WORKING AT IRON ORE

1. Brief description

Document containing links to general information about working at Iron Ore.

Audience
 All Iron Ore employees

Key contacts
Carol Nicklette, Executive Assistant

Related Documents
As per Section 3 of this document.

Related Applications
NA

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Revalidation date: 1 March 2014
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2. Purpose

The purpose of this document is to provide a quick reference tool for Iron Ore employees to locate
information that is generic to all Iron Ore employees.

3. Additions / Changes

For additions/updates/problems with access: please contact Carol Nicklette.

4. Quick Reference

Topic Description

1SAP, 1DOC Access Arrange via IM Webforms.

1Voice
Quick Reference Guides to 1Voice and other City Square
technology

Accommodation
View information relating to business travel and
accommodation.

View information relating to discounts available for leisure

travel and accommodation.

Acronyms & Abbreviations at Iron Ore View a listing of frequently used Acronyms & Abbreviations
within Iron Ore.

AMEX Cards
For information relating to eligibility, application and use of
AMEX card when travelling on Company-related business.
please refer to Expense Management)

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Topic Description
By providing direction on the proactive management of
Apprentice and trainee documents
apprentices and trainees, BHPBIO (as a host employer)
ensures they are providing a safe work environment in which
hosted personnel develop the practical skills necessary to
complete their appropriate trade training. This extends to the
accountability surrounding supervision, coaching, training and
management whilst hosted on a BHPBIO site. This site
includes reference documents for both supervisors and hosted
personnel.

Apprenticeships Australia Supervisor Contacts

Apprenticeships Australia Timesheet Template
Apprenticeships Australia Leave Application Form
Uniform Order Form
Monthly Monitoring Report Template
Mechanical Apprentice Training Competency Profile
Electrical Apprentice Training Competency Profile

Refer to the links below for information on archiving and storing

Archives
business documentation

Managing Physical Documents

Knowledge Management

BHPBIO Contact: Sabrina Elias

Business Cards Eligibility for business cards and how to order if eligible.

Catering
Information relating to catering.

Certificates – Long Service Award Certificates See next page “Iron Ore Long Service Awards”

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Topic Description

City Square (Perth Office) Access

Facilitated Sessions
City Square inductions are held on Mondays and Wednesdays
at 8.30am.
All inductions must be booked 24 hours in advance.
To book contact perthinductions@bhpbilliton.com

Please contact Perth Inductions and request a Building

Access Form to be emailed to you for completion.

Online Inductions
Inductions can be completed online for staff with a BHPB
network ID and a BHP laptop/PC.
https://aupercs-induction.apac.ent.bhpbilliton.net

If the new starter is commencing work on Tuesday, Thursday

or Friday, send the Building Access form to Perth Inductions
and indicate the new starter will complete the online induction.
Complete a Visitor Form for the new starter so that they can
access a laptop adjacent to Level 1 Reception. Once they
have completed the online induction, they should return to
Reception to collect a ‘temporary employee’ card until their
permanent swipe card is available.

Following the online induction please complete the Building

Access form to request access – this form is required for all
tower access requests.
All completed Building Access forms are to be returned to
PerthInductions@bhpbilliton.com

Cont’d on next page

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Topic Description
Access can be added to existing Iron Ore access cards for IO
City Square (Perth Office) Access Cont’d
staff. Non-Iron Ore staff will need to have an ID photo taken in
order to issue permanent access.

Please note the WAIO Induction is still a pre-requisite for

access to City Square, Please ensure the relevant induction
has been completed prior to submitting a requests for access
at this site.

City Square Visitors - Infrastructure Zone

External visitors and non-inducted parties can enter City
Square as a Visitor. Visitors are permitted to access the
Infrastructure Zone located on Levels 1 – 4.
Please be sure to register all un-inducted visitors for meetings
in the Infrastructure Zone using the Visitor Notification eForm.
http://aupercs-vappp06/forms/visitorform.asp

Please submit your visitor notification at the time of booking

your meeting, All guests for the same meeting can be listed in
the one notification.

City Square Access – Non Residents Non-residents of City

Square are permitted to access the tower floors provided the
Building Induction has been completed and the Building
Access Form has been submitted and approved by an internal
representative.
The internal representative should decide and advise via the
form if the visitor requires permanent access (photo pass) or if
they can obtain a Temporary Pass from Reception each time
they visit.

City Square Access – Contractors

If Contractors require access to the Tower levels, they must
complete the BHP Billiton Induction online.

The Contractor Company completes a request for the BHP

Billiton induction via ERMS. Once the request is approved, the
Contractor Company will receive an email with an online link,
login and password for the Contractor employee to complete
the induction online.

On successful completion of the induction, a swipe card will be

issued.

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Topic Description
There are two BBQ’s located on the Level 4 Terrace for staff
City Square BBQ Procedures – Level 4
use.
Terrace
Barbecue One can be booked by contacting
receptioncitysquareperth@bhpbilliton.com. Please include start
time, end time and number of attendees in your booking
request.
Barbecue Two does not require a booking. A BBQ pack may
be collected from Level 1 Reception if you wish to use this
facility.

To book catering for your barbecue please contact

helen.slattery@bhpbilliton.com.
All catering requests for this area require 3 working days
notice.

If providing your own food please store all raw meat in the
dedicated “Raw Meat Fridge” provided on Level 4 – please
refer to the map for fridge location. Please ensure all excess
meat is collected at the end of the day or it will be discarded.
The “Raw Meat Fridge” must not be used to store anything
other than raw meat – this is a requirement under the health
regulations.
Alternative fridges may be used on Level 4 to store salads or
other food items for the barbecue however please be sure to
label all items with a name and date.
Before the barbecue please collect BBQ utensils, mat and
cleaning items from Level 1 Reception. BBQ mats must be
used for every BBQ. It is also the responsibility of the
personnel using the BBQ to ensure this is cleaned and that the
area is left tidy. Bins are located under the barbecue bench to
dispose of waste. The BBQ wipes provided in the BBQ pack
must be used to clean the BBQ plate and grill after each use.

A cutlery tray as well as glasses and plates may be collected

from the Level 4 hub. Please ensure all items removed are
returned to this area at the end of your barbecue.
Please wash the BBQ mat and utensils and return the pack to
Level 1 Reception after your BBQ.

Quick Reference Guides to 1Voice, Meeting Room Bookings,

City Square Technology - QRGs
Video Conferencing, Vizboard etc.

Please email Perth Building Facilities Management to obtain a

City Square Work Environment Guidelines
copy.
Code of Business Conduct
This document is based on the values contained in the BHP
Billiton Charter. It draws on a range of mandatory policies,
standard and procedures and outlines the way employees
work.

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Topic Description

Conference Bookings Perth (includes Video Conferences, External Venues and Halo
Room bookings)

Port Hedland
Refer to Contractor Management Framework
Contractors
ERMS is utilised by BHPB approved Contractors/Consultants
to apply for access to Iron Ore sites.
Corporate Memberships UWA - University Club of Western Australia –
Corporate Membership No: 15180
Quote this number to obtain discounts when booking venues
for Company approved functions

AIM (Australian Institute of Management)

Corporate Membership No: 586064
Quote this number to obtain discounts on Company approved
courses

Desktop & General Computing Services Information on hardware & software, business systems and
network access enquiries along with computer support and
training information.

Delegations Information on the delegations process at Iron Ore.

Declared Interests Register All BHP Billiton employees must advise your supervisor or
manager in writing of any outside activities, financial interests
or relationships that may involve you either in an actual conflict
of interest or the appearance of one.

Employee Assistance Program The Employee Assistance Program (EAP), ensures support is
available for employees, their partner and dependant children,
experiencing difficulties with personal or work related
problems.

Employee Benefits View Supplier Deals for BHPBIO Employees for discounts
offered by various companies to BHP Billiton employees

External Links Links to frequently used business-related websites

Expense Management Information on AMEX, Visa and other expense-related

guidelines.

Flexible Work Arrangement Procedure for requesting, approving, reviewing and managing
flexible work arrangements at BHP Billiton Iron Ore

Forms and Templates Business forms and templates used by Iron Ore employees

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Topic Description

GAL Entry Update The Global Address Listing (commonly referred to as GAL) is
accessed via Outlook and provides information on each person
with a BHP Billiton login. You are responsible for ensuring
your details are up to date.

Gifts and Hospitality Register All BHP Billiton employees must disclose to their supervisor or
manager the details of any gifts or hospitality received and
enter the information in the Iron Ore Gifts and Hospitality
Register

Hire Cars Process for arranging hire cars for business travel.
View information on discounts available for hire car bookings
for leisure travel.

HR forms to trigger action by Iron Ore Employee Services

HR Forms
(IOES)
View: Long Service Award Procedure
Iron Ore Long Service Awards Certificates
Scroll to Page 12 for List of Certificates

Iron Ore Employee Services (IOES)
Iron Ore Employee Services is the one-stop-shop for employee
HR Administrative enquiries, including pay and allowances,
leave, benefits, timesheets, travel assistance, payroll
reimbursements and HR Forms.
Phone – 6321 4441 OR 1800 344 441
Email – ioes@bhpbilliton.com
Mail: Iron Ore Employee Services, 125 St George’s Terrace,
Perth WA 6000

Phone calls will be answered Monday to Friday between the

hours of 8am and 5pm.

Light Vehicle Guidelines Outlines the conditions and obligations on employees and
contractors who drive BHP Billiton light vehicles on and off
BHP Billiton sites.

Mail Information regarding internal and external mail at and

between Perth, Port Hedland, Newman, Area C, Yarrie and
Yandi.

Mobile Phones View the Mobile Services BCD.

Meeting Rooms Perth (includes Video Conferences, External Venues and Halo
Room bookings)
Port Hedland

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Topic
Operating Discipline Standard
Oresome Awards
Oresome Handbook
Performance Management
Personal Protective Equipment
Prescription Safety Glasses
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BHP Billiton Iron Ore - Business Critical Document
Description
This standard translates the concept of Operating Discipline
into core leadership expectations of operational leaders. These
expectations are broken down into auditable elements giving
leadership clear understanding of the core requirements of
their role. It specifically describes core expectations for Safety,
Leadership, Product Delivery, and Cost
Information relating to the Oresome Award process.
The Oresome Handbook is applicable to all Iron Ore staff
employees and replaces the Staff Policy Manual.
Information relating to the performance management
processes.
Personal Protective Equipment requirements when visiting Iron
Ore sites. To order PPE, refer to Business Forms and
Templates BCD.
View the details to arrange prescription safety glasses for
Perth employees visiting site.
View the details for Port Hedland based employees requiring
prescription safety glasses.
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Topic Description

Promotional Products View BHP Billiton products from the standard Promotional
Products Catalogue – accessed via the BHP Billiton Portal,
News ->Brand Standards-> Promotional Products
For customised designs/products for a particular special event
or department requirement, quotes may be obtained from the
following:
Corporate Express
T 08 9365 5200 F 08 9365 5131
Contact: Jeanne Hau (Promotional Marketing Coordinator)
Email: jeanne.hau@ce.com.au
www.ce.com.au

Tangibility
Vendor number 4027174
T (08) 9316 4666 F (08) 9316 4866
Contact: Nathan Schipper (Account Manager)
nathan@tangibility.com.au
www.tangibility.com.au

Creative Fruition
Vendor number 4011337
Contract No: 8100002597
T (08) 9355 0600
Contact: Diann Bates
Email: diann@creativefruition.com.au

Bladon W.A. Advertising & Promotional Products

Unit 3/6 Stretton Place, Balcatta WA 6021
T (08) 9240 7900 F (08) 9240 7801
www.bladonwa.com.au
Contact: Sharon Wreford (Account Manager)
Dir: (08) 6241 2202

Public Holidays 2013 2014

Purchasing Card View Supply – How Do I (application forms and process)

View Expense Management (guidelines on use)

Records Management Refer to Page 3 of this document for archiving and storing
business documentation

Reimbursement of Out-of-Pocket Expenses How to obtain reimbursement for approved business-related

out-of-pocket expenses.

Restaurants / Function Rooms / Private

Information relating to restaurants / function rooms / private
Dining
dining facilities in Perth, Port Hedland and Newman.

Information relating to accessing Iron Ore sites.

Site Access

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Topic Description
Information relating to the stationery ordering process and
Stationery
obtaining an online log-in for placing orders with Staples or
Lyreco.

Supplier Deals for BHPBIO Employees Special discounts available for BHP Billiton employees

Supply Systems Support The Supply Systems Support team has adopted a case management
system to allow more effective management of support requests.

Please submit your requests using the web based forms available
at www.iopss.com/bhpbio.aspx
Select the form that best describes the support required.
Fill in the mandatory fields, marked with a red asterix (*), and submit.

Telephones View information regarding mobile phones, desk phones,

1Voice.

Templates BHP Billiton templates (letterhead, memo, agenda etc) used by

Iron Ore employees

Temporary Delegation of Authority Memo
Complete this document if you are going to be away (e.g.
annual leave/sick leave etc) and intend to appoint another
person to act in your role. Forward to one-up for approval and
when signed by one-up, scan and retain electronically on file.
View Iron Ore Delegations

Travel View information relating to business travel and

accommodation

Working at Port and Rail Specific documents relating to working at Port and Rail
locations.

Visitors Information regarding visitors access to Iron Ore Perth Office/s.

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