The Subcontractor Module
A Subcontractor is an external organisation that carries out jobs for a company.
The Subcontractor module is used to document Subcontractor information and compliance on the system. When a new Subcontractor has been added, the system stores the information that is entered about the Subcontractor. This information can be accessed and edited by administrators.
Subcontractors can access the system through a separate portal. When subcontractors are added to the system, they receive an automated notification with a link to complete their registration. This allows them to upload their required compliance documents, manage their employees, access jobs, and access other elements of the system.
Subcontractor non-compliance will result in limited access to their account, and a ‘Compliant Status Warning’ will appear after they log in to their account. Non-compliant subcontractors will only be able to access the System Dashboard, where required documents can be uploaded. When a subcontractor has met the requirements and is compliant, their account access will resume.
The system allows categorisation of contractors by type. This functionality is available in the ‘Settings’ menu in the system side bar. When adding a new Subcontractor to the system, the Subcontractor Type is a required field.
Subcontractor Compliance
The system allows the setting of requirements which Subcontractor companies must meet to be able to do work on site. Subcontractor compliance is important as it ensures health and safety is maintained throughout the workplace, and the risk of accidents is reduced.
For Subcontractors to become compliant on the system, they must upload the required documents that have been assigned to them, and these documents must be in date and approved by an administrator.
If a Subcontractor does not upload the required documents, or their uploaded documents have been rejected or expired, their status will show as non-compliant on the system.
Administrators are automatically notified when a subcontractor has uploaded a document, if a subcontractor document has expired, has been updated, and deleted. This can help administrators determine the compliance status of subcontractors.
When the required documents have been uploaded, they can be approved and rejected by administrators.
This information also applies to Sub-Subcontractors, which is a company who does work on behalf a subcontractor. Sub-Subcontractors can access the system through a separate portal, where they can upload required documents, manage their employees, access projects, and access other parts of the system.
Subcontractor Documents
Compliance documents can be fully configured in the system, which allows client companies to define their own requirements for compliance. Subcontractor document history can be viewed by administrators, which shows previous document uploads.
Subcontractor compliance documents can be:
For each document it is possible to select whether it should be taken into account for compliance (“Required”) or not.
Subcontractor System Matrix
The Subcontractor System Matrix provides a quick overview of the subcontractor’s compliance and the statuses of their uploaded documents. This information is represented in the form of rows and columns. Administrators can approve and reject documents directly from the Matrix view. The Matrix allows filtering of data, where specific filtering options can be selected to show the matching details.
Subcontractor Evaluations
If the “Subcontractor Evaluations” module is active on the system, evaluations can be created directly from the Subcontractor section.