MS Dynamics

Technician Onboarding
Process (Dynamics)

Role: Prime/Prime Admin

Contract: All
 Dynamics Field Service User Guide

Work Instruction

TABLE OF CONTENTS
1 PURPOSE ............................................................................................................................................ 1
2 SCOPE ................................................................................................................................................. 1
3 DEFINITIONS ....................................................................................................................................... 1
4 ONBOARDING A TECHNICIAN ............................................................................................................ 3
4.1 Registering a Technician ............................................................................................................... 3
4.2 Allocating a Role ........................................................................................................................... 7
4.3 Technician Characteristic Types .................................................................................................... 9
4.4 Uploading Artefacts ..................................................................................................................... 11
4.5 Requesting a Dynamics Licence .................................................................................................. 13
5 BOOKABLE RESOURCE AND DYNAMICS LICENCE ........................................................................ 14
6 MS DYNAMICS 365 LICENCE TYPES & REQUIREMENTS ............................................................... 15
7 VERSION CONTROL ......................................................................................................................... 17

1 PURPOSE
This work instruction describes account and technician level onboarding for Telco construction
partners/vendors.

2 SCOPE
This work instruction applies to the Energy and Utilities business unit. The target audience for this work
instruction are construction partners onboarding with Downer.

3 DEFINITIONS
Some of the following terms are used in this document.
Term Definition

Bookable Resource Any person who has been registered to be allocated Work Orders in MS
Dynamics 365 Field Service.

Construction Any individual, contractor, business partner, or agent not directly employed
Partner/Vendor by Downer. The definition of Vendor does not include clients of Downer.

Construction Site Any designated site car park, yards, laydown areas, access roads, or haul
roads on sites that Downer has formal control over or is working on.

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Dynamics Licence Required to gain access to Dynamics.

Field Based Qualified Role Role that allows a technician to undertake work individually in the field. I.e.,
Any role except Non-working Prime, Admin Support (nil site) role, or Trades
Assistant in Downer’s System.

Non-working Office based staff, that are not working in the field. Onboarded on a non-
working role (Admin or Non-working Prime).

Onboarded/Compliant Technician that has provided all relevant compliance documentation and
completed all relevant Downer modules for the role/s selected on their
profile and has attended a Welcome to Downer induction.

PPC Provisional Payment Claim.

Prime Director of the company; must be listed on the ASIC report.

Working Field-based staff. Technician that is onboarded on a field-based role.

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4 ONBOARDING A TECHNICIAN
An onboarded technician profile is required for any field-based technician working for or on behalf of Downer,
and any office workers that require access to Dynamics.

4.1 Registering a Technician

Step Actions

1. Log in to Dynamics:

https://downerutilities.crm6.dynamics.com/

Username: Registered Email

Password: The password used to log in to your email account.

2. Go to “Technician Registrations” on the left-hand side.

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3. Press “New” at the top of the page. “New Technician Registration” page will appear.

4. Enter in the mandatory details on the “General Tab”.

• Account: Your organisation/company

• First Name
• Last Name
• Email ** Must be unique, non generic i.e., cannot be [email protected]
• Date of Birth
• Mobile Phone ** must be +614 format, no spaces
• Street 1
• City
• State
• Post Code

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5. Enter in the mandatory details on the “NOK” (Next of Kin) tab.

• NOK First Name

• NOK Last Name
• NOK Street Address
• NOK City
• NOK State
• NOK Post code
• NOK Mobile phone ** must be +614 format, no spaces
• NOK Relationship

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6. Press Save.

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4.2 Assigning a Role

7. Whilst in the technician profile go to “Roles” tab, then press “+ New Technician Registration”.

8. Search for a relevent role – refer to the Training Needs Analysis for a list of roles and their
requirements.

Select the relevent role on the relevent project, press “Save and Close”.

Use “*” at the start, to search for “contains” rather than “begins with”.

Note: The Training Needs Analysis is included in the Welcome Pack email sent to all external
partners by Downer Onboarding when the account is being onboarded.

9. Adding more than one role

The system needs a few minutes for a secondary role to be added – otherwise the
characteristics will duplicate.

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When initially added, the role won’t have any information added under the “Name” column.

Press “Refresh” at the top of the screen.

When the name loads; you can proceed with adding another role, following the same steps as
above.

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4.3 Technician Characteristic Types

10. When in the technician profile go to “Technician Characteristics”

11. The characteristics are split into four categories.

The characteristics that appear will be based on the project and role selected. A role must be
selected for the characteristics to load.

Pre-requisite skills:

• Compliance documents that are required to be uploaded to be onboarded E.g.,

Construction industry card, first aid certificate etc.

Post-requisite skills:

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• Compliance documents that are required to be compliant – but not necessarily before
being onboarded. E.g., Telstra Field Assessment letter.
• Downer ID card: Created after a technician is onboarded – Uploaded by Onboarding
team: nothing required to be uploaded by Construction Partner.
• Our Safety Focus: Annual Induction – Updated by Onboarding team: nothing required to
be uploaded by Construction Partner.

Training:

• Nothing needs to be uploaded to Dynamics by the construction partner for these items.
• List of modules that are required to be completed by the technician in an external
platform (Lucidity).
• Welcome to Downer/ Job Ready Induction attendance – uploaded by Onboarding team.

** If a technician has just been registered, please note that the training profile needs to be
created by Onboarding team first. An email will be sent to the technician and primary contact
once the profile has been created.

Lucidity Portal:

• Lucidity :: Home
• Log in Details:
o Payroll Number: Tech ID or Tech Reg (depending on if initially registered in
Service Key or Dynamics)
o DOB: dd/mm/yyyy

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Private:

• Police check and Proof of ID – Required to be uploaded by Construction Partner to be

onboarded.

4.4 Uploading Artefacts

12. Enter the characteristic line entry.

To enter a characteristic line entry, double click onto the white space.

13. Press the paper clip, add the document of relevance.

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14. Press “Add Note and Close” – the note will disappear and move to “Artefacts” tab.

15. Uploaded artefact can be viewed under “Artefacts” tab.

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Artefact Example

16. Upload artefacts for remaining characteristic line entries following above steps.

17. Once all artefacts are submitted and the modules are completed, contact Onboarding team to
book the Welcome to Downer/ Job Ready Induction.

18. Once the induction has been attended, Onboarding team will onboard the technician profile and
issue out a Downer ID card (if on a field-based role).

4.5 Requesting a Dynamics Licence

19. Requests for a licence and bookable resource need to go to the Onboarding team.

• Any onboarded technician can request for a Dynamics Licence.

• Only onboarded field-based technician can request to be a bookable resource.

Refer to the following sections for additional information:

• Bookable Resource and Dynamics Licence: Explains the licence issuing process.
• MS Dynamics 365 Licence Types and Requirements: Explains the licence types
available for external partners and functions that can be performed per licence type.

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5 BOOKABLE RESOURCE AND DYNAMICS LICENCE

• To gain access to Dynamics, an Onboarded/ Compliant profile is required.

• Licence requests must be sent through to the Onboarding team.

o Onboarding team will raise a ticket for a licence
o Licence will be issued out on Wednesday’s, and training scheduled for the following week.
o Prime Admin licences require approval from the Prime.

• A unique email is required for a licence to be issued.

• Licences cannot be issued to a group email – e.g., [email protected]

• Works can only be assigned to Bookable Resources – Only technicians onboarded/compliant on a

field-based qualified role can be made a bookable resource.
o A Prime will not be made a bookable resource, unless they are compliant on a field-based
qualified role.
o A Trades Assistant cannot be made a bookable resource.

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6 MS DYNAMICS 365 LICENCE TYPES &

REQUIREMENTS
** Option for Prime Admin’s to accept/decline PPCs.

Licence Bookable Application Requirements Access (includes but not limited

Type/s Resource to)
Prime NO Desktop Director of company (listed • Review and accept a work
(non- on ASIC) order
working)
Non-working Prime role • Re-assign bookings amongst
bookable resources under
Onboarded/ compliant
their company.
Unique, non-generic email
i.e., not [email protected] • Progress a booking

Prime NO Desktop Signed Prime Admin • Update tasks/ Services/ Claim

Admin document. SORs
(non- • Consume Materials
Admin (nil site) role
working)
Onboarded/ compliant • Upload artefacts
Unique, non-generic email • Raise variations
i.e., not [email protected]
• Accept/reject PPCs**

• Create technician profiles and

upload compliance artefacts

Prime YES Desktop Director of company (listed • Bookings can be assigned

(Working) on ASIC) directly to the individual.

Mobile
Field-based qualified role • Review and accept a work
order
option Onboarded/ compliant
available
Unique, non-generic email • Re-assign bookings amongst
i.e., not [email protected] bookable resources under
their company.
Prime YES Desktop Signed Prime Admin
Admin document. • Progress a booking
(Working) • Update tasks/ Services/ Claim
Field-based qualified role
Mobile SORs
option Onboarded/ compliant
available • Consume Materials
Unique, non-generic email
i.e., not [email protected] • Upload artefacts

• Raise variations

• Accept/reject PPCs**

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• Create technician profiles and

upload compliance artefacts

Technician YES Mobile Field-based qualified role • Bookings can be assigned

directly to the individual.
Onboarded/ Compliant
Unique, non-generic email For bookings assigned to their
i.e., not [email protected] name:
• Progress a booking

• Updates tasks/ Services/

Claim SORs

• Consume Materials

• Upload artefacts

• Raise variations

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7 VERSION CONTROL
Title Technician Onboarding Process (Dynamics)

Description Technician level onboarding user guide for construction partners

Created by Meaghan Kooy

Maintained Meaghan Kooy

by

Date 15/11/2024
created

Version Modified by Modifications made Date

Number modified

1.0 Meaghan Document created 15/11/2024

Kooy

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