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HANDBOOK Pfizer employee ONYX Registration Tool Version 4

Pfizer – Handbook for Contracting Firms – Version 4

Registration and Training of Contractors: via the Onyx Tool 1. Purpose 2

2. Definitions 2

3. Basic principles 4

4. Badge for contractors 5

5. Facts/tips 5

6. Where do I find this tool? 6

7. Logging in for the first time 6

8. Logging into the tool (not the first time) 8

9. Invitation e-mail for a task/registration – first time 8

10. Invitation e-mail for a task/registration– NOT the first time 10

11. Dashboard – overview screens: assigned tasks/meaning of columns 11

12. Assigning employees to a task 15

13. Registration of employees (once only) 18

14. Contracting firm employees: registration and training 20

15. Monitoring by contracting firm 22

16. Firm’s contact person comes to perform the task 23

17. Delegating a task 24

18. Creating a task/registration by the contracting firm 25

19. Searching contractors’ data 26

20. Information on training 28

21. Multiple contact persons of same contracting firm 29

22. How to change the contractor’s password/How to search for the contractor’s login 29

23. Forgot password or changing password 29

24. Double registration 32

25. Temporary employees and student workers 32

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1. Purpose (general): Before a contract worker can perform work at Pfizer he must be registered, complete the necessary training and have a site access badge. For this purpose, an online platform is used (via internet – on a computer – training cannot be done via smartphone/tablet – but registering can). This online platform (Onyx) allows the contractor to receive the required training BEFOREHAND – At another location (e.g. at his own employer). The contracting firm may handle the registrations of its own employees. The badge must still be picked up at Pfizer Security. The badge is valid for 1 month (instead of 1 week). The training is valid for 1 year. This will ensure more efficient access to the Pfizer site, which will limit waiting time to a minimum. Registration and assigning contract workers to a contracting firm is done – preferably – at least 2 days BEFOREHAND by the representative of the contracting firm. The contracting firm assigns employees to this task/registration. They then receive the necessary training (once a year). Ultimately, a Pfizer employee approves the task/registration. The contracting firm can also handle registrations, but they always require PRIOR approval by a Pfizer employee. Requirements for obtaining a badge are:

• Approved registration by a Pfizer employee

• Required training completed by contractor 2. Definitions: Registration: application for access to Pfizer grounds or buildings. Registration may be requested no sooner than 4 months prior. The registration can be for a maximum of 1 month (badge is valid for 1 month maximum). Registration is no longer done at the personal level – but by task or time period (e.g. painting work May 2014). Only one registration is needed per contracting firm in which multiple contract workers are assigned. Pfizer employee: anyone with a Pfizer e-mail address (Pfizer employee or third party). They are responsible for initially inviting the contracting firm, approving or rejecting registration applications and making lists of which persons are present at what time for a specific task.

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Pfizer employees are authorized to handle registrations in their own name or for someone else and approve or reject them. Thus, in the absence of a Pfizer approver, another Pfizer employee can still approve the registration. Contractor: firm that is awarded the performance of tasks by a Pfizer employee. Contracting firm representative: a contact person of the contracting firm – this is not necessarily the person who will be coming to perform the task. But he can also come to perform the work (see 16). This person receives the invitation e-mails when a particular task is assigned to his firm. This person also manages the registration tool for his firm. This implies that this person will register the necessary contract workers or sends the task on to another contractor,.... Multiple contact persons of one contracting firm may be appointed – and all of them may handle registrations. The only thing needed is to make a ticket for Onyx (see 21). It is best not to use [email protected] (an address that is read by multiple people) because each e-mail address is coupled to only one training profile. If one of the employees (who reads the e-mail) registers himself and another person after that – this second person will not have a training profile. Contracting firm employees: persons who access Pfizer sites to perform a task. Subcontractor: subcontractor of the contracting firm Access profiles: There are 4 access profiles with corresponding training requirements.

-‐ Profile 27: tasks at Pfizer site, but NOT inside the buildings (except for the water purification – for which Profile 27 is sufficient) The corresponding training includes only EHS guidelines.

-‐ Profile 28: Tasks inside the Pfizer buildings (but no Grade C) and access via the contactor’s access The corresponding training includes both EHS and GMP guidelines.

-‐ Profile 24+: Tasks inside the Pfizer buildings in a Grade C area (aseptic production) The corresponding training includes both EHS and GMP guidelines, as well as Grade C guidelines.

-‐ Emergency procedure access: This access profile is only used to allow access for VERY URGENT tasks. After receiving the required training (which may be offered by security personnel) – access may be granted for 1 day. The training is only valid for 1 day. If this contract worker has to return the next day(s), he will have to complete the training AGAIN. This procedure is therefore only used in very special circumstances.

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Training: There are 3 types of training – with multiple sections. Depending on the profile, the contractor must complete one or more training sessions. 1. EHS

a. Access

b. Prevention and safety

c. House rules for contractors

d. First aid and emergency procedures

e. Environment

2. GMP

3. Grade C

Each section is followed by a test in which a number of questions are presented. A maximum of 1 error is allowed per test. If you have answered more than 1 question erroneously per chapter, you will be presented a second time with the questions of that chapter. If you still do not pass, the training must be taken again and you get one more chance. If you fail again, access will be denied and the responsible Pfizer party and EHS will be notified. 3. Basic principles: You will receive an invitation e-mail from a Pfizer employee. This e-mail is an invitation to perform certain works at Pfizer. This e-mail includes a link to the registration tool. You begin the registration procedure from this link. The first time you use the tool you have to register. After that you will be able to go directly to the tool and also propose registrations – but Pfizer approval is ALWAYS required. Validity of a badge: 1 month Validity of training: 1 year (EHS training is definitive for the expiration date) Number of subcontractors: the Pfizer guidelines limit this to 2 Weekend work must be requested BEFOREHAND by the Pfizer contact person. But for weekend work, the registration via Onyx must also be in order. The system does not allow double registrations – consequently, a contract worker cannot be assigned for the same period (in that case an error message will appear on the screen).

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4. Badge for contractors: (paper)

• The training expiration date: completed the EHS training video + 1 year.

The Pfizer responsible party (1) and the company name of the contractor (2) are stated on the badge. As well as the access profile (see further). (3)

• The contractor may upload his picture without obligation in the Onyx tool. If he did not do this, the contractor must have his picture taken when picking up the badge for the next registration. This picture will be stored in the Onyx tool. Therefore, there may not be a picture on the badge for the initial access.

5. Facts/tips:

• The tool for viewing training sessions only works on a PC/laptop – NOT on a smartphone, iPad. You can register on an iPad.

• The tool comes in 4 languages – as well as the training (English, French, German and Dutch)

You can set the language in the upper right hand corner of the tool.

• A contractor may only be registered with 1 contracting firm. The national registry number / passport is a unique key.

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• Use “normal” user id and passwords – no special characters – only numbers and letters

• Each registration has a unique number – it will be handy if you know it. In case of problems, the security personnel will be able to look it up quickly.

• If you did not receive an invitation or confirmation e-mail from the tool, look in the spam folder!!

6. Where do I find this tool? General : http://www.pfizerpuurscontractors.com

Helpdesk: weekdays 9 am to 5 pm – you will receive an answer within 24 hours – send e-mail to: [email protected] In case of problems, you may also contact your Pfizer contact person.

7. Logging in for the first time You received an e-mail from a Pfizer employee (see 9 or 10). This e-mail is an invitation to come and perform certain works / registrations at Pfizer. This e-mail includes a link to the registration tool – you start the registration from this link. The first time you work in the tool, you have to register – ONE TIME. Comment: this link is unique – can only be used 1 time – therefore, do not forward to others!

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Check the information. Fill in the telephone number (WITHOUT SLASH) and fill in the password – enter 2 times and click “proceed.”

Then you will see the general overview page (see task preparation below).

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8. Logging into the tool (not the first time) General: http://www.pfizerpuurscontractors.com

• Fill in your login (e-mail address)

• Fill in your password – password of the tool (forgot password: see 23)

• Click on “login”

• This takes you to the dashboard screen

Comment: you can consult this tool at any time. That way you can check whether everything is in order with regard to the registration and training of your employees.

9. Invitation e-mail for a task/registration: first time

Dear Marcel De Metser, You are hereby receiving the information you need for the online registration and training tool to have access to the Pfizer Puurs site. You are receiving this message from Griet Dillen for the mandatory online registration and training established by Pfizer. The purpose of this training is to offer a user friendly and extensive course in Safety and Quality for every person that is given access to the Pfizer Puurs Site. What do I have to do now? Follow this link (or copy and paste the link into your internet browser) http://beta.pfizerpuurscontractors.com/login/e-mail:marceldemetser%40onyx.be/hash:98e7d0aac0925935f5a36032612d9500785e5c98 to the secure registration page. Here you will be guided step by step with the registration of all of the employees in your company who perform work at the Pfizer Puurs site. What happens next?

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After registration you can send an automated e-mail to all of the employees that should be registered. They will then receive an e-mail with an access code with which they can register themselves and be able to start their training. Each access profile defines specific courses (inside - outside - production). Each training course will be valid for 1 year. If your employees do not have an e-mail address available, you can create printable invitations. In that case, you must create a login and a password for these employees. After you create this, the information will be sent to YOUR e-mail address. Then you can then print this e-mail and present it to the corresponding employees. A registration was created: INFO: Registration ID: 15 Description: registration April 2014 Contractor’s name: Marcel De Metser Contractor’s e-mail: [email protected] Contractor’s Company: contractorfirm1 Starting date: 04-10-2014 Ending date: 05-10-2014 Required access profile: 28 Inside yards / Construction via Contractor’s entrance Comments:

You enter the tool via the link in the e-mail – dashboard The first time you have to fill in your telephone number and a password (see 7) Then you arrive at the dashboard –overview screen.

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10. Invitation e-mail for a task/registration: NOT the first time If you are already registered as a contracting firm and you are awarded a task, you will receive the following invitation: Dear Marcel De Metser, A new registration was created for you: Registration created by: Marcel De Metser INFO: Registration ID: 16 Description: registration May 2014 Contractor’s name: Marcel De Metser Contractor’s e-mail: [email protected] Contractor’s Company: contractorfirm1 Starting date: 05-01-2014 Ending date: 05-31-2014 Required access profile: 28 Inside yards / Construction via Contractor’s entrance Comments: Click on this URL to view your registration and to assign the employees: http://beta.pfizerpuurscontractors.com/buyer/job/16 Login via the link with your e-mail address and password (see 8). Then you get to the dashboard and you see the new task.

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11. Lay-out tool – overview screen

1. Dashboard: general overview screen

2. Display contractor’s workers: to see the contract workers’ information – only of the contract workers who at some time registered themselves in the tool.

3. Display tests: to see the status of the training courses

4. FAQ: questions: this explains the tool.

5. My courses: to see one’s own courses

6. Overview of awarded tasks/registrations – see 11.1 below

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11.1 Dashboard - overview screen: assigned tasks At the bottom of the dashboard you see a list with actual registrations.

This screen only displays the actual registrations – where the period is still active. If you want to see other things: click on show history 1. Can be set to 10-25-50 or 100: number of rows on the screen

2. Create a new registration (see 18)

3. To search (here you can enter a number – part of a name – part of a company name -

...); then click on “GO”

4. Advanced search: you can enter additional search filters – to make searching easier.

You can enter additional filters here.

Fill in the necessary filter and click “go” Pfizer employee: Pfizer employee who created the task

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Contract worker: contract worker Status: registration status (invited, draft, review, requested, reviewed, delegated) You can go back to the initial screen via “standard search” Clear all filters: to erase all filters.

11.2 Dashboard assigned tasks TABLE – Meaning of the columns

You can sort by clicking on the diamonds next to the column name (per column – but not for multiple columns at the same time)

• Column 1: Actions: which action still has to be taken (assign worker, delegate, ...)

o Forward: you can forward the invitation e-mail.

• Column 2: Status

o Invited: contacting firm has been invited

o Draft: action is expected from the contracting firm (couple the workers to the task and request approval from Pfizer)

o Review requested: application for approval by Pfizer employee has been done.

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o Reviewed/evaluated: Pfizer employee reviewed and processed the registration (whether approved or not, contract workers rejected, ...) – at this point a badge can be created.

o Delegated: registration has been forwarded to the subcontractor

• Column 3: Registration id: unique registration number

• Column 4: Contracting firm: contractor’s company name

• Column 5: Contractor’s name: contact person at the contracting firm (this is NOT necessarily the

person who comes to do the work – but who is responsible for doing the registrations; this could, however, be one and the same person (see 16)) A contracting firm can have multiple contact persons – see 21

• Description: description of the registration (when hovering over this and clicking you will see more details). This can be very limited or very broad – e.g. registration January 2014 or painting building A111. Click with the mouse button – details of the registration appear.

• Sub-registration of: if a registration is forwarded to another contracting firm, you will be able to see the number of the initial registration. When transferring tasks to subcontractors, approval from a Pfizer employee is always required.

• Created on: the registration is made on that date (this can be done no more 4 months in advance)

• Created by: registration made by (this is NOT always the person who will be issuing the approval)

• Approval by: Pfizer employee in charge of approving or rejecting the registration (or the people linked to it). You have to contact this person in case of problems.

• Registration from: registration from

• Registration until: registration until

• Contract workers: number of contract workers linked to the task. If you click on the number, you

can see who is linked to the task + their status.

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Access profile:

0% - not received training. 100% - received training.

Starting and ending date Status of the registration Approved: approved by the Pfizer employee (yes/no) Blacklisted: is this person’s name on “the black list” and is he not allowed access (see below) 12. Assigning employees to a task In Dashboard:

You can assign a task to employees OR you can transfer the task to a subcontractor. (see 17) You CANNOT delegate a task and assign employees to 1 registration/task. If, however, you wish to do this, you have to create a new registration (see below). After you have assigned employees to a task, you must request approval from the Pfizer employee via Dashboard (overview screen)!! This can be done before the training has been completed – but the training DOES have to be completed before the employee registers with Pfizer.

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12.1 Assigning employees: Click the “assign employees” button

Choice between:

• Registered employees (drop down list)

• New employees (fill in data)

You will have to fill in some data for the employee (login and password). Choose something simple (e.g. login: connected name, password: pfizer123). An e-mail will be sent to the e-mail address of the contact person. This person prints it and gives it to the employee. The employee logs in (on a computer with internet) via the information provided. One-time registration and complete the annual training.

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The following screen is displayed in the Dashboard: click on “print”

The necessary data will be printed. (URL – login – password). Give this to your employee. The employee can do the necessary registration on a computer with internet and complete the training.

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Example of the printed data:

13. Registration of employees (once only) The employee should have several items at hand (passport, LIMOSA and A1) Providing a picture is OPTIONAL!!! (This can also be taken at Pfizer)

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If the employee is NOT covered under Belgian social security and the contracting firm is a foreign company, additional data must be filled in (see below). After that, click on “save profile” Additional data if not covered under Belgian social security and foreign company:

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If an employee has registered, the contact person of the contracting firm will receive a confirmation e-mail of this.

On 10 April 2014 15:28 wrote <[email protected]>: Hi, Candidate Louis Baksteen, who was invited by you to the Pfizer Puurs Contractors Portal, has registered.

Comment: the registration data can be changed at any time by the Contract Worker or by the contact person of the contracting firm via “profile” (right upper corner).

14. Contracting firm EMPLOYEES: registration and training

Enter the URL, username and password (see 12.1). See 13 - one-time registration. Choose a password.

After everything has been filled in – the screen opens with the necessary training courses Click on “start course”

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After the courses have been successfully completed, the contracting firm can see the 100% qualification status in Dashboard (see 19 and 20).

15. Monitoring by contracting firm Everything can be monitored via Dashboard. Via actions, you can already request approval by the Pfizer employee. You can do this already before the training is completed!! Click on “get approval”. The Pfizer employee will receive an e-mail with the request for approval. You will be able to see in Dashboard whether or not it was approved.

Status of employees: click on the amount

Status: Qualification: 0%: training not yet completed – 100%: training completed.

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16. Firm’s contact person comes to perform the task: In some cases the contact person himself comes to perform the task.

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17. Delegating a task The contracting firm may also assign a subcontractor.

The following screen opens:

The task/registration data will be transferred automatically. Fill in the subcontractor’s data and click on “save registration.” The subcontractor will automatically receive an invitation e-mail. Then the subcontractor must connect the employees to the task/registration. (see 12.1) He may NOT delegate this task to another subcontractor. Pfizer limits the number of subcontractors!! 18. Creating a task/registration by the contracting firm

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Contracting firms themselves can also create registrations/tasks. But approval by a Pfizer employee is ALWAYS required.

Click on make a “create access notification”. Fill in the data and click “save access notification” The e-mail address of a Pfizer approval is required!

The access profile to be chosen by the contracting firm (initially determined by a Pfizer employee in the very first invitation e-mail) – in case of multiple choices: drop down list. This registration is then part of the Dashboard – it can now be linked to employees or delegated to a subcontractor.

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19. SEARCHING CONTRACTORS’ DATA

The next screen opens:

• Via edit you can edit the employee’s registration data (also the password)

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• Overview of registrations: provides an overview of all registrations to which this employee is

linked.

• Total number of tests started

• Total number of tests completed

• Blacklisted: this can only be filled in by Pfizer. If necessary – inform Pfizer!

• Display tests: view training details assigned to this contractor.

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In status you see whether or not the training was completed. Completed: training is completed Not started: not yet started Expired: training expired Failed: did not pass training Incomplete: training not completed

20. INFORMATION ON TRAINING This can easily be search under “show tests”

You can enter the contractor’s name via “advanced search.”

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21. Multiple contact persons of same contracting firm A contracting firm can have several contact persons. The Pfizer employee sends various registrations to the corresponding persons. The Pfizer employee has to ask Onyx to link this. The various contact persons can then see all the data of the same firm.

22. How to change the contractor’s password / How to search the for contractor’s login?

This can be handy when the contracting firm or the contract worker has forgotten them.

• Via “edit” you can change the contractor’s data. Here you can also change the password if desired (choose standard, e.g. “Pfizer123”).

• In login you can search for the contractor.

23. Forgot password or changing password.

23.1 Forgot password?

• Click on “lost password” – you will receive another password via e-mail.

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E-mail with new password: Dear Griet Dillen, You have just requested a password for your account in the Pfizer Puurs Contractors Tool. Your login is: [email protected] Your new password is: cb2bb1c5 After you have registered, you will be able to change your password into an easier to remember password via “Profile” http://beta.pfizerpuurscontractors.com/ You can then change your password if desired (see also 9.2) 23.2 Changing password

• In the Dashboard screen (after logging in) – you can change your password via “profile.”

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You can change your password in the next screen (also check your data).

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Enter your old password – then enter your new password twice and click on “save.”

You may use your new password immediately.

24. Double registrations If employees are assigned to the same period, a message will appear on the screen. A double registration is not possible. Have a good look at the registration data and edit it if needed. If necessary, create a new registration.

25. Temporary employees and student workers Temporary employees and student workers of contracting firms are best registered as the contracting firm’s own employees. It is not necessary to register them as subcontractors.

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