Full Life Cycle Contractor Management System
A full contractor management system will encompass the contractor engagement through to performance, compliance management and sign off life cycle covering all aspects from the initial contractor induction and contractor prequalification through to sign in management as they arrive and exit site, contractor compliance checks and ongoing management, performance review and ongoing evaluation of works, contractor documentation management (from verifications to ongoing daily checks, daily documentation for job safety, work authorisations / permits to work and approvals) and of course job exit.
View Contractor Management Templates, Forms and Examples
The importance of utilizing an effective contractor management system cannot be understated.
When considering what is important about using a contractor management system, first and foremost should be focusing on detailed administrative oversight - such as contractor onboarding processes, compliance & legal formalities as well as performance evaluations & feedback loops. These are ingredients which enable organizations to manage third party risk while ensuring both parties are adhering with contractual obligations reliably & competently. It pays huge dividends aligning professional objectives between firms/individuals whilst reducing cost through modernized contracting methods by gathering data with quantitative analytics!
Our contractor management software is the ultimate full workflow solution for engaging, prequalifying, manging, tracking and ensuring the ongoing compliance of your contractor workforce, subcontractors, suppliers and sole traders. From tracking them on site through to contractor inductions, issuing contractor cards, insurance management, supplier accrediation, contractor management procedure, safety and risk reviews and contracting company management.
What is contractor management and why do you need contractor management software?
Contractor management is the process of engaging and managing the contractors and subcontractors working in your workplace across areas such as pre-qualification, induction, compliance checks, sign in on site, inusrances and tickets tracking and ongoing day to day contractor management activities. Your organisation may hire one off contractors to perform adhoc work or you may hire preferred contractor companies to perform ongoing and regular work on site.
(Enhancing Contractor Management 2018)
This could range from clearning contractors, maintenance, gardening though to security contractors. Think of the suppliers and vendors your company engages and do these organisations provide staff that visit your workplace to conduct work?
If so, you need to manage these staff and of course the relationship you have with these contractor companies. Are they compliant to continue a working relationship with your organisation? Has their performance been satisfactory in the last 12 months? Do you want to continue using this contractor?
These areas form the foundation of a contractor management system. (Online Training as a Medium 2010)
Further below we go over our contractor management software features and best practice contractor management setup
- Prequalify all contractors before they start work. Full safety assessment, upload insurances, SWMS, JSA's, Risk Assessment, Incident History, should this contractor be an approved contractor?
- Induct the contractor company and all subcontractor staff, ensure they acknowledge and understand risks, safety, policies, procedures, environment, check lists, quality and other important site specific issues
- Digital sign in of all contractors and sole traders as they arrive on site. Spot check of their compliance and cross check in real-time their validity, insurances are up to date, fully inducted, checked in and track on site
Setup your contractor management process on mobile
Create Custom Contractor Workflows
Contractor management involves many different workflows, industries, regulations, situations and changing circumstances from permit to work workflows through to information you need to cross check when contractors arrive on site, the different site specific workflows you setup based on the varied complexities of different unique workplace requirements through to different supervisor, security and manager awareness, notifications and approvals that you might trigger.
The best way to handle what might be a constantly moving and evolving target is through contractor management workflows where you might design and setup different prompts, notifications, content and automatic workflows for your site, project and contractor workforce.
For example, a workflow that covers the prequalification and prescreening of contractors, the sign in process and the forms and checks they need to complete as part of arriving and working on site, the inductions they need to complete through to when a contractor access card is issued.
Try setting up your own contractor management workflows right here. Create different rules for subcontractors, supervisors, site access, prescreening and prequalification.
Contractor Management Mobile App
Mobile app for iPhone, Android, Tablets to enable contractors to complete these tasks live and in real-time in the field as well as management tools for your site managers to have real-time oversight of their contractors
Introducing the future of Contractor Management
- Contractors complete prequalification process via mobile app
- Contractors complete contractor induction
- Sign in / sign out as contractors arrive on site
- Contractor compliance management history verification
- Contractor approval process
- Accounts integration
- Integration with work orders
- Contractor notifications and head contractor reminders
- Compliance spot check on site
How do you prevent bad contractors from being engaged by your company?
Pre-qualifying contractors on their safety history, insurance and business registration, safe work method statements and compliance can prevent the big issues down the track.
How do you manage contractor performance?
Once contractors start working with your workplace, site or project, it is important to conduct performance analysis on their safety, provision of service, compliance with procedures and overall contractor performance management to understand fully, should the contractor remain an approved and preferred contractor?
How often do you check if your contractors should remain an approved and preferred contractor?
For many industries it is now a requirement to collect evidence of COVID19 vaccination as part of their engagement on site and in the workplace. This has now become a critical area under contractor management and might tie into the induction and prequalification of the contractor through to prompts around vaccination status during contractor sign in on site through to when they action a permit to work.
Other important checks might include:
- ensuring contractors and subcontractors have gone through a COVID induction
- prescreening on current COVID wellness status, signs of illness or being a known COVID contact
- declarations around vaccination and providing evidence
- detailing which vaccine they have taken and if they are fully vaccinated or not
- have they had a booster shot?
When contractors are working on site, its critical to make sure all aspects of their safety are managed before they begin their job task, activity or role, during their time on site and when they leave the workplace as well (Contractor Safety Management, 2019).
Best practice contractor safety management is divided into several approaches to ensure contractors are engaged and prepared for working safely on site, are empowered with the right processes and procedures to ensure their own safety and the safety of their co-workers, have gone through and conduct the necessary safety checks and processes, have the systems in place to conduct their job task safely and finally, leave the workplace in a safe condition for the next worker (Contractor Safety Management, 2019).
Using contractor management software to manage these areas, you can manage all your contractors from scheduling automatic reminders to your contractors for a wide range of compliance requirements to profiling their progress, collecting required documentation, a searchable database, live activity, reporting, who is on site and much, much more.
Example Induction for Contractors
Scan the following QR code to view an example induction for contractors, a core first step in the contractor management journey:
Managing Contractor Permits
A big part of a contractor management system is the management of permits. Contractors will conduct different job tasks or activities and when the activity is a high risk task, it may require a high risk permit.
Job tasks or activities that involve working at heights, HV or LV electrical works, some isolations, hydraulic works, asbestos or confined spaces just to name a few are all common work categories that would require a permit to work.
With a contractor management permit system, you can have a process to issue, review and approve permits as part of your contractor management process. This might involve different levels of approval such as an engineer sign off or knowledge expert sign off.
This might lead to contractor permit to work management where you manage contractor high risk permits such as:
Hot work permits, radioactive materials, dangerous chemicals, excavations, power supplies, confined spaces, excavation, working at heights and electrical permits.
It is important to manage contractor authorisation to work before they arrive on site to ensure the safety of both the contractor and employees. This helps to reduce the risk of injury or accidents to employees, contractors, and visitors. It also helps to ensure that all contractors are qualified and experienced to carry out their assigned tasks. Furthermore, it allows the organisation to ensure that the contractor has the necessary training, qualifications, and insurance required to work on the premises.
By ensuring contractors are authorised to work on site before they arrive, organisations can prevent any disruption or delays to their operations due to contractors not having the necessary permissions or qualifications. It also allows organisations to ensure that the contractor is adequately insured for any damages or liabilities that may occur during the course of their work. Finally, it helps to protect the organisation from any potential legal liabilities that may arise due to the contractor's actions on site.
Contractor Management System Features
The most common features in a contractor management system include:
Track your contractors ongoing compliance
Collect certifications, expiry dates and licenses
Use mass contractor communication tools
Work Flow functionality
Contractor site training online
GPS map of current contractor locations
Collect emergency contact, next of kin, medical information & more
Contractor Management and Prequalification Process
Before contracting companies and sole traders start, they should go through a contractor prequalification process to review their risk and safety history. This would be applicable to subcontractors to. Should they become and remain an approved and preferred contractor?
Things to include here are:
Contractor / Supplier Registration
Pre-qualification + Required Documents (collect insurances, certifications and more)
Contractor / Supplier Verification
Compliance spotcheck as they arrive on site / sign in & out tracking
Ongoing compliance and reminder verification
We offer you a custom built portal for contractor management requirements such as:
- Contractor Online Induction
- Contractor compliance control
- Property / Building Induction Software
- Online tests with scoring
- Document management portal
- Online Hazard Registry
- Facility induction cards for contractors
- Load all your own material and manage for your self
- Site specific inductions as well as organisation wide inductions
Ensure that all suppliers / contractors undertaking physical work know your safety requirements and are able to work safely on all our sites.
Ensure that suppliers / contractors are safe while working on sites and that your customers, visitors and staff are also kept safe.
Provide one standardised induction to enable all suppliers and contractors to access all sites rather than have to complete many brand specific inductions.
Mapping Contractor Relationships
A big part of contractor management is even understanding who your contractors actually are. You might be aware of primary contractors your directly engaged but start to wonder who various subcontractors turning up actually belong to and who engaged them.
With our contractor management system you can visually see all the relationships between different contractors, subcontractors, their compliance status, who engaged them, for which job tasks or activities, when are they due on site, are they insured and are the inducted.
A major part of contractor management is understanding the relationships between contractors and their subcontractors. Who is actually subcontracting to who and is there a break in the compliance chain between a principle contractor and their subcontractor?
If a subcontractor is non compliance, that can affect the principle contractor that they subcontract to. Enabling contractor administrators to have oversight of their subcontractors, manage their compliance and systemise the reminders and tracking around insurances, certifications and ensure they adhere to important safety policies, procedures and have the systems in place to work safely and be aware of risks and hazards that can affect their job task or activity on site.
Having a comprehensive system in place for briefing and evaluating potential subcontractors is vital in selecting reliable and trustworthy partners. This involves taking into account their capacity, references, qualifications and any guarantees offered by them. Not only will this help to mitigate potential risks, but it can also help keep subcontractors up-to-date with all the latest regulations regarding construction work - an invaluable aspect when it comes to compliance.
Effective management of subcontractors is essential for any successful project. Having a well-structured framework in place will not only help keep track of all activities but also guarantee that each party receives fair compensation for their endeavours within a timely manner. Therefore, giving careful consideration towards managing your subcontractors will go a long way towards ensuring overall success!
Contractor Management Platform Demo
See how our contractor management system can work for your organisation by looking at the online demo via the form above or - Contact Us
Frequently Asked Questions
What are common pre day 1 activities for contractor management
There are quite a few pre-day 1 activities for contractor management that can help make the onboarding process smoother and less stressful.
You must make sure new contractors understand expectations at the outset and also guarantee adequate safety precautions. To do this, create procedures all new people follow on Day 1 so they know what is expected from them during the job contract period. Document any relevant legal forms like tax clearance documentation, background check authorization letters, role contract agreement formalities, health protocols as part of these activities upfront, this way comes in handy when dealing with labor authorities later on!
To minimize paperwork even further after taking care of all the above steps, use automated contractual agreements & employee onboarding tools such as software designed specifically for contractor management tasks - they'll automate most aspects around recruitment & onboarding and free up resources needed elsewhere plus provide peace of mind knowing names are safe always updated in compliance with industry standards. Doing advance planning officially as well unofficially (informally) helps create stronger relationships between employees and contractors right off from day one.
What are common post day 1 activities for contractor management
Post day 1 activities may vary from project to project and organization to organization, they all have common elements which need attention. Paying careful attention to these details when starting up new contracts will help ensure an effective start.
When beginning contract work with your clients, certain aspects of managing the transition must be addressed. One of your first tasks is usually getting acquainted with their culture and procedures in order for both parties to successfully understand communication protocols as well as expectations for outcomes. This includes introducing relevant personnel within either team (e.g., contracting partners/vendors) & putting leadership structures into place; managing time frames; understanding organizational documentations such as NDAs or working agreements; negotiating payment schedules & more! The goal is ultimately make sure that everyone involved has a clear picture of what needs to happen next under the contractual agreement - sometimes this might involve consulting external advisors if legalities become complicated or confusing during negotiations so don't forget about those extra resources just in case!
It's also critical that you build up trust with each side while creating relationships across vendor/client divides - no one wants surprises popping up unexpectedly later down the line due to misunderstandings about roles/responsibilities on either side! Post-day-one activities can give you real insight into how non-contractual policies change over time and should include checks around things like logical continuity between different stakeholder groups at arm's length distance. Discussions throughout this process to keep everything on track by providing presenters/participants with topics pertaining directly towards solutions being discussed rather than opinions or complaints which could easily derail progress made thus far.
Other post day 1 activities include managing permit to work through to ongoing contractor induction and safety inductions.
There could be ongoing induction checklists to acknowledge through to ongoing understanding and acknowledgement of a contractor handbook.
How to write a subscontractor management procedure?
What is contractor onboarding and why is it important?
contractor onboarding is a standardized process that the newly hired contractors undergo before or immediately after beginning their work which is designed for efficiency improvement and reduction of risks.
See more on contractor onboarding here. See also supplier onboarding.
See how it all works from the above online form!
View a demo online induction system, webinars to see examples or personalised demo with our team