Contractor management refers to the managing of various outsourced activities supplied by a provider for a company. It is often implemented in a system that manages a contractor’s training programs, health and safety information, insurance information, and other important documents pertaining to the partnership between provider and client. Today, contractor management systems make it easier for both providers and clients to manage the different processes and documentation involved in delivering a service. Contractor management systems rely on a standardized prequalification form, which outlines the requirements of the job before any bidding or quoting occurs, to ensure that budgets and workplans comprehensively cover the essential dynamics of the job, including the services to be performed and the associated risk, health and safety statistics and programs, environmental protection programs, schedules and finances involved, and more.
Implementing contractor management systems is becoming the norm because of the benefits it brings businesses. For providers, it is also becoming a prerequisite for earning more projects with government institutions or large corporations. But what does implementing contractor management systems mean for your business and what is the process involved in implementing one?
Importance of Contractor Management Systems
Contractor management systems save time and resources.
Just as companies outsource certain processes within their business to save time and resources, contractor management systems also cut down on costs by freeing up time that may have otherwise been spent on manual documentation and organisation. Employees are able to spend their time more effectively by using a singular contractor management system for all things related to the business’ service provider. It serves as a centralised system that helps improve organization and cut down time on extracting data or pulling up records.
Expedites the process of looking for a provider.
When outsourcing a business process, it’s important to find a provider that fits your business. While this may not be an easy task, it is made easier by contractor management systems. In fact, when searching for a provider for a very specific task, all the client needs to do is go onto the contractor database and search for contractors that fit their requirements. The database will provide enough information on the provider’s appropriate licenses, insurance, health and safety training, and other important details that serve as a deciding factor on whether a business would like to enlist the provider’s services. It effectively reduces the time it takes to invest in recruiting the right service provider.
Improves reporting capabilities.
With contractor management systems in place, your business can gain access to specific KPI-driven reports that supports better decision making, especially when it comes to matters concerning the provider and their services rendered. According to the Agiloft blog, installing a contract lifecycle management software also enables flexible reporting to identify issues before they turn into major problems.
Helps scale operations without additional work.
Using contractor management systems gives businesses the ability to scale operations without adding workload to individual employees. According to CQN Advantage, such systems provide a centralised control for all the information and documentation a business requires for managing its contractors, no matter how many they are.
Avoids missing compliance deadlines and regulatory fines.
A contractor management system is not only a repository of all information and documentation pertaining to your relationship with your provider. It is also a reporting system and management system that helps a business meet the regulatory compliance deadlines with its contract tracking capabilities that may alert employees about renewals and expirations. Failing to meet such deadlines incurs unnecessary costs. Implementing contractor management systems can reduce this risk.
There are several contractor management systems available in the market today. G2 ranks some of the best systems in the market today, including ServiceChannel, Oracle Textura, Avetta, BraveGen, ClearPath, Cognibox, and ComplyWorks, among others. When choosing contractor management systems, it is best to consult with a contractor selection specialist that will help your business decide which one is the best fit. These specialists will help businesses set up an online contractor platform and handle the administrative aspects of the registration for the business. These specialists also review the current contractor management systems of the business to determine any issues so that they may be resolved in a timely manner. Another benefit of enlisting the help of contractor selection specialists is that they are able to provide businesses with personalised service and training when it comes to using contractor management systems.
When implementing contractor management systems, expect a learning curve. But know that the process need not be difficult. With the aid of contractor management systems specialists, your business can implement such systems with less difficulty as possible.