What is this guide about?
Welcome to our Contractor Management Software Ultimate Guide.
The management of contractors is no easy task. Outsourcing work will always reduce the amount of control held over the production or services provided.
While contracts and agreements can be set in place prior to work commencing, clients cannot have complete assurance that their requirements are being met.
Dealing with this amount of admin work can present difficulties for many organisations, as you run the risk of key contractor documentation expiring or being incomplete.
This guide is here to help you. We have identified some of the most common (and frustrating!) issues that you can run in to with contractor management, and how software can help to alleviate them.
Read on for the answers to all your questions!
Keeping track of your contractor documentation
One of the major issue’s employers encounter in contractor management is record keeping. The sheer amount of paperwork produced is overwhelming, from risk assessments, method statements, audits, to certificates and training records – all of which you need to be able to locate quickly and easily.
Chasing up contractor paperwork costs a significant amount of time. You might be working with several different contractors on a project and be chasing up multiple people for documents. This can leave you in situations where you have contractors on site, but don’t have any documentation.
Solution: All your contractor documentation in one central location
The Engage EHS Contractor Module lets your contractors upload their safety documentation to the platform, making sure that they are meeting your safety and compliance standards:
- Contractors can upload their training certificates and documents to a central, accessible location
- Contractors can manage and update their own profiles.
- You can cascade and share contractors through your organisation to avoid duplication of work
Challenge: Managing contractor approval and tasks
In addition to the volume of paperwork, managing contractor approval and oversight is a significant challenge. Large amounts of paperwork mean that important documents such as risk assessments and contractor method statements can expire.
You need to be sure that the contractors that you are working with are meeting your safety standards. Maintaining oversight of contractor tasks and contractor approval is extremely time consuming. Is it possible to easily see what tasks have been completed or are outstanding on paper? And what if it’s too late before you realise an important task has been forgotten?
Solution: A management system with automated notifications and actions
The Contractor Module’s system of reminders and notifications means that you’ll never let another risk assessment expire or miss a renewal:
- Relevant users can receive notifications when certificates and other documentation is due to expire
- Retain oversight of your operations by assigning and tracking actions to contractors
- Track and manage contractor approval
Central Data Location
Easily track all contractor information in one centralised location
Contractor Approval Oversight
Track and manage contractor approval
Give contractors the responsibility to manage and update their own documentation for full supply chain management and reduced administration
Eliminate Duplication Of Work
Cascade and share contractors through your organisation to avoid duplication of work
Maintain Consistent Performance
Create and complete contractor audits to ensure performance is maintained
Receive notifications on expiries and new tasks
Easily Raise Internal Actions
Raise internal actions relating to contractors or send tasks directly to the contractor admins to complete
Sites Using Effective Software
Hazards Reported in 2018
McAleer & Rushe Case Study
McAleer & Rushe worked closely with the Customer Success team in Engage EHS. They took the company’s need to focus on hazard spotting and incident reporting very seriously, and always aimed to support their team as much as possible. The team work between McAller & Rushe and Engage EHS has been one of the greatest benefits.