submission
• Letter of Competency (LOC)
• Journey Management Plan (JMP)
• Contractor Mine Operator History Check Authority Form (CMI)
• Health and Fitness Management Plan (MMP) — if required
• Construction Industry Card (exclusion for non-construction workers)
Letter of Competency (LOC)
A LOC is required for every worker. It must be provided on the company's official letterhead and include:
• Worker name and details
• Position and term of employment
• Fitness for work confirmation
• Competencies and qualifications held
• Previous task experience and duration
• How the company has verified the worker's competency (operator roles only)
• Make and model of mobile equipment (operator roles only)
• Level of supervision required (if applicable)
• Type of work and designated work area
• Any onsite training required
?? A LOC template is available to download in the Documents section.
HVOP Skills Matrix
The Skills Matrix lists the documents and qualifications required for each job title on site. Review it before submitting a mobilisation request to confirm all requirements are in order.
Required evidence is also displayed during the Ideagen mobilisation process — selecting a job title will automatically show what needs to be uploaded.
?? If a worker's job title is not listed in the Skills Matrix, a Letter of Competency detailing their role and experience is required. Please also discuss this with your site contact prior to submitting a mobilisation.
?? Skills Matrix is available to download in the document section.
Support and Assistance
HVOP Inductions Team
For mobilisation and induction enquiries:
Email [email protected]
Phone 0488 445 805
Ideagen Support
For technical issues with the Ideagen platform:
Phone 1300 722 801
Help Log in to Ideagen Luminate and navigate to the Help section
Documents
The below documents provide relevant information for Registrations for Hunter Valley Project. Please familiarise yourself with these procedures before commencing the Registration process.
To begin the above process, please log into the EPP Portal, where all other relevant information can be found.
Glencore Generic
Glencore Generic is a requirement for all sites
Note: This training is not provided or managed by Ideagen
Hunter Valley Project Documentation
• Contractor Mine Operator History Check Authority Form
• Health and Fitness Management Plan Form
• Medication Declaration Form
• Journey Management Plan Form
• Letter of Competency Template (NEW)
• HVOP Skills Matrix
• HVOP Induction Procedure
General Ideagen Documents
• Company Name Change and Employee Transfer Request Form
• Company Portal User Resource
• IDEAGEN Report Request Form
• Employee Name Change Request Form
Booking Calendar
Site Familiarisation
Book via the Workforce Management Mobilisation Calendar in Ideagen.
?? All eLearning modules must be completed before booking a site familiarisation date.
Verification of Competency (VOC)
Book via the Health & Safety Training Calendar in Ideagen.
?? All machinery Verification of Competency (VOC) assessments must be completed and verified before personnel are authorised to operate equipment on site.
FAQs
What is Ideagen’s role?
Ideagen’s job is to collect, process and manage Contractor's data on behalf of Hunter Valley Project. Ideagen does not make the rules, we simply make sure the Hunter Valley Project's rules and Contractor Management Program are followed.
As part of Hunter Valley Project's Contractor Management Plan, certain documents and qualifications are required before Hunter Valley Project will allow their contractors to perform a particular role or job on their sites.
How do I know what documents Hunter Valley Project require for my role or job on site?
Hunter Valley Project has created a Skill Matrix. This is a list of the types of documents and qualifications Hunter Valley Project must have on record before a contractor is allowed to carry out a role or job on a Hunter Valley Project site.
You will find this in the online booking process, when you select the job title you will be doing onsite, this will automatically bring up the evidence of skills required.
You can download a checklist from https://glencore.damstra.com.au/ if you wish to view this prior to starting your online booking. The checklist will step you through registering your company, employees and the online booking process.
I don’t have the documents requested in the Skill Matrix?
If you or your employees do not have the required documents and qualifications listed in the Hunter Valley Project Skills Matrix, you will need to speak to your contract manager and find out if a Letter of Competency will be accepted.
My job or role is not listed on the Hunter Valley Project Skill Matrix?
If your job title is not listed, you will then need to provide a Letter of Competency detailing your role and experience.
Download an example Letter of Competency from the Ideagen website: https://glencore.damstra.com.au/
How do I know what to supply before I can work on site?
There are Checklists available on the website which will step you through what forms, documents and qualifications you must supply before you are approved to work on a Hunter Valley Project site:
• If you have never registered as a Hunter Valley Project contractor read the Hunter Valley Project Checklist available at https://glencore.damstra.com.au/
• If you are renewing your registration, log into the Ideagen portal with your username and password and go through the online booking tool. This will let you know what is required.
Why was my photo rejected?
Ideagen can only accept good quality, colour photos in the format of a JPEG, TIFF or GIF. Please do not supply an ID photo and ask us to crop the photograph from the ID - the picture will be poor quality.
I don’t have Workers Compensation because I’m a sole trader?
Sole traders need to provide either a personal accident and illness policy, income protection policy or life insurance policy instead of Workers Compensation.
If you are unable to, then you need to speak to your Hunter Valley Project Risk Manager.
Do I have to fill in every section of the Forms?
Yes, this information is required by Hunter Valley Project from all their contractors. If there is an incomplete section, the form cannot be processed.
I sent my paperwork yesterday, why have I not heard anything?
The site generally has 48 hours to process paperwork after we receive it, if everything is complete. Once all the correct paperwork and complete forms have been received and processed, your company is sent a registration letter to let you know what to do next.