Simplify contractor management and enhance safety with Human Focus. From pre-qualification to on-site monitoring, ensure every contractor meets your standards and works safely.
Contractor management presents significant health and safety challenges, especially as contractors often perform higher-risk tasks and may work for smaller organisations with less sophisticated risk management systems.
For client organisations, the challenge goes beyond simply appointing competent contractor firms – it’s about ensuring each individual contractor employee is competent to perform the required work safely on your premises. Traditional manual contractor management systems are time-consuming and labour-intensive, while some online solutions only address part of the problem.
The Human Focus Contractor Management Module helps you overcome these challenges. It offers a comprehensive risk management solution that covers the entire contractor lifecycle. From pre-qualification (PQQ) to site inductions, employee competency checks, training, and on-site performance monitoring, every step is managed through a single platform. Using the latest mobile app and AI technologies, the system reduces manual effort, streamlines processes, and drives meaningful improvements in safety performance in your contractor and supplier organisations.
Managing contractors with spreadsheets or manual processes creates inefficiencies and compliance risks:
Many organisations find that pre-qualification checks involve significant duplication across departments – like safety, finance, and quality – leading to wasted time and frustration for contractors. It’s a common issue that manual systems, such as spreadsheets and emails, create lots of unnecessary work. The Human Focus system automates and consolidates all PQQ checks, linking on-site contractor performance directly to procurement decisions for a much more efficient process. All PQQ data is centralised, ensuring that you can make informed decisions at every step of the contractor lifecycle.
It’s a frequent challenge that site contractor inductions are time-consuming and inconsistent across different locations. Contractors often undergo repetitive training for each site, wasting time and resources. The Human Focus Contractor Management Module streamlines inductions with online solutions that automatically track completion. Contractor inductions can be intelligently created and delivered to take account of variations in sites in order to reduce duplication. Whether contractors complete an induction or a site-specific approved safety training course, the Human Focus Digital Training Passport automatically stores their qualifications, so you can verify them as they arrive on-site.
Many organisations struggle to verify whether individual contractor employees are from approved suppliers and fully qualified for the job, especially when subcontractors are involved. It’s a common problem that managers lack the time or resources to check competencies on-site. The Human Focus Digital Training Passport module solves this problem by providing real-time access to contractor qualifications and training records. Whether contractors have taken the training directly via the Human Focus system, or have uploaded their external training certificates, everything can be checked instantly. This integration helps you ensure full compliance before work begins and is linked back to the PQQ system for ongoing tracking.
It’s a widespread issue that monitoring contractor performance can be inconsistent, with feedback often not shared across different sites. This lack of communication can lead to missed safety and performance issues. The Human Focus system enables line managers to easily capture contractor performance on-site. The system automatically aggregates this performance data in real-time and inserts it into the PQQ System, allowing immediate feedback and ensuring contractors consistently meet required standards. Consolidated performance data within the PQQ system facilitates smarter procurement decisions based on overall quality of work.
Automated Contractor Pre-Qualification Systems – Bespoke for Your Organisation
Simplify and streamline your contractor pre-qualification process with the Human Focus online PQQ module.
Easily automate key tasks and set up your own bespoke PQQ assessment questionnaires with individual assessments and scoring criteria for different contractor categories and suppliers. Once set up, the system automatically sends out assessment links to your suppliers and guides them through the process of uploading their documents and completing the assessment.
Pre-qualification submissions can be reviewed automatically or require manual assessment from duty holders within your organisation. If you choose manual assessments, the whole process is automatically managed by the system, including alerts for duty holders when they need to review submissions.
Once approved, the module automatically tracks the status of contractor documentation on an ongoing basis. This continuous tracking ensures that insurance documents are kept up-to-date. Any potential lapses are noted by the system, which sends out automatic alerts to both the supplier and your internal duty holders.
The PQQ module also seamlessly links to other Human Focus features, such as the online e-learning system and the Training Passport, to provide both contractors and your people with the information they need when they need it. The Rate-a-Job tool enables your line managers to assess and upload contractor performance data directly into the PQQ.
Easily build and customise your own pre-qualification assessment questionnaires tailored to your organisation’s specific needs. Consolidate health and safety, environmental, financial, and other criteria into a single online assessment for a comprehensive check.
Distribute pre-qualification forms to contractors via email with a link to an online assessment form. Contractors complete the forms and upload required documents, automating the submission process. Track submissions, score responses automatically, and combine automated scoring with manual review when necessary. Workflows guide submissions through required sign-offs from multiple departments within your organisation.
The system has AI capability to scan and read documents, in particular training certificates. This automation significantly reduces the manual effort required to process supplier documentation during the pre-qualification phase.
Include worker competency assessments for individual contractor employees to ensure they meet the required standards for the job. Automatically verify the training and qualifications of contractor employees through the system. All qualifications, whether uploaded or completed via the system, are linked back into the PQQ module for a complete view of contractor competency.
Integrate on-site contractor performance data into your PQQ process performance monitoring module. Monitor contractor performance over time and gather feedback to ensure continuous improvement and high standards.
The system automatically tracks the validity of critical contractor organisation documents such as insurance certificates, training records, and more. Send automatic notifications to both your team and contractors ahead of expiration dates to ensure compliance – no need to rely on spreadsheets, calendars, or manual reminders.
All PQQ data is stored securely online, providing you with a centralised and accessible record of contractor suitability. Ensure that all information, assessments, and approvals are complete and available for easy reference.
Ensure your contractors are competent and ready to perform the task at hand with tailored site inductions and approved online safety training. The Human Focus system streamlines the training process, ensuring contractors meet your specific site requirements and mandatory safety standards. By automating training and tracking completion, you guarantee that every contractor employee is properly qualified, saving time and resources while maintaining high standards across all locations. All completed training is instantly added to the contractor’s Digital Training Passport, creating a seamless flow of data for on-site competency checks and assessments.
Create bespoke online contractor site inductions that meet the specific requirements of your organisation. Create an intelligent system that automatically accommodates the requirements of different work sites while avoiding duplication of training for each individual employee. Tailor inductions to address unique safety needs, work conditions, and regulatory requirements of different projects and operations.
Provide contractors with approved online safety training to ensure they meet mandatory competency requirements for work site safety. Contractors can complete task-specific training, with all records stored in individual Digital Training Passports for easy access and reference.
Provide online training to your contractors covering the relevant safe systems of work for your operations and tasks. These bespoke courses can be the same training content that you provide to your own employees but shared with your contractors (see Bespoke Online Safety Training module).
Ensure every contractor arriving on-site is properly identified, fully qualified, and compliant with the required certifications and company records. The Human Focus Digital Training Passport enables real-time verification of both individual competencies and company-specific requirements such as insurance validity. By providing instant access to training records and contractor credentials, either via the Human Focus mobile app or a paper copy of the employee’s QR code, the system simplifies the verification process, ensuring that every contractor is ready and qualified for the task at hand.
Contractors are assigned a Digital Training Passport that stores all of their training records, including inductions and safety training taken on the Human Focus system, as well as additional training taken via other safety passport schemes.
Automatically track whether contractors have completed the necessary inductions as they arrive on-site. The system can intelligently verify that contractors have completed the appropriate inductions before they begin work.
All contractor training records are stored in the Digital Training Passport module, providing a centralised, easily accessible record of qualifications. Use the Human Focus app or a paper hardcopy of the personalised QR code to scan and verify that every contractor is fully trained and ready for their tasks.
Drive real improvements in contractor performance by actively monitoring their work on-site and feeding this data back into your PQQ procurement process. The Human Focus system allows you to track contractor performance in real-time, ensuring that safety standards are met and helping you make better decisions when assessing contractors for future projects. By linking this work site performance data directly to your PQQ system, you ensure continuous improvement and that only the best-performing contractors are selected.
Conduct on-the-spot evaluations of contractor work with the integrated Rate-a-Job tool. Using the Human Focus mobile app, line managers scan contractor Training Passports via QR code and complete digital observation forms, attaching photos and videos for comprehensive feedback. Rate-a-Job digital reports are automatically generated and sent to nominated contractor contacts and internal duty holders. Reports include links to captured videos and photos, along with supporting text or voice messages.
The system automatically compiles and aggregates each contractor organisation’s Rate-a-Job assessments. This data is inserted directly into the PQQ system, where you can use it to help evaluate contractor suitability for future projects. It can also help identify trends, track improvements, and drive contractor safety, ensuring that only qualified and reliable contractors are selected for upcoming projects.
Tailor observation forms to address specific risks, behaviours, or tasks relevant to your site. This flexibility ensures that you capture the insights relevant to your organisation and operational goals.
Link performance feedback directly to training modules (see Training Passport Module) to ensure contractors receive timely guidance on improving unsafe behaviours. Maintain compliance and continuously improve contractor performance through direct and timely feedback to individual managers within contractor organisations.
National Construction Company
One of our clients is a large mechanical and electrical installation company in the construction sector. Their health and safety director explains how they have significantly benefitted from using the Human Focus online Contractor Management Module:
Contractor Pre-Qualification
The client started using the Human Focus Contractor Management Module for contractor pre-qualification, seeking a more efficient and tailored approach. the client explained, “We needed a system that allowed us to create our own bespoke PQQ questionnaire to ensure we were getting the information we needed from each of our supply chain companies.”
The goal was not just to qualify companies but to ensure that their workforce was properly trained and competent. As they shared, “In my experience, qualifying a company doesn’t guarantee that their workforce is any good. So, our PQQ now also includes the uploading of individual qualifications to improve worker competency.”
The client found the automation of document processing, powered by artificial intelligence, to be a game-changer: “Artificial intelligence is used to process and load documents, which has made the system much simpler and easier to manage. It’s been a real time-saver for us.”
Digital Training Passport – Individual Contractor Employee Checks
The client recognised that assessing the competence of contractor organisations wasn’t enough; individual worker competency also had to be verified as they arrived at the client’s many project work sites. “Contractor pre-qualification is vital for us, but it’s not just about having a health and safety policy in place. It’s about making sure the individual workers arriving on site are properly trained and qualified,” the client noted.
By linking individual worker training records with the pre-qualification process, the company now ensures that “every person involved in a project is fully qualified and competent,” going beyond the typical pre-qualification checks with minimal time and effort.
Bespoke Online Contractor Site Inductions and Approved Safety Training
To ensure consistency and high standards, the client developed their own bespoke online contractor induction, which contractors can complete before arriving on site. “We’ve developed our own bespoke online company induction that covers everything – our policies, procedures, safety requirements, and site roles. Contractors can complete this induction before they even arrive on site,” the client said.
Additionally, after the PQQ process, the company can now identify any competency gaps, which they address using Human Focus’ extensive online training library of approved health and safety qualifications. “Following the PQQ, we can now identify competency gaps within a contractor’s company at an individual level. We help fill those gaps using the large online training library from Human Focus. These approved courses make it easy to upskill our contractors to meet our minimum required standards.” This client has found that offering this training support to the contractors has given them a significant market advantage, as attracting and retaining quality contractors can be difficult in the construction sector.
Monitoring and Feeding Back Contractor Performance On-Site
Monitoring ongoing performance is critical to ensuring that safety standards are maintained. “The Rate-a-Job module is dynamic and vital for our operational teams. It ensures that our contractors and supply chain are working safely, and we can evaluate specific elements of their performance using a bespoke questionnaire,” the client shared.
The real-time feedback provided by the system ensures continuous improvement: “The great thing about this tool is that at the end of each evaluation, the scores are published, so there are no surprises. The results are automatically fed into our PQQ management system, enabling us to continuously evaluate our supply chain’s safety performance.”
The system’s dynamic and live nature allows the client to manage their supply chain and individual workers much more effectively. As our client proudly concluded, “This system is dynamic and live, allowing us to manage our supply chain and their individual workers much more effectively. I’m very proud of what we have achieved with the Human Focus system.”
With the support of Human Focus, the client has dramatically improved the efficiency and accuracy of their contractor management, ensuring both compliance and competency across their entire supply chain.
International Facilities Management Company
We support a diverse range of clients across multiple industries, such as facilities management, manufacturing, and construction, to manage their contractor supply chains.
Serving clients throughout Europe, our online Contractor Management Module supports several languages, ensuring compliance with local regulations and health and safety standards. This flexibility has been key to helping our clients achieve success, enabling organisations in different regions to efficiently manage contractors and maintain compliance.
As one large pan-European facilities management client shared: “We operate in 12 countries across Europe, each with its own language and health and safety standards. We needed a unified contractor management system that could operate flexibly across these diverse territories.”
“By working with Human Focus, we’ve successfully implemented a system that meets our needs. Each country has been able to deploy the system in its own language and customise content, including PQQ forms, to align with local standards. Contractors can take training in their native language, tailored to meet their local requirements.”
Human Focus provides ongoing service and support, ensuring that this pan-European contractor management system runs smoothly every day.
Seamless Setup with Minimal Effort
Transitioning to the Human Focus online Contractor Management Module is a quick and simple process. Our “done-for-you” service ensures a smooth setup, including converting your existing contractor management processes into a professional online system. We handle the heavy lifting, so your team can focus on ensuring your contractors and suppliers receive the support they need to work competently and efficiently.
Ongoing Support for Smooth Operation
Once your system is live, it’s intuitive and easy to manage with minimal effort. Your internal team can easily manage your contractor records, while our dedicated support team remains available to guide you and assist with any questions or updates needed to keep the system running smoothly. We’re committed to ensuring that your contractor management system remains effective for your evolving business needs.
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