Posted on 28th September 2020

Thought Leadership

Five Steps To Make Your Contractor Control Process Digital

Implementing contractor management solutions, supplier on-boarding systems and automating your contractor control process and credentials renewals are a strict necessity towards demonstrating compliance and your duty of care to your staff, visitors and contractors.

Your time is the most valuable asset you have and your role is to manage a compliant supply chain with approved contractors who will be able to continue the deliver services to your organisation during changing times.

When your organisation is a busy environment with many distractions that pull on your time for your attention. What can you do and need to do to make your working hours that bit easier?

Well, firstly, stop doing all the work manually in spreadsheets, and automate with digital!

Automating your contractor control process and credentials renewals will save you time, and deliver a current, and consistently updated approved contractor database to mitigate risk and protect your organisational reputation.

Here is five steps to consider as you begin to automate the control and management of your contractors and supply chain.

1. Identify

Your compliance regime for your estate is going to vary subtly from everyone else’s so it’s critical that you identify ALL the compliance credentials you require from your suppliers and contractors. When there are contractors coming onto your site to maintain, inspect, calibrate equipment, or deliver works; you need to identify how you can demonstrate your duty of care.

2. Question

It is good to have a thorough supplier questionnaire or compliance process that solicits credentials from your supply chain. Make sure that it has sufficient scope from what you’ve identified to meet your compliance needs

3. Digitise

Create a digital version of the questionnaire with the ability for suppliers and contractors to take their journey through your compliance process. By digitising your contractor control process, you can create a database of all suppliers and enable the questionnaire to be sent via email so that your supply chain can commence and continue to have and ongoing compliance relationship with you.

4. Validate & Iterate

By digitising the questionnaire, enabling suppliers to upload documents, and share then over the Internet, you can easily validate each question and refer to colleagues for clarity on information you’re not 100% certain of. With digital, you can improve communication and collaboration with your team, and in the contractor control process accept and reject at any stage and send back for clarity. Significantly reducing the time, it takes towards gaining a fully compliant and approved contractor database.

5. Renew

Once you’ve approved your suppliers you need to manage them efficiently, especially their expiries. You need to keep track of their provided credentials with an expiry date, so you can efficiently renew and keep your approved suppliers compliant.
Through automating the renewals process you can see at a glance who isn’t managing their document set until the worse thing happens; digital enables you to be have a reactive requirement for a breakdown and your policies and procedures mean that very valuable resource can’t come onto your Estate until restoration of their compliance documents!

Conclusion

You and your colleagues are responsible for ensuring that Contractors:
• Arrive Safe
• Work Safe
• Leave Safe

We’ve seen some amazing results from our Verature Systems. Verature Contractor Management Systems is a leading safe system of work for the management of your Suppliers, Visitors and Contractors. Alan Theaker, Health & Safety Manager, Coca-Cola said: “Our return on investment time was a few months and more importantly my team and I can sleep well at night.”

Take the pressure off you and the team. Digitise and automate your contractor controls.

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