HR Interface and Scope Boundary

Purpose

This section defines the boundary between this WHS Management System and the separate RPD HR Manual. It holds HR material that supports the WHSMS but should not sit inside the site WHS manual. The WHSMS may refer to these topics, but the detailed rules belong in the RPD HR Manual or HR files.

HR records are managed separately from site WHS records. Breadcrumb may hold induction, training, licence and access evidence. PIMS may hold formal WHS findings where an HR-related issue affects WHS performance. Personal and confidential records stay in HR.

HR Topics Moved Out of the WHSMS

Topic	Why it sits in the HR Manual	WHSMS reference
Bullying, harassment and anti-discrimination	Employment conduct and workplace behaviour rules are HR-controlled, with WHS links where behaviour creates psychosocial risk.	WHSMS references the HR Manual and incident/escalation process where conduct affects WHS.
Fatigue management	Worker fitness, hours, travel, rest and personal factors are managed through HR and project planning.	WHSMS risk management and training sections reference fatigue as a hazard control issue.
Psychosocial health	Psychosocial hazards need WHS consultation, but policy detail and confidential worker matters belong in HR.	WHSMS keeps a WHS risk and consultation link only.
Work travel	Travel rules, vehicle use, accommodation, fatigue and expense controls are HR/management topics.	WHSMS references travel risks where they affect project planning or lone work.
Fitness for work	Medical, alcohol and other fitness matters are confidential HR records.	WHSMS references fitness for work as a competency and health control before site access.
Office and warehouse inspections	Office ergonomics and warehouse housekeeping support WHS but are not core construction site procedures.	WHSMS can reference these through HR/manual appendices where relevant.
Screen-based workstations and home office work	Office and home workstation rules are HR/office controls, not construction site controls.	WHSMS references the HR Manual for office and home-based work.

Procedure

Field	Requirement
Applies when	An HR matter affects worker management, site access, conduct, training, fitness for work, return-to-work, fatigue, psychosocial risk, office work or home work.
Owner	Director/HR manages HR policy and confidential records. Project Manager and Site Supervisor apply site-access and work-allocation restrictions relevant to the project.
Before work starts	Confirm workers are inducted, competent, fit for assigned work and understand conduct, consultation, fatigue, reporting and site access expectations.
Minimum controls	Keep HR-controlled matters in HR files. Keep site evidence in Breadcrumb. Escalate WHS performance issues into PIMS where they affect WHS assurance or management review.
Hold point	Do not assign a worker to work that conflicts with a known restriction, return-to-work plan, fitness issue, licence/competency gap or site-access requirement.
Breadcrumb function	Inductions, training/licence records, site access, attendance, worker communication and site-level evidence needed for the project.
Stop / escalate	Stop or reassign work where fitness, fatigue, behaviour, competency, injury restriction or psychosocial risk may affect safety. Escalate confidential matters through HR and WHS system issues through PIMS.

HR / WHS Interface

Situation	HR role	WHS role
Worker injury and return to work	Maintain confidential injury and return-to-work records; coordinate suitable duties with insurer/treating practitioner where required.	Project Manager/Site Supervisor apply site restrictions and confirm work matches the return-to-work plan.
Fitness for work	Manage confidential fitness, medical, alcohol/drug and personal records.	Confirm the worker is fit and authorised for the task before assigning work.
Fatigue	Maintain HR rules for hours, travel, rest and reporting concerns.	Plan work, supervision and sequencing so fatigue does not create uncontrolled site risk.
Psychosocial risk	Manage confidential worker matters and conduct issues.	Consult with workers, control work-related psychosocial hazards and escalate issues that affect WHS.
Bullying, harassment or discrimination	Manage behaviour, complaints, investigation and employment action.	Stop unsafe behaviour and record WHS impacts where conduct creates site risk.
Office / home work	Maintain HR/office rules and assessments.	Reference office/home controls only where they affect WHS obligations or worker safety.

Records and Evidence

Record	System / location	Evidence required
HR Manual	HR file / master HR library	Current HR policies and procedures for employment, conduct, fatigue, psychosocial health, fitness for work, travel, office and home work.
Worker training, licence and induction evidence	Breadcrumb / HR file	Current competency, site induction, licence, ticket and access evidence.
Return-to-work records	HR file; project file where site restrictions apply	Suitable duties, restrictions, review date and communication to relevant supervisor.
Fitness for work / medical / drug and alcohol records	HR confidential file	Confidential record held under HR rules and privacy requirements.
WHS issue linked to HR matter	Breadcrumb / PIMS	Site-level report in Breadcrumb; formal finding, trend or non-conformance in PIMS where required.
Office or home workstation assessment	HR file / appendix where retained	Assessment, actions, review and close-out.

Quick Guide

Step	What RPD checks
1. Keep HR detail out of the WHSMS	The WHSMS can reference HR topics, but detailed policy and confidential records sit in the HR Manual.
2. Check site readiness	Worker must be inducted, competent, authorised and fit for the task.
3. Respect restrictions	Do not allocate work outside a return-to-work plan, medical restriction or fitness limitation.
4. Use Breadcrumb for site evidence	Record inductions, training, licences, attendance and site access in Breadcrumb where relevant.
5. Use HR for confidential records	Keep medical, personal, conduct and return-to-work records in HR-controlled locations.
6. Use PIMS for system issues	Escalate repeat, systemic or management-review issues into PIMS.
7. Stop unsafe work	Stop or reassign work where behaviour, fatigue, fitness, competency or psychosocial risk may affect safety.