What exactly is a contractor management system?
May 10, 2022
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Contractor management best practices include establishing a full life cycle system of effective contractor workflows, from initial prequalification and safety and risk review of contractors, to contractor inductions and subcontractor management, to safety and compliance assessments, issuing induction cards, tracking and ongoing compliance spot checks, completion and review of safety documentation, and best practice contractor management of contractors in general.
Specialized software provides complete contractor management systems that include everything you need to get the most out of your contractor workforce, subcontractors, suppliers and sole proprietors. To begin with, it follows them on the job site and provide them with contractor cards, as well as handle their insurance policies, supplier accreditation, safety and risk evaluations, and contract administration.
Why do you need contractor management software?
Managing contractors and subcontractors in your workplace include a variety of tasks, such as prequalification, onboarding, training, compliance checks, sign-ins, monitoring of incidents and tickets, as well as day-to-day operations. You may either use one-time contractors for ad hoc projects or use recommended contractor businesses for continuous and regular work at the site. Both options have their advantages.
From education contractors to maintenance workers to landscapers to security guards, the list is almost limitless. Consider the vendors and suppliers your business uses; do they send employees to your office to do tasks?
This means that you'll have to keep tabs on your employees as well as your working connection with the contractor firms. Does your company have a legal obligation to continue dealing with this individual? Is their performance over the last year satisfactory? Using this contractor in the future is an option, or not? The cornerstone of a contractor management system lies in these areas.
Contractor Management System - How it all works?
- Before any work begins, be sure all contractors have been thoroughly vetted. Should this contractor be an authorized contractor after doing a complete safety assessment, uploading insurances, SWMS, JSAs, risk assessments, and reviewing incident histories?
- Ensure that the contracting firm and all subcontractor personnel are aware of and understand hazards, safety, policies, procedures, the environment, checklists, quality, and other essential site-specific concerns prior to the start of the construction project.
- All contractors and sole traders must sign in digitally when they arrive at the site. Make a real-time check to see whether they're up-to-date with all the necessary paperwork and verify that their insurance is up-to-date.
- Integration of pre-qualification and induction into a single cross-check procedure
- After a year of working with a contractor, examine their performance by conducting a contractor evaluation.
- Ongoing reminders about insurance and certification expiration dates
- Contractors' insurance and credentials may be verified.
- Approved subcontractors are included on this list.
- For the purpose of gathering contractor thoughts and comparing them, it uses contractor surveys
- Assigning work between a group of contractors
- Complete integration with Work Orders. Work orders should be created and assigned to preferred contractors with the ability to follow the progress of such jobs.
- Emergency and other alerts may be sent to contractors through SMS and mass messaging.
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