The urgent need for modern and integrated contractor management
What are the organisational and compliance risks of working with third parties? How does a contractor management system offer the solution?
INTEGRAL CONTRACTOR management
What does modern contractor management focus on? Largely on planning and managing the risks of working with third parties. Because, compared to the past, working with contractors and subcontractors is becoming an increasingly critical process.
Still many industrial companies are not, or insufficiently, able to effectively manage risk profiles. What are the organisational and compliance risks and how can you use modern technology to make pre-qualification, post-qualification and tracking/monitoring activities effective and secure?
WORKING WITH THIRD PARTIES, PAST AND PRESENT
For the industrial client working with third parties is more complex than it used to be.
This is because of:
- the increasing number of third parties on the site
- the use of new technologies and the progressive demand for specific skills for which third parties are called in
- the ever-increasing risks
- the legal requirements and audits getting stricter
That is why today contractor management focuses on optimising the collaboration processes. The cooperation between clients and contractor companies on the one hand, and the internal cooperation between the departments involved on the other hand. A contractor management system guarantees an overarching and proactive approach to your contractor policy.
THE ORGANISATIONAL RISKS
A DECENTRALISED APPROACH
The organisational focus of traditional contractor policy is reactive rather than proactive. On many industrial sites, action is only taken when problems arise. However, such a reactive approach does not reduce the number of incidents. A proactive policy, on the other hand, makes it possible to influence the safety of the collaboration and prevents problems. This has positive consequences, both financially and practically.
Lack of cooperation between the internal departments also stands in the way of a modern contractor policy. Nowadays, the approach often depends on which team manages a certain activity. But the focus of administration is not the same as that of the safety manager or the purchasing department. Such a decentralised approach has led to a silo approach to existing risks in many companies. This results in risk gaps, because there is a lack of overview, with the necessary costs and problems. Centralising all risk areas and all operational tasks is the only reliable solution.
AN INTEGRAL CONTRACTOR POLICY WITH ONYX ONE
Onyx One was developed to centralise and optimise all processes related to working with third parties and thus contributes to an integrated contractor policy. A system to lead, manage and monitor your contractors. The benefits are different for each department. The purchasing department has the assurance of working with fully approved contractor and subcontractor companies. The safety manager uses the contractor management system to determine, streamline and automate internal procedures. He is also sure that he complies with the welfare law. The project manager gets more insight and overview. He knows exactly which contractor can be deployed and has the ability to communicate quickly and securely with contractor responsibles. Onyx One offers the security manager the possibility to quickly and thoroughly check, approve or reject third parties on the site. The business excellence department has detailed figures and the necessary input for a clear planning. In addition, the contractor management system allows for easy implementation of new functionalities to meet the ever-changing requirements. The IT department also benefits from the use of Onyx One. The cloud application does not need to be managed and offers the possibility to integrate with other applications. All entered data can be exported.
“The client has a simple follow-up tool, more accurate data and clear criteria according to an unambiguous process.”
THE STRATEGIC OPPORTUNITIES
THE FOCUS SHIFTS FROM COST SAVINGS TO STRATEGIC ADDED VALUE
Surely thoughtful cost management remains important, but in the modern industrial environment the focus is shifting to strategic agility, innovation, and performance improvement. This is due to the increasing need for flexibility, scalability, and to be able to compete in the modern marketplace.
WORKING EFFICIENTLY WITH CONTRACTORS
Working effectively with third parties is increasingly becoming a strategic opportunity. This because contractors have very specific skills that are not available within the company itself. Skills that, in an ever faster changing corporate market, are in constant demand to guarantee product and/or service innovation. Only by working with contractors a company can enter new markets and maintain its competitive advantage.
THE RISKS OF WORKING WITH THIRD PARTIES
Working with third parties involves the necessary risks. A third party may be responsible for:
- disrupting the service to the customer
- violating the regulations on the site
- violating the law
- causing reputational damage
- causing financial risks
THE CONTRACTOR MANAGEMENT SYSTEM ONYX ONE
By deploying Onyx One you keep control and manage risks.
- Full overview
Every contractor company goes through a predetermined online qualification process. Administrative documents are exchanged in advance and mostly automatically. - Working safely with subcontractors
The platform also includes subcontractors in the qualification process at company and/or personal level. So the client always knows who is working on-site. - Respecting the safety regulations
Inadequate knowledge of the safety rules causes major problems. Following a training course in Onyx One is a requirement. Only after successful completion of the training, the employee will gain access to the company premises. The training (video, animation or module) is fully customised. Do you already have a gate instruction? No problem, it can be integrated into Onyx One. - Limiting financial risks
Onyx One checks the VAT numbers of the contractor companies on government sites daily and automatically. So your accounting colleague immediately knows whether the company is subject to bill retainment or not. - Risk identification and evaluation
Onyx One provides you with handy and user-friendly tools for identifying and evaluating possible risks. Moreover, the system eases communication and keeps records so that you can provide evidence at all times.
COMPLIANCE RISKS
CONTRACTOR POLICY AND COMPLIANCE
Industrial enterprises are exposed to more and more compliance risks, due to increasingly heavy regulation and higher expectations of stakeholders. Failure to comply with laws, regulations, codes of conduct, or organisational standards can lead to financial, organisational, or reputational damage. Moreover, companies are responsible not only for their own conduct, but also for the conduct of third parties with whom they enter into contracts.
COMPLIANCE CHECK WITH ONYX ONE
Compliance risks come in all shapes and sizes. Complying with the multitude of regulations you face requires streamlined processes, planning, and access to information.
Onyx One reduces compliance risks by:
- Implementing standardised and customisable processes. This provides you with a tightly defined security framework and a solid oversight methodology
- The use of a rigorous qualification process on a personal and company level
- Monitoring the risks while performing the job
- Using automated reporting tools to strengthen management, transparency and supervision
“Procedures are much faster and we have accurate and complete information. In addition, our contractor platform enables us to streamline and significantly facilitate the cumbersome follow-up process. We now know exactly who we are working with”.
THE SCARE OF NEW TECHNOLOGY
Implementing a contractor management system requires considerable effort. Particularly the fear of a new way of working and the use of new technologies are big steps for many industrial enterprises.
We know this and are committed to guiding you through the entire process. Onyx One has a step-by-step approach and unburdens your company before, during and also after the implementation of your contractor management system.
Would you like more information about Onyx One, our integrated approach and our all-in-one services? Would you like to talk to one of the many industry players who work with Onyx One? Then contact us now. We will be happy to help you.
Choose now for a modern and integral contractor policy.