Table of Contents

CPB Supplier Guide

Jordan Millar Updated by Jordan Millar

Welcome to the CPB ChekRite Online Guide. This guide will help you get up and running with the CPB asset onboarding process to help make things easier and faster for you to get equipment on to the CPB project.

Feel free to use the Table of Contents on the right-hand side to jump to the relevant section for you.

Video Guides

Supplier Video Guide

Quick Start Video Guide

Submitting an Asset to CPB

To begin working on a CPB project, assets must have all the required documentation and checks performed to ensure safety of operation. Start this process by uploading required forms such as registration forms, maintenance history, risk assessments, etc. 

Adding a New Asset

To add a new asset, you must be the responsible site or supplier administrator. There are multiple ways to add an asset. The quickest and easiest way to add an asset is through the online portal (www.mychekrite.com) on your computer.

The asset will now appear on your ChekRite devices under this site & you can now begin the CPB site submission process! 

When naming your asset you can use the asset number or unit number that you normally identify the asset by. So if you call your excavator EX-001 then that is what you should use. When it is added into ChekRite, the system will automatically prepend a supplier prefix to it that was determined when you were first set up. So if your company is ABC Equipment Hire, your prefix might have been ABC. When you added the above excavator into the system, it will actually be called ABC-EX-001. This is to keep the name unique across all the different suppliers.

Load Asset Documents

You are required to load certain documents for assets into the ChekRite portal so that they can be verified. An example of these documents are registration certificates, Plant Risk Assessments and 12 Months maintenance and service history:

Some asset classes, particularly high-risk assets, will require further documentation to be uploaded. A list of documents required by asset category can be found here:

Documents Required by Asset Category

Here's how to add Asset documentation:

Submitting Checklists

The following checklists will be submitted using ChekRite to capture the details of the asset as well as confirm that it meets CPB requirements.

Plant Risk Assessment Review Form

Complete this review on the ChekRite platform with the associated Plant Risk Assessment handy. This review is to ensure the associated risks of operating the asset have been identified & required controls have been implemented. 

  1. Log in to ChekRite. 
  2. Select “New Check” and navigate to the asset by searching or scanning
  3. Under Checklist Category - go to “1. Mandatory Forms” and select “Plant Risk Assessment Review”
  4. Follow the prompts to complete this check.

You will be required to indicate whether the hazard exists in operational or maintenance activities or both, and whether the risk assessment addresses the hazard. Operation refers to the machine functions in general, and does not consider a specific task or environment.

If a risk assessment does not meet requirements, corrective actions must be addressed before the asset can be approved for use. A CPB representative will review the completed forms to ensure the risk assessment & risk review conforms to the relevant Code. 

For more detailed explanations of hazards refer to Code of Practice – Managing Risks of Plant in the Workplace (Safe Work Australia) or Health and Safety at Work Act 2015 (WorkSafe New Zealand).

Clean Down Declaration

Prior to the asset arriving or departing from site, all vehicles, machinery and equipment shall be cleaned and visually free of plant matter, soil/mud and fire ants (in QLD). After cleaning and a thorough inspection has been performed, complete this required declaration on the ChekRite mobile platform. 

  1. Log in to ChekRite. 
  2. Select “New Check” and navigate to the asset by searching or scanning
  3. Under Checklist Category - go to “1. Mandatory Forms” and select “Plant and Equipment Clean Down Declaration”
  4. Follow the prompts to complete this check.

This declaration is a legal requirement, refer to the projects relevant State Agricultural Authority for more information.

Asset Inspection Report

An asset inspection specific to the plant / equipment type is required to be completed to ensure the item is safe for operation. The relevant Asset Inspection Report will be pre-assigned to the asset based on the class (Make & Model). E.g, a CAT 325 excavator will only see a Mobile Plant Asset Inspection report; A Franna MAC25 will only be able to complete a Mobile Crane Asset Inspection Report. The inspection must be performed at the machine using the ChekRite mobile platform:

  1. Log in to ChekRite. 
  2. Select “New Check” and navigate to the asset by searching or scanning
  3. Under Checklist Category - go to “2. Asset Inspection” and select the relevant checklist. 
  4. Follow the prompts to complete this check.

Submit Asset Checklist

This is the final step to be performed once all asset information, documents and checklists have been completed. You will need to briefly review the information submitted against this equipment; if all required information is complete you will be asked to select the CPB project team this asset is being allocated to. You will need to sign to confirm submission, after this the CPB team will be notified and your asset will be moved from your ChekRite site to CPB's for review. Note: you will no longer be able to view this asset in your asset list. The final submission check must be performed using the ChekRite mobile platform:

  1. Log in to ChekRite. 
  2. Select “New Check” and navigate to the asset by searching or scanning
  3. Under Checklist Category - go to “3. Review and Submit” and select the "Submit Asset" checklist for the asset category noted. 
  4. Follow the prompts to complete this check.

What Happens Next?

Once you have completed the Submit Asset Checklist, our Asset & Plant team will automatically be notified by the system. The asset that you are submitting will be moved from your site in the ChekRite system into ours so that we can look at all the documentation & checklists you have submitted.

If everything is complete, an Authorised Plant Representative will schedule a time and location to inspect the asset. If that passes, the asset will be made available to the project and you will be notified when you can deliver it.

If items are missing or there are issues on the inspection that prevent us from passing the asset, it will be transferred back to your site and you will be notified. You will need to rectify the issues and may be required to complete further inspections. When all the issues have been rectified you can submit the asset again through the Submit Asset checklist for the asset category noted.

Adding a New Employee

To add a new employee you must have administration access for your supplier or subcontractor site. The quickest and easiest way to add a new employee is through the online portal (www.mychekrite.com) on your computer.

When adding a new employee, you will have the option to set their user role. Depending on the level of access you wish the new employee to have, we recommend users be granted with either:

Site – Manager: Has the ability to add new assets, upload asset documents, add new employees and devices using the ChekRite Online Portal. Can also perform inspections using the ChekRite Mobile App.

ChekRite App Only: Only has the ability perform inspections using the ChekRite Mobile App.

You will only need to fill in Credentials for the access the new user requires; if the new user requires Portal access, fill in the Portal & ChekMate Credentials. If the new user requires ChekRite App access, fill in the ChekRite App Credentials. If the new user requires access to the Portal and the ChekRite App, fill in both Credentials sections.

By enabling the Send User App Pairing Details, this setup process will also create a new device and issue the required login details to the new user.

Users may wish to have multiple devices setup, to set up another device please refer to the section Adding a New Device.

Once a new device is created, the user has 7 days to use the issued pairing code before it automatically expires for security purposes. If this window is missed, please refer to the section below Re-issuing Expired Device Pairing Code.

Employee ID - The user will require a unique employee ID to log in to the app. We recommend something memorable: the last 6 digits of the user’s contact number is typically unique and easy to remember.
PIN - Set the user’s pin as something simple such as 0000 or 1111 and ensure the “Change PIN on next sign-in” option is checked, this will allow the user to set their own pin when they first login to the mobile app. CPB advises DO NOT use personal pins such as credit card pin numbers, and DO NOT share your pin with other users.

Adding a New Device

Every device (Phone or iPad) that wants to access CPB’s ChekRite environment must be registered and that registration is controlled by managers and administrators. New devices will need to be set up using the online portal code and depending on the level of access or application (i.e. ChekRite), varying information will be required. Please see the below link for help setting up a new device:

Re-issuing Expired Device Pairing Code

Once the device pairing code has been issued, you have 7 days to pair your device to your site. If you miss this window, you can reissue a pairing code through the Online Portal:

Installing ChekRite Mobile App

Here is a video that you can share with your users to show them how to download and install the ChekRite app.

Receiving ChekRite App Pairing Code and Employee Credentials

Your pairing code and employee credentials for the ChekRite app may be issued to you via email, text or a link provided in your “Welcome to ChekRite” Administrator email package. Follow the steps in the video below to find your ChekRite app credentials.

Your administrator may ask you to set your own PIN on your first login, please remember this new PIN. Also, CPB advises DO NOT use personal pins such as credit card pin numbers, and DO NOT share your pin with other users.

FAQ's

Who do I contact if I need help?

If you need any help please contact the apprioriate ChekRite Admin Team for your state of operation.

How long does it take for the project to approve my submission?

The project plant team will aim to review your submission as soon as possible; it is expected to be within 5 working days. The submission approval process will be accelerated if all required documents are legible, and all asset properties and checks have been completed to a high standard. If the approval is urgent (meaning same day approval required), please contact your project plant representative.

What if my submission is rejected by CPB?

The asset will be returned back to your site and you will receive an email with actions to complete. The attached document will outline failed items in RED and the 🔊 speaker symbol will link to an audio message for further information. Please correct these and re-submit the Asset Submission Checklist.

What if I can't find the Asset Class (Make Model) of my equipment?

If your asset class is not listed, please contact your ChekRite Account manager with your full machine details (Make, Model and Series). If you are unsure who your ChekRite Account manager is: please email the appropriate CPB - ChekRite Admin team.

They will review the asset details and make available a new asset class (make & model) for your submission as soon as possible.

What documentation is required for the different types of equipment?

You can see the documentation requirements for the different categories of equipment here.

What if I don't have one of the required documents?

If you submit your asset for approval without the required documents, your asset will not be approved for site operation. These are not only CPB’s requirements but federal safety requirements too. If there are circumstances where the required document is unobtainable please email the appropriate CPB - ChekRite Admin team to discuss.

What if the available Asset Inspection Report is not relevant to my plant & equipment?

If you believe the assigned checklist is not accurate, refer to the Asset Inspection Report Supplier Acceptance Classification for clarification. If this is in fact an error, please contact your ChekRite Account Manager. If you are unsure who your ChekRite Account manager is: please email the appropriate CPB - ChekRite Admin team.

I'm setting up a new employee user – What is the Employee ID?

An employee ID and PIN are a minimum mandatory requirement for ChekRite Mobile App users. The user will require a unique employee ID to log in to the app. We recommend something memorable: the last 6 digits of the user’s mobile number is typically unique and easy to remember.

My pairing code has expired – How do I get another one?

For security reasons, the pairing code is automatically expired after 7 days. If you have myChekRite Portal access, you have all the tools to re-issue a new pairing code. See the section: Re-issuing Expired Device Pairing Code.

If you don’t have myChekRite Portal access, please request this from your company’s ChekRite Administrator. If you are unsure who your company’s ChekRite Administrator is, please email the appropriate CPB - ChekRite Admin team.

Where can I find my ChekRite App Login Credentials?

Your ChekRite app login credentials may have been issued to you via email, text or as a link in your “Welcome to ChekRite” administrator email package. Please see the section: Receiving ChekRite App Pairing Code and Employee Credentials.

How do I get a subcontractor added to ChekRite?

Subcontractors are not typically granted their own site environment, and assets need to be onboarded through your supplier site as the primary contractor.

Depending on the level of access you wish to grant the subcontractor, you may setup the subcontractor’s employee user role as either Site – Manager or iPad Only User

As a Site – Manager, subcontractors will be able to: create new assets, upload documents, add new users. All the tools to self-manage but the subcontractor will also be able to see/modify all other assets under the primary contractor’s site. 

It is recommended that asset additions and document uploads via the online portal be coordinated through the primary contractor's nominated administrator. Therefore, subcontractor employees should only be granted iPad Only User access, which will allow them to perform the necessary inspections on their assets. To add a subcontractor as a new employee, refer to the Adding a New Employee section.

The Asset Approval dashboard (Analytics Dashboard) contains a snapshot of all your assets and where they are in the asset onboarding stage. The information is updated once every hour and can be shared with anyone simply by sending them the URL link. This link is issued in the “Welcome to ChekRite” letter issued to your company’s ChekRite Administrator, but if you are a myChekRite Portal user this can be obtained by navigating to the “Sites – Info” tab as shown in the video below:

How can I view and download inspections that have been performed on an asset?

All the inspections that are completed on an asset are stored as an Asset Inspection record on the myChekRite Portal and on the Mobile App. You can view and download completed inspections as shown in the following videos:

MyChekRite Portal:

Navigate to the asset and select the “Asset Inspection” tab. Press the Details button on the right-hand side to extract a report as shown in the video below:

Mobile App:

Navigate to the asset and select the “Actions” button. Select the history tab and simply tap on the inspection record to view the inspection report as shown in the video:

What do the different statuses for my Asset in the dashboard mean?

Here is an explanation of the different statuses you will see against your asset in your dashboard.

Status:

Description:

Unsubmitted

The asset has not yet been submitted to the Project Plant team for approval. Please upload the required documents and complete checklists as outlined, once done please complete the Asset Submission Checklist.

Submitted - Awaiting Review

The asset has been submitted and the Project Plant team is yet to review the submitted documents and checklists.

Reviewed - Awaiting Inspection

The asset documentation and checklists have been reviewed and pre-approved pending a verification inspection by the Project Plant team. Please contact the relevant project Plant Admin Team to arrange an inspection

Inspected - Awaiting Sign off

Asset has had the verification inspection completed by Project Plant team and is awaiting final approval.

Approved

Asset has been approved for use on the project.

Rejected - Resubmission Required

The asset has been reviewed or inspected by the Project Plant team and has been rejected due to non-compliance or incomplete information supplied. Please rectify the issues as per the rejection email and resubmit using the "Asset Submission" Checklist on the mobile ChekRite app.

Returned – Asset Not Required

The asset has been returned to you as the Project Plant team has determined it is not required on site. For further information, refer to the email notification regarding this return and a detailed explanation of the return reasons listed here.

Off-hired - Resubmission Required

The asset is no longer required or has been demobilised from the Project and has been to your supplier environment so that it can be resubmitted to other projects in the future.

Other

Please contact the appropriate CPB - ChekRite Admin team.

I received a notification saying my asset has been returned to my ChekRite environment and is no longer required to be approved by the project?

Assets will be returned if they have been submitted for approval and are deemed to be no longer required. There are several reasons why an asset may have been returned to you. The most common reasons are:

Return Reason

Description:

Wrong Project

If you have accidentally selected the wrong project when submitting your asset, you will need to contact the Authorised Project Plant Representative to have your asset returned to resubmit to the correct project.

Project Not Required

The project no longer requires the asset to be onboarded.

Supplier Not Required

You have submitted an asset for your review that you no longer require to have onboarded. You will need to contact the Authorised Project Plant Representative to have your asset returned.

Demobilised

The asset was mobilised for approval and was no longer required.

No Contact from Supplier

You have had an asset submission reviewed and have made no attempt to contact an Authorised Project Plant Representative to organise a physical inspection.

Other

Please contact your Authorised Project Plant Representative.

I need to onboard my asset to a different CPB Project, how do I get it transferred?

If you need to onboard your asset to another CPB Project, or need to have an asset transferred to a project that it is working simultaneously on, it will need to be off-hired from the projects site environment and made available to you in your site environment in ChekRite. Once available in your site, you will need to resubmit your asset to the desired project using the standard onboarding process. To have an asset off-hired from an approved project site, please contact your Authorised Project Plant Representative.

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