Construct Finance Personnel Induction Name________________________________________
Name Sequence Notes Best Practice Trainer
Supervisor Induction Format
Programme Overview This table records which on the job trainer is responsible for the scope, sequence and
equipment training phases.
On the Job Training Purpose Explains the purpose of On the Job training and the preferred outcome we seek.
Data Entry Induction Module Documents the scope of training modules that need to be covered through training, example
Overview and on the ob practice. It is a scope of foundation skills and knowledge required to perform
consistently and secure our system and brand.
Training Sequence Structures the sequence of Induction so that complexity gradually increases leading to
successful performance in finance admin.
Accreditation A panel of trainers and management will seek evidence that each module is covered. The
training process is validated once all modules are satisfactorily demonstrated and a level of
mastery has been achieved.
Equipment Provision Checklist of professional requirements and resources that need to be acquired through the
Welcome to your on the job Supervising Training programme.
This document is an Overview of your Induction Modules and is to be used as a reference. You are required to initial
each module when you believe that you have become competent. We do not expect you to master every module,
but we do expect a level of competence in each module. Your trainer will also initial each module when he believes
you have reached a satisfactory level of competence.
Purpose of On the Job Training Scope
The purpose of Best Practice Training is to build a consistent and accurate level of confidence and skill in the delivery
of prompt, reliable service that we guarantee, the same way every time. The success of Construct Services is based
upon the foundation of excellent service provision and continuous brand management. We expect that by the end of
your Induction that you will have a fundamental understanding of the skills, knowledge and professional attitudes
required to succeed in financial support.
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1 Package 1 Understands the service codes in action relative to prompt, reliable service that we guarantee
consistently, the same way every time.
1 Module 1 We provide prompt service because people have high Job is lodged within 2 mins, allocated
Prompt Service service expectations that their claim for damages will be within 4 min and first hour call registers
Provision honored quickly. Insurance groups rate speed of service. the initial inspection. We expect to see the
They expect that claims will be processed and repaired job within 24 hours and submit our QR
quickly. within 48 hours. Prompt also means the
work is in progress for a short period.
2 Module 2 We provide reliable service. This means we can be Works need to be carried out and
Reliable Service depended upon to provide a quality service including completed by qualified and expert
Provision value for money the same way every time. This is a personnel.
promise we make contractually and needs to be Reliability defines our reputation which
honoured. We have to deliver contractual promises. secures our contracts with Ins Cos.
3 Module 3 We guarantee the service we provide. This means we Our jobs are methodical, sequential and
Service are absolute in the execution of tight, meaningful and accurate by definition. Careful observation
Guarantee purposeful contracts to repair damage. We repair to the and clarity in process and outcome enables
satisfaction of the client every time. quality and consistency of product.
4 Package 2 Understands the key players in resolving claims for building damage and how these people
relate to the process.
4 Module 4 The insured has a high expectation of service because We support insurance groups by managing
The Insured they have paid a premium and may have a legitimate the insured’s liability professionally.
liability that requires speedy and reliable resolution. Professional means service for a fee.
5 Module 5 The insurance group needs to resolve the claim for The insurer competes in a competitive
The Insurer damage. The claim is assessed for legitimacy against market place. They are service based and
policy and our observations frame the contract to brand oriented just like us. We have macro
resolve the claim. contacts with a range of companies that
need security, stability and continuity.
6 Module 6 The sub contractor needs clear and precise instruction Methodical scope provides clear
Sub Contractors on exactly what works to carry out. The contract for instruction and links the sequence of
works is clear and will represent his charges accurately. works, contractors and accounts payable
7 Module 7 Oversees and manages the work flow of each job. He Focuses upon a proven system that
Supervisors prepares the contract to resolve the claim for damages enables the work flow management of
absolutely and reliably. volumes of works in progress.
Package 3 Best Practice in the Job Cycle – the basic unit of our group. Remember prompt, reliable service
we guarantee consistently, the same way every time.
Module 8 Receive the job and first hour call using standard code Remember we promise and people expect
Job Cycle and registers appointment and builds an inspection run. a high level of service every time.
Module 8 Dressed accurately and groomed professionally. No sun glasses, badge, uniform, shirt
Arrival Appropriate and sensitive eye contact is made. ironed and tucked. Not parked in driveway,
View of property shot is taken and check for Your Claim knock is appropriate and wiping feet is
Form and File. obvious.
Module 9 Language is courteous, clear and confident supporting a Culturally and ethically sensitive with due
Job Cycle professional connection. respect to age, ethnicity, disability, gender
Initial Inspection Outline the process in the introduction and frame up the and religion.
Introduction visit. Your manner is important. This is a professional visit.
Module 10 Locate and define the damage. Scope out methodically, Ladder use is to code.
Job Cycle accurately and sequentially. Take clear and meaningful Learn the patterns of where to look for
Initial Inspection photos. damage.
Resulting Double check that the full extent of the damage has Follow the method of note taking exactly.
Damage been observed and recorded. Abbreviations are useful.
Module 11 Locate the cause of damage and take meaningful photos Prepare for the exit discussion and be very
Job Cycle that demonstrate evidence of the cause. clear of your scope of damage and cause of
Initial Inspection This can validate a claim so it is important to observe the damage before beginning the exit
Cause of cause to justify the claim. discussion.
Damage Note down key phrases of cause to prompt conclusion.
Module 12 Explains clearly and carefully the resulting damage, Weaves the important details of the
Job Cycle cause of damage and hands over the claim form with inspection together.
Initial Inspection precise wording about excess, job number and contact You need to be professional and confident.
Exit details. People listen carefully to your summary.
Module 13 Dictaphones to system requirements using clear Learn how to record in 5 min files.
Dictaphoning pronunciation and well written notes. The Dictaphone will become second nature
Use the standard cheat sheets as a reference. and finally an extension of the web system.
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Take your time and think of the process. One day at a time.
Module 14 We expect a quality product to be sent. It is critical to Back up your skills by looking through the
Editing, edit carefully and make sure that all quotes and reports green book examples and study perfect job
generating and are at standard. Work through a process of editing, examples.
sending generating and sending and stick to the process.
Module 15 Estimate factoring in materials, labour and plant. You can improve your estimation by
Estimating Consider job complexity, time needed, location and reading a wide range of current jobs to
materials. Understand the margins. understand the market. Learn how to
include material and labour content.
Module 15 Work through your messages methodically. We manage Look for and understand the patterns of
Message Board large volumes of works in progress through the message messages. Each message has a purpose in
management board. securing the consistent provision of
Module 16 Activate a go ahead through sending work orders. It is Learn how to use the job duration
Job Board important to understand the sequence of works and estimate, start date and estimated job
how to send important information to the contractors. completion date.
Module 17 Scrutinize accounts payable. Consider the value of the Check and analyze the job cost margins on
Accounts invoice against the works carried out. Understand the every job and understand the final
payable, flashing indicators and margins that need to be made on percentage. Make judgments about profit
Receivable and every invoice. and loss. Consider value for money and
Job Cost margin security on every job.
Package 4 Understanding acceptable invoices….only the standard can be accepted….
Module 18 Looking at invoice examples that are complete and Scanning acceptable and unacceptable
Tax Invoices accurate and invoices that are unacceptable by tax law. copies of invoices and distinguishing the
Module 19 Looking at invoice examples that are complete and Scanning acceptable and unacceptable
Invoices we accurate and that are acceptable to insurance copies of invoices and distinguishing
send companies. between the two in terms of collecting
payment. For example missing policy
Module 20 Looking at invoice examples that are complete and Scanning acceptable and unacceptable
Invoices for Jobs accurate and that are acceptable to us. copies of invoices and distinguishing
between the two in terms of processing for
Package 5 Accounts Receivable: The Excess Process…..the job can’t start until the excess is
Module 21 Understand where the excess is registered and how to Understand how to register excess
Excess validate an applicable excess. payment and receipt monies.
Module 22 Understanding the excess letter cycle.
Module 23 Understanding the methods of paying excesses
Package 6 Accounts Receivable: Banking
Module 24 Understand how to process monies received into the Monies are received via Cash, Cheque,
Banking in the Web and the controls in place. Credit Card and Direct Deposit.
Module 25 Understand how to prepare the physical banking Banking the money into the bank account
Banking monies and the controls to reconcile these
amounts with the entries in the web.
Module 26 Understand how to process the monies into the
Banking in the accounting system and the controls to reconcile the
accounting amounts with the web and bank statements
Module 27 Understand how to process credit card requests for
Credit Card payment.
Package 7 Accounts Receivable: Processing Invoices
Module 28 Understand how to process the different types of Understand the controls in place to agree
Invoice entry invoices from the Web into the accounting system the daily data entry and the GST
including the end of day reconciliation. treatment.
Module 29 Understand the End of Month reconciliation process and
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Package 8 Accounts Receivable: Outstandings
Module 30 Review and understanding the outstandings policy.
Module 31 Complete the end of month outstanding process. Printing off and distributing the invoices for
EOM Process the states.
Module 32 Perform the reconciliation between the web and the Perform the reconciliation and understand
Monthly accounting system of monies owed. how to investigate differences.
Module 33 Process and enter refund cheques in the web and the From time to time we need to refund
Refunds accounting system. monies paid to us because of overpayment
of a cancelled job.
Module 34 Understand how to make adjustments in the web and
Additional Debit / Credit Journals in the accounting system
Module 35 Perform and run the ‘Unallocated Credits’ report. Understand the importance of this control
Unallocated report and reviewing it on a weekly basis.
Module 36 Undertake calls to insurance companies and loss Ensure file notes are reviewed and added
Collection Calls adjusters to collect monies. to.
Package 9 Accounts Payable: Overview
Module 37 Understand the types of costs and GST treatment for the
Types if invoices various types of invoices the business receives: Job
Costs, Overheads, Capital
Module 37 Review Subcontractor Information Pack
Module 38 Understand how invoices get sent into the business and Invoices are mailed, sent via fax to various
Invoice receipt how they are stored and flow through the system. offices, sent via e-mail.
Module 39 Understand the chart of accounts and the coding
Package 10 Accounts Payable: Job Costs
Module 40 Life Understand the life cycle of an invoice in the web and
cycle invoices the ‘status’ of invoice.
Module 41 The Review the invoice screen and understand the
invoice screen information it presents to the user
Module 42 Enter job costs into the web for approval, noting the split Invoices can be entered via an APIN
Entering of of costs between Labor / Materials / Hire and ensuring number, Job number or Job Address
invoices the accuracy of GST.
Module 43. Understand when it is appropriate to approve costs on
Approval of behalf of supervisors and how to document that
Module 44. Perform an upload of invoices into the accounting Upload invoices into the account system
Upload of system. This includes processing rejected invoices. noting the controls in the web and the
invoices accounting system.
Module 45 Audit Perform an audit of invoices waiting to be approved.
Package 11 Accounts Payable: Business Costs
Module 46 Understand the approval and information required to
process business costs.
Module 47 Enter invoices into the accounting system.
Package 12 Accounts Payable: Pay Run
Module 48 Perform a weekly pay run.
Module 49 Write-out cheques for payment.
Module 50 Perform an end of month pay run.
Module 51 Perform a review of invoices to be paid
Package 13 Accounts Payable: Payments in Advance
Module 52 Understand why we need to make payments in advance
Overview from time to time and the risks and controls.
Module 53 State Enter cheques issued by the state offices into the
cheques accounting system
Module 54 Enter and process other payments into the accounting
Other payments system and the risks and controls.
Module 55 Enter and process other payments into the accounting
Credit Card system and the risks and controls.
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Package 14 Accounts Payable: Sub-contractors and creditors Maintenance
Module 56 Add a subcontractor to the web. Note the controls and ABN checks we
Module 57 Add a subcontractor to the accounting system Note the type of creditor classifications
Module 58 Update payment terms for a subcontractor and the
changes required after a subcontractor is inducted.
Package 14 Accounts Payable: Creditor Queries
Module 59 Understanding the type of queries and process to Knowing when to refer the query to your
Queries resolve queries. line management.
Module 60 Perform a query using JIWA and a web database query
Package 15 Accountants Payable: Controls
Module 61 Review creditor statements and take necessary action.
Module 62 Review process to audit invoices waiting to be approved.
Module 63 Review process to review invoices to be paid in the
Module 64 Run and review the ‘Unallocated Creditors’ report in the
Module 65 Run and Review the ‘CR/GL Reconciliation Report’ in the
Package 9 Service at Point of Delivery
Module 31 The importance of understanding service at point of The value of service through efficiency and
Service Delivery delivery. effectiveness.
Efficiency is about doing things quickly with
attention to detail.
Effectiveness is about making good
decisions and communicating well within
your role zone.
Package 10 Professional Development and Performance Management
Professional Development is about learning more about Performance Management is about
your role and our company. We have clear parameters analyzing your performance against key
and service codes that secure our performance and performance indicators. It is about goals,
reputation. tasks, strategies and analsis of your
Excellence within your role is important to company importance. You work with your line
performance. manager to continuously improve. We all
do the same programme of Performance
Package 11 Financial Management of Jobs Overview
Cost Control Finance Personnel need to know the basics in job cost
control using he Eclipse system as this understanding
can support supervisors.
Package 12 Business Relationships
Business All business actions and conversations build business Learning the importance of service codes
Relationships relationships that are linked to our effectiveness, and our professional manner.
efficiency and reputation.
Package 13 Low Level Financial Queries
Finance personnel interact with low level financial
queries and provide information quickly and effectively.
Package 14 Accreditation
On the job Accreditation – during on the Job Induction you will learn through observing others with professional
skills, knowledge and attitudes. Your trainer will sign off on your scope coverage and demonstration of competence
for each module. This is an important form that you must keep as it represents to us when you did your induction and
who you did it wit and any further areas that we need to keep working on to secure people in their roles in line with
On Line accreditation - will occur when you interact with our On Line facility and answer survey and test items
designed to help you with your familiarity and guide our company in professional development provision. We basically
record who you are, when you were inducted and what your responses to Induction were. This helps us to tailor PD to
suit your needs and ensure the company responds to personnel requirements.
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Induction is a foundation of our commercial stability and security.
We ensure that Inductees are introduced to our company in a consistent and methodical process that covers the
length, breadth and depth of our organization. We replicate our system diligently which requires attention to detail,
teamwork and leadership.
Induction is also integral to professional development and performance management in the longer term.
Construct Induction…a framework for repair building excellence……..
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