In order to ensure a reliable and consistent form of communication exists within the organisation, email notifications are sent directly from MATE when particular actions occur within the system.
Examples of existing email notifications are:
- When a host rating is high (the risk of working with that host is considered to be considerable for a particular reason, for e.g., their payment history may be unacceptable), and a Field Officer lists a job with that host, an email notification is sent for approval to the manager. The manager can then decline or approve the job. Either way the Field Officer cannot progress the position until the manager takes the required action.
- When a new host signs the host contract and the recruitment process is about to commence, an email notification is sent to the appropriate person to inform them that an OH&S site inspection must now be conducted.
- When a candidate is matched a vacancy with a new host and the OH&S site inspection is still to be completed, a second email notification is sent to the relevant person to inform them the OH&S site inspection for that host is now urgent.
- When a ‘non standard’ supervision plan is selected for a successful candidate (this indicates that they have a reduced term due to a previous training contract or vocational qualification for example), the manager must approve the supervision plan for this person.
- When a host is not on direct debit an email notification to the finance manager occurs so they can approve or decline the payment terms
- When a new apprentice or trainee is activated or an OOT apprentice or trainee is placed with a new host a variety of email notifications go to relevant persons.
- When a change of status occurs (for e.g., when an apprentice is suspended or cancelled) an email notification occurs to a number of people so they are aware. This is particularly important for payroll so they know not to pay the person.
- When a host/apprentice/trainee changes their address.
- When TAFE has not yet been marked as complete and they only have six months until completion, an email notification occurs to the Field Officer to warn them of this. This allows the Field Officer to chase this up and ensure they complete so the GTO is eligible to claim the completion payment.
An example of an email notification generated automatically from the system is as follows:
From: Alyssa Bennett [mailto:abennett@apprentex.com.au]
Sent: Saturday, 1 March 2008 9:30 PM
To: John Burke
Subject: MATE Host: MINING SERVICES PTY LTD - 1st notification of required OH&S site inspection
Please be informed that CWGA has listed a job Electrical Fitter in industry Utilities and Electrotechnology for Host Employer MINING SERVICES PTY LTD.
Please organise an OH&S inspection as soon as possible. Host details are as follows:
Host employer: MINING SERVICES PTY LTD
Host employer Address 1: 12 RiverRoad
Host employer Address 2:
Host employer Town /postcode: Notown 2808
Host employer Phone: 6331 3655 w/s
Host employer Fax: 6331 9450
Contact Name: Mark Brick