Creating a Contractor Management Checklist

A contractor management system is a vital part of any successful operation, whether you are a project manager running a large construction site, working on infrastructure projects, or managing the construction of an offshore wind farm. It is important that you have easy access to a wealth of information relating to all contractors, in a simple fashion, providing you with specific information when required but also allowing for an accurate overview of how each contractor is feeding into the overall project system. In order to achieve a thorough and effective contractor management system it is important to first understand the objectives of the project, the number and type of contractors required, the timescales for each that will be needed, and all other relevant information.

In terms of the benefits of a contractor management system you will be able to maintain a tight grip on the information and data required to run your specific project effectively. All contractors will be able to access the system to go through induction processes and any required training and tests – whether relating to general health and safety, or more specific site conditions and equipment training and awareness. This data input should also include all RAMS and permits to work that are specific to each contractor, as well as next of kin information that could be required in the case of an accident, taking place on site.

With larger numbers of independent contractors being used on most projects over the last few years you now see a more fluid process in terms of working on site. Many contractors visit for a few hours at a time for single tasks or jobs, others are signed up for long contracts over the course of weeks, months, or even years, depending on the type of project being worked on. With so many independent freelancers working on site at any given time it is vital that the project managers can quickly identify who is due on site each day, what they are due to work on, and if they have submitted all relevant information and work permits, as well as passed any required training modules in advance of arriving on site.

A checklist should be put together that contains a number of instances to ensure your contractor management system is ticking all the required boxes for an effective management of the project. This should begin with pre-project planning, understanding the job requirements and descriptions, all relevant RAMS and permits, as well as all qualifying criteria for contractors working on the up-coming project. If references and employment history are required these should be included in the system.

From here you can create the training and induction process that all contractors must go through successfully online before arriving on site, smoothing the transition and cutting down wasted time and disruptions actually on site. Once this is all set up include a framework that is simple to understand for managers and contractors alike, as well as an easy communication channel for feedback.