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BHP Mt Arthur Coal Finds An Innovative Partner in Pegasus

The Challenge

BHP is the world’s second largest mining company and Australia’s fourth-largest company by revenue. BHP Mt Arthur Coal is the largest coal production site in the NSW Hunter Valley, producing coal for the energy sector.

In a highly regulated, high-risk industry, BHP recognised inconsistencies around contractor management – a lack of clarity about worker roles and responsibilities, and inadequate critical controls to manage risk.

This inconsistency, and legislative requirements, triggered BHP to introduce a global Contractor Management Framework to standardise contractor engagement and safety.

“We needed to know contractor safety was being appropriately managed,” said Laurentiu Aldea, Superintendent Site Systems.

The Solution

The Pegasus Contractor Management System underscores BHP’s Requirements for Safety standards, where having the right controls in place to effectively manage safety risks will lead to improved safety outcomes.

“When we researched what was available on the market, there was nothing quite as robust as Pegasus which was able to meet most of our contractor compliance and onboarding needs.”

A Safer Mine

BHP Mt Arthur Coal’s Pegasus solution includes Company Pre-Qualification, where the insurances and licences of contracting companies are collected and verified, and Worker Competency Management, where workers are registered with site roles, supporting competency documents, and appointment letters.

“The same as a driver is required to have a driver’s licence to ensure safety on the roads, a mine worker is required to be trained, authorised and competent to perform their work safely on a mine,” said Laurentiu.

“The Pegasus contractor management system ensures workers are authorised to perform work safely, therefore assisting us in the journey to achieve Zero Harm on our site”.

A 50% Increase In Contractor Compliance

With the safety and compliance of over 3,500 contractors now managed in the Pegasus platform, BHP Mt Arthur Coal has tangible results of the success of the partnership.

“Before implementing the Pegasus Worker Competency module, compliance reporting was sitting at around 25 per cent,” said Laurentiu. “It has since risen to around 75 per cent, a 50 per cent increase in contractor compliance.”

$300,000 A Year Saved

The volume of contractors engaged to work at BHP Mt Arthur Coal meant administrators were working fulltime to manage contractor compliance and onboarding. Substantial savings are now being enjoyed with the Pegasus solution, enabling more people to monitor the data collected, but fewer needed to manually process it.

“Based on the volume of contractors onboarding in each operational department, we have saved two admin resources, which is approximately $300,000 each year,” said Laurentiu.

An Innovation Partnership

The unique features of the Pegasus platform stood out when BHP Mt Arthur Coal was choosing a workforce safety partner, including the alignment of the Pegasus vision and BHP’s needs.

“The greatest benefit of working with Pegasus has been the high level of innovation and features available in their packages that aren’t available in other products we have investigated,” said Laurentiu.

Innovations like the Pegasus Client Portal – providing client’s insight and control in their own portal, linked to data in their contractor system – the Mobile App – for instant compliance checks – and the Asset Management Portal – for compliant equipment – has cultivated a partnership based on continuous improvement.

New: Pegasus Mobile Check-In for Mandatory Registration

From Monday 23 November 2020, it became mandatory for NSW businesses to complete digital check in registrations of everyone attending their sites.

These new COVID-safe rules mean businesses who do not electronically record contact details will face strict penalties.

Pegasus Mobile Check-In has been developed to help our valued clients manage this risk and comply with these new obligations.

Linking Your Data and Managing Your Risk

Pegasus Mobile Check-In is a simple and intuitive solution to manage and trace the COVID risk on your sites and projects.

Most valuably, the information collected links to your Pegasus solution, meaning you can report and make operational decisions with the evidence available at your fingertips.

How Does It Work?

Step 1 > Visitors and workers scan your unique Pegasus QR code.

Step 2 > Check In to site – entering name, company, and contact details. They can choose to have their details remembered for next time.

Step 3 > Complete a COVID health declaration. Those who answer YES to the declaration are denied site access. Those who answer NO are permitted on site.

Step 4 > Check Out when leaving site.

Pegasus COVID check in app 1

Pegasus COVID check in app 2

What Can I Do With The Information?

The data collected from Pegasus Mobile Check-In links immediately to your Pegasus solution and the on site now log.

You can leverage powerful Pegasus reports to view name, company and contact details, as well as the time they checked in and out, the site they attended, and their hours on site.

You can even check if a person indicates YES to COVID symptoms and is subsequently denied site access.

This level of detail is only available with Pegasus Mobile Check-In and is a guarantee that you are complying with the mandatory NSW Government tracing rules.

How Do I Get It And Comply With The New Rules?

Speak to your Pegasus Account Manager or email today about how Pegasus Mobile Check-In will help you meet government regulations and keep your workforce safe.

Pegasus on the NewyTechPeople Podcast

One of the things we’re most proud of at Pegasus is our culture. Good culture comes from the top and is championed by our very own Head of People and Culture Pru Killick.

Pru recently appeared on the NewyTechPeople podcast to talk all things Pegasus with Linda Apostolidis. In their conversation, Pru shares what makes our people and software unique, as well as exciting opportunities available at Pegasus and our plans for the future.

Key Highlights

3:10 Why Pegasus moved away from being a labour hire services company to being a tech company.

4:45 How centralizing information within our software works for our clients.

“The beauty of the system with us is that you can centralise all of that information for the client but also standardize all of those protocols to get to site.”

6:00 How Pegasus is scaling our solution globally.

“It’s enabling us to show the power of the product and how it is able to do this no matter where you are in the world, you’re able to bring these same standard practices into any workforce, anywhere.”

6:43 How our partnership and investment from Acell-KKR began.

9:23 Our acquisition of Compliance Fox and how we will leverage their product offering to target different clients.

11:19 Exploring the workplace culture of Pegasus

13:31 Our partnership with the University of Newcastle where the Pegasus tech team and university tech team are collaborating on exciting and pioneering work.

“We’ve been fortunate to connect with the Newcastle University and be able to work on some really significant projects for us around artificial intelligence.”

Our engagement with MEGT offering Cert III ICT traineeships at Pegasus—there are currently five trainees working here.

“We’re unique in that we own and develop our own software. We have everything in-house … all of the components that makes the software cycle, and sales to service cycle.”

16:32 How Pegasus supports the HSC Smart Track Program – an alternative end of the HSC.

20:10 Plans Pegasus has for 2021 to engage our tech team.

21:17 Pru’s advice for students wanting a career in tech: always attitude over aptitude.

24:35 How Pegasus responded to COVID-19 in our internal workforce and how we were able to move to remote working without disruption to our clients.

29:28 Helping Pegasus employees with the challenge of looking after children and remote learning while working with the introduction of PegPal Kids activities. Learn how Pegasus maintained our strong workplace culture remotely.

32:33 Learn more about Pru. What she’s reading, her podcast recommendations, her HR Instagram account—and learn about the politics of canteen duty at children’s netball games.


NewyTechPeople is passionate about attracting and retaining the best talent for their clients in Newcastle and the Hunter region with a focus on technology. They primarily work with start-ups, scaleups, product companies, digital firms and local enterprise.

6 Steps to Workforce Compliance with Pegasus

Managing a large workforce is complex.

Whether overseeing a mine site, construction project, manufacturing plants, or rail projects, it can be difficult to maintain consistency.

There’s legislation to meet, projects to complete, and workers to manage. It requires a great deal of administrative resources and the finer details can often be missed with information stored in different areas.

This is where Pegasus comes in.

Our software exists to provide total insight into your workforce, manage risk, increase productivity, control compliance, and stay connected.

Pegasus can be used as a complete workforce management solution, or you can select from the modules which suit your requirements.

After your contracting companies are pre-qualified, the next step to a safe workforce is understanding who is working for you and what they’re qualified to do – Worker Competency Management.

This Pegasus product collects and verifies the qualifications and competencies of workers, ensuring every single person working on your sites and projects is safe and qualified.

6 Steps to Workforce Compliance

STEP ONE: What Do Your Workers Do?

The requirements of individual workers vary depending on their role, specific project or site, and industry.

Pegasus starts by helping you determine and set work roles – that is, what’s the job a person is doing, and what do they need to have (licence? ticket?) to hold that role.

Not sure how to get started? No worries – our industry experts can guide you through and ensure your roles matrix is up to standards.

STEP TWO: Who Are Your Workers?

Now we know what workers on your sites do, Pegasus configures your system! Using our change management expertise, your contractors are told to register their workers to your set standards. This is where workers are added, their roles are selected and their competencies are uploaded in the system, ready for verification.

Say goodbye to Excel spreadsheets and other messy systems – all that information is now available at the click of a button.

STEP THREE: Workers Trained and Inducted

Alongside qualifications and licences, you’ll want your workers to complete important safety inductions before they are given access to your sites or projects. This happens right in the Pegasus system, where online inductions are booked and completed, and classroom inductions are selected from a convenient calendar for a safe and inducted workforce.

STEP FOUR: Verifying Data and Controlling Site Access

Once worker information has been uploaded, and inductions and training complete, everything in your system is verified and validated by Pegasus. Workers are issued with access ID cards linked to their profiles, meaning only those who have reached the standards you set can swipe on at site.

This verification and access provides you with real-time data of who is on your site and what they’re qualified to do – insight and control.

STEP FIVE: Connection and Reporting

So what do you do with all this valuable data collected in the Pegasus Worker Competency Management system? Use it to make smarter, safer decisions about your workforce!

You’ll have your own Pegasus Client Portal where you can access detailed information about every worker at any time. You can also quickly communicate updates direct to the workforce, use analytics to learn from trends, ask questions and act on your data, set training requirements, and track any other information about the workforce from one place.

STEP SIX: Staying Safe

Your workforce is registered, verified, and compliant… but how do they stay that way?

Pegasus sends auto-reminders to your contractors whenever anything is expiring, or if you update the requirements for site access. Workers can also maintain ongoing compliance and manage their profile in the Pegasus Worker Portal.

With Pegasus, everyone working for you will understand what’s required, and be supported and motivated by Pegasus to update, maintain and stay safe on your sites.

Go Live: Pegasus Secures Port with Patrick Terminals

Australia’s leading terminal operator, Patrick Terminals, launched their complete contractor management solution with Pegasus this week.

As Australia’s largest and most innovative container terminal operator, Patrick Terminals engages a range of contractors across their four ports located around the Australian coastline, operating over four kilometres of quay line with 24 cranes and 130 straddles.

Their previous system for managing contractors was extremely manual, with each port managing contractor onboarding and inductions slightly differently.


Standardising practices to improve health, safety, and environmental outcomes

With safety practices at the forefront of their operations, Pegasus has found a like-minded partner in Patrick Terminals and will manage their contractor safety with a complete workforce management solution.

The introduction of Pegasus will save on administration time and allow for standardised processes across Patrick’s four ports: Brisbane AutoStrad, Sydney AutoStrad, Melbourne, and Fremantle.

The Pegasus platform allows us to standardise the onboarding and induction of contractors nationally, with the robust system underpinning our contractor management process,” said Ben Meikle, National HSE Manager – Systems and Projects at Patrick Terminals.

Looking at what Pegasus could deliver—ensuring our contractors were inducted, qualified, and competent—directly aligned with our organisational value of Everyone Home Safely, Everyday.

Home Safely

Working in a way that aligns with Patrick’s value Everyone Home Safely, Everyday is a requirement of working at Patrick Terminals. Every employee has an important role in how they conduct their operations. At the end of a shift, day or working week, it is critical that every employee return home safely to their friends, family and loved ones. Through building a strong culture around safety, they are able to better deliver world-class import and export solutions for their clients.

At Patrick Terminals their culture is Everyone Home Safely, Everyday.


Clean User Experience

When looking for a new process to manage the compliance of their contractor workforce, Patrick Terminals chose Pegasus in large part due to our user-friendly software.

“There are several reasons why we chose Pegasus for our contractor management solution. First and foremost, we liked how simple and inviting the user interface is, not just for our staff, but for the contractors who will be using it,” said Ben.

With contractors able to directly upload their qualifications, insurances and documents into the Pegasus platform, the removed administrative burden has allowed for greater one-on-one time with contractors on site.

“This allows our HSE Managers, and Facilities and Procurement Managers to spend more time with our contractors, to be part of toolbox talks and pre-start meetings in order to drive safer outcomes,” said Ben.

At Pegasus, we’re proud to partner with Patrick Terminals in managing their ongoing contractor safety and compliance.

“We’re excited to see how the introduction of Pegasus will allow Patrick to better engage with their contractor base and focus on workforce safety,” said Kieran Offord, Project Manager – Service Delivery at Pegasus.

4 Ways to Manage Work Health and Safety Remotely

When Prime Minister Scott Morrison “strongly encouraged” Australians to work from home where possible to curb the spread of COVID-19, the landscape of the Australian workplace changed overnight. While workplace flexibility has been mounting for close to a decade, the shift to remote working happened on such a widespread scale that it even garnered a new acronym: WFH (working from home).

Over 4.3 million Australians started working from home as a result of COVID-19, presenting a new challenge for employers as the responsibility of providing a safe work environment for employees remains.

According to Global Workplace Analytics, the trend of working from home is here to stay: “our best estimate is that 25-30 per cent of the workforce will be working-from-home multiple days a week by the end of 2021”.

With a dispersed workforce, it is still your organisational responsibility to uphold Work Health and Safety standards for employees working remotely or from home.

At Pegasus, keeping workers safe is our mandate. We help companies comply with government legislation, including the Work Health and Safety Act 2011. While 2020 has changed the outworking of this policy considerably, the outcome remains the same: a safe workforce.

From NSW Health:

The Work Health and Safety Act 2011 still applies if workers work somewhere other than their usual workplace, for example, from home. This means employers have an obligation to make sure the health and safety of their workers is maintained when they work at home.

Both the employer and employee have a responsibility for ensuring work completed from home is done in a safe manner.


Work Health and Safety Risk of Working From Home

According to WorkSafe ACT, possible new risks to the health and safety of employees working from home include:

•  Physical risks from poor work environment, such as workstation set up, heat, cold, lighting, electrical safety, home hygiene and home renovations, and

•  Psychosocial risks such as isolation, high or low job demands, reduced social support from managers and colleagues, fatigue, online harassment and family and domestic violence


4 Ways to Manage Work Health and Safety From Home


1. Create a dedicated workstation at home

As tempting as working from your lounge or bed may seem, it’s important to create a designated workstation while you work from home. Ensure you have an ergonomic set up to mitigate the risk of workplace injury. WorkSafe QLD has a comprehensive ‘Ergonomic guide to computer based workstations’ which will help you make informed choices.

The Safe Work governing bodies from all states and territories have created their own Working from Home Safety Checklists and guidelines.

•  ACT – Working from Home – Work Health and Safety Checklist

•  NSW – Working from Home – Workplace Health and Safety Checklist

•  NT – Maintain a safe working environment

•  QLD – Health and safety checklist for working from home

•  SA – Work From Home

•  TAS – Working From Home

•  VIC – Minimising the spread of coronavirus: Working from Home

•  WA – Work from Home – Occupational Safety and Health Self-assessment


2. Have the right equipment

For a workstation to be functional, you will need various office furniture such as a desk, chair, computer stand, keyboard and mouse, and potentially more. At an organisational level, there should be a discussion about whether employees will be allowed to take equipment home, or if they will be reimbursed for items purchased to create an ergonomic office setup while working remotely. This will of course change depending on whether employees will only be working from home, or if they will also work from the office a few days a week. Having the right equipment minimises workplace injury and should not be overlooked.


3. Be clear on the expectations

While home is now the workplace, it doesn’t and shouldn’t mean that employees are expected to work at all hours. There needs to be a clearly defined beginning and end of the working day to prevent employee burnout.

As an employer, this could look like creating a work from home policy so your employees and workers know what is expected of them while they are working from home. The policy should include: communication requirements, managing workflow, use of equipment, and employees’ compensation requirements.

Working from home brings new freedoms with the daily commute rendered redundant, saving time and money. It has also seen an increase in requests for compressed hours, flexitime, and staggered hours. As an employee, if flexible working hours would be preferable, have the discussion with your line manager. As an employer, document and clearly communicate any variance in workplace hours.

Communication is key, if an employee will be working 8am to 4pm, instead of 9am to 5pm, they should be able to finish their work at 4pm, not keep working an additional hour without compensation because their colleagues are emailing or calling them once their working day has finished.

When large chunks of the workforce are working from home, maintaining a healthy work/life balance has never been more crucial.


4. Look after your mental health

Australian work, health and safety legislation requires employers to ensure workplaces are safe and healthy for all workers. Employers also have an ethical responsibility to protect and promote the health, safety and welfare of their employees. In response to this, most Australian workplaces have an Employee Assistance Program (EAP) which assist them in meeting their obligations under the Work Health & Safety Act 2011.

The 2018 KPMG and Mental Health Australia report, Investing to Save, estimated the cost of workplace mental ill-health in Australia was $12.8 billion in 2015-16. Extended lockdowns, remote learning, inability to see family and friends, travel plans cancelled, and life events changed due to COVID-19 have inevitably led to an increase in mental health issues among Australians which will prove costly if not appropriately addressed.

As an employer, it is important to check in with your employees working from home daily. And not just about work—find out how they’re coping with the changes COVID-19 has brought into their lives. According to a Harvard Business Review study in 2020, “Nearly 40% of global employees said that no one at their company had asked them if they were doing okay”.

As an employee, make use of the EAP. Keep an open dialogue with your line manager and colleagues. Make time for daily exercise, breaks in screen time, and eating a well-balanced diet. Gone are the days of the water cooler chats in the office when working remotely. While maintaining productivity is important, Zoom meetings don’t need to be limited to strictly business.

Find out how Pegasus can be your workforce safety partner.

Insights into Pegasus Data: September 2020

September was a strong month for Pegasus, with an increase in the number of new workers added to the Pegasus system.

092020 Hours Insights

While there were fewer workers on site in comparison to August, the average worker undertook more shifts as seen with the increased number of swipes at Pegasus logpoints. September saw 36,004 workers swiping their access cards 628,535 times across all industries.

The average shift was a slightly lower 6.92 hours, though there was an increase in hours logged on site with 4.34 million hours in September compared to 4.31 million in August.

Our Retail clients have continued to maintain high enrolments for the third month in a row. Our Construction clients have seen a dramatic increase in new workers from 15 workers in August, to 3,454 workers in September.

If you need a workforce management partner, find out how Pegasus can tailor our software to suit your needs.

092020 Worker Insights


New workers added to Pegasus System August 13,187 September 14,015

Retail workers added to Pegasus System August 3,423 September 4,123

Construction workers added to Pegasus System August 15 September 3,454

Total hours logged in Pegasus August 4.31 million September 4.34 million

City FM Finds Valuable Partnership with Pegasus

The Challenge

City FM provides innovative facilities management solutions that ensure successful, long-term outcomes for its partners. One of the world’s largest privately-owned facilities management companies, City FM employs more than 13,000 people across four continents.

Providing contractors to leading organisations including Coles, Target, Lifeblood, and mycar, City FM has long prioritised contractor safety management. Previous systems had not been adopted effectively across its operations, meaning sometimes shortcuts were taken as the operations team was skipped, and risk was not being managed.

City FM conducted a rigorous process to find a provider to support their contractor safety and compliance business priority, selecting the Pegasus pre-qualification platform as the best fit.


The Solution

City FM values collaboration and transparency, and with their focus on long-term mutually beneficial partnerships, have found a compatible partner in Pegasus.

“We are very precise about our process, and we are process-driven. The Pegasus team have understood that, they’ve taken that on, which I completely appreciate,” said Elizabeth Tomic, City FM Process and Compliance Manager.


A Clear Process

Pegasus has quickly become ingrained in the City FM business.

“I feel that once we picked Pegasus and had our own resource within the business, the (contractor onboarding) process is more stringent and thorough than it has ever been” said Elizabeth.

“We have a streamlined process that ensures we do not allocate Work Orders to contractors until they are accredited in Pegasus,” said Elizabeth.

Pegasus Company Pre-Qualification allows City FM contracting companies to have their business registered and upload licences and insurances relevant to their work for verification, prioritising safety and wellbeing and enabling a shared duty of care.

“We do need good processes and good controls in place, because City’s not just a small business anymore,” said Elizabeth.

CityFM worker

Support and a Simple Platform

City FM has a dedicated Pegasus Account Manager and a Client Liaison Officer, and Elizabeth says those resources have been invaluable to her and the City FM team.

“I think that understanding of the City business has really helped us, especially for me and the recent New Zealand onboarding.”

“I’ve completely bombarded them, but they’ve been amazing because they know how we function and what we’re trying to achieve.”

The user-friendly Pegasus platform has been readily adopted by staff at City FM, offering the insight into the contractor workforce they were seeking.

“It’s been pretty easy to navigate and get your head around,” said Elizabeth.

“We had a new staff member start recently and she picked it up pretty easily which is good from a user point of view, that it’s not overly complicated.”


Streamlined Onboarding and Managed Risk

“The greatest benefit is the onboarding process,” said Elizabeth, “Putting Pegasus in place before you’re onboarding just make sense.”

City FM also needed certainty – contractors are representing their business.

“If we use contractors that are not correctly licensed and insured, it puts our business at risk. So, the liability sits with us as a business.”

Partnering with Pegasus means there is oversight, going beyond verifying licences and insurances in the system, to the core of safety on client sites and stores.

“The contractors we’re engaging are performing works to a high standard when it comes to safety, and we have this information contained in one easy to use portal that we can refer to all times.”

Talk to Pegasus about becoming your workforce safety partner.