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No contractor gets in with expired documents
Before you choose an accreditation platform, Diego sets requirements by type of work with you. Then he helps you choose it and connects it to the gate and to procurement.
Online assessment of contractor control: 39 questions, results by dimension when you finish, free of charge.
What a contractor management system is and what it solves
A contractor management system controls the firms that provide services and their staff: documents, insurance, qualifications, site access and labour compliance.
It solves a concrete problem: third-party staff get in with expired SCTR insurance or medical exams, and the main company is liable for that breach.
Processes it covers
Signs your company needs a contractor management system
If three or more happen at your sites, the assessment shows whether to start with the requirements matrix, the third-party list or gate control.
- Third-party staff get in with expired SCTR or medical exams
- Each contractor's documents are checked in folders
- Nobody knows how many third-party people are on site today
- High-risk qualifications are not checked at entry
- Paying the contractor does not depend on labour compliance
- Third-party audits are prepared by hand
Who a contractor management system is for and when it does not fit
Who it is for
- Mining, construction, energy and industry with third-party staff on site
- Companies outsourcing with staff posted to their sites (Law 29245)
- Safety teams checking SCTR and medical exams before each entry
- Procurement or contract teams that release contractor payments
When it does not fit
- Few contractors and no high-risk work: a requirements matrix and a monthly check may be enough.
- Without a single requirements matrix, the platform reproduces the differences between sites. The matrix is written first.
- If the gate has no connection or reader, access integration waits. Document validation comes first.
The cost of controlling contractors in folders
Documents are checked in one office and entry is controlled in another. The guard does not know what was checked and the company is liable for whatever happens inside.
- Work stopped for expired documents
- Joint liability for the contractor's labour debts
- Audits prepared by going through folders one by one
- Not knowing who is inside during an emergency
Example values you can edit. Count the hours spent checking contractor documents and matching them with the gate. The result does not estimate savings.
Assessment method for a contractor management system
Seven dimensions of the DMG-RT method, derived from TOGAF. For contractor control, the questions follow the third party from pre-qualification to the month's payment. Each is scored 0 to 4 on facts you can check.
Process
Pre-qualification before hiring, a single requirements matrix and a rule for expired documents.
Data
A list of third-party workers with expiry dates and who is on site today.
System coverage
Where documents are reviewed and how a requirement is updated.
Integration
Whether the gate knows which documents are valid and whether payment depends on compliance.
Measurement and follow-up
Share of staff with valid documents and evaluation of each contractor.
People and adoption
Whether contractors upload their documents and how many people can approve them.
Compliance and control
Payroll and contribution checks (Law 29245) and high-risk work permits (Law 29783).
What a contractor management project needs and what it delivers
What your company provides
- List of active contractors and each one's type of work
- Requirements each site or project asks for today
- SCTR, medical exams and valid qualifications per worker
- Contracts or terms of reference with labour obligations
- How the gate works today: printed list, reader or turnstile
- Safety and Procurement owners for the workshop
What you receive
- Single requirements matrix per type of work
- Written rule for expired documents and entry blocking
- Platform comparison matrix with three-year cost
- Requirements for the vendor and a test plan
- Connection to the gate, procurement and ERP, tested
- Defined KPI: staff with valid documents per contractor
Steps of a contractor management project
Third-party control assessment
Ten minutes. The radar shows whether control fails on pre-qualification, documents, the gate or payment conditions.
Review with a contractor's file
Twenty minutes. Diego goes through your answers with a real contractor's file and decides which requirements are sorted first.
Requirements matrix workshop
Half a day with Safety, Procurement and one site: requirements per type of work, validity periods and what happens to an expired document.
Selection and gate integration
Two to four platforms compared with a real contractor loaded. The vendor implements; Diego hands over requirements, reviews testing and connects the platform to the gate, procurement and the ERP.
Market options for a contractor management system
Accreditation platforms differ in who validates the documents and in how they connect to access control. The list is not a ranking.
Odoo
Odoo has no standard contractor management module. It can store supplier contracts and documents, but accreditation and access control usually need a specialised platform.
Other platforms
- SAP Fieldglass
- Avetta
- ISNetworld
- Beeline
- Local contractor accreditation platforms
Trademarks belong to their owners.
Comparison criteria
- Connection to your access control and procurement
- Document validation by your team or by the vendor
- A portal where contractors see what is missing
- Monthly check of the contractor's payroll and contributions (Law 29245)
- Validity lookup from the gate, also with limited connectivity
- Total cost over three years by contractors and accredited workers
Limits of a contractor management system and how they are handled
- The platform checks that a document exists and is valid. It does not replace Safety's inspection in the field.
- The main company's joint liability does not move to the platform.
- Blocking at the gate depends on your access control being able to query the platform.
- Diego does not implement the chosen accreditation platform. The vendor does, with requirements and tests that Diego reviews.
Services for a contractor management system
Assessment and review
- Online assessment of third-party control
- 30-minute review with a contractor's file
- Free of charge
You answer it
Requirements matrix workshop
- Requirements per type of work
- Rule for expired documents
- Owners per site
Safety and Procurement approve it
Platform selection
- Two to four platforms compared
- Demo with a real contractor
- Total cost over three years
You decide with a written matrix
Gate and procurement integration
- Requirements for the vendor
- Connection to access control and the ERP
- Testing before the first entry
You approve it after testing
Diego analyses contractor control, helps you choose the platform and coordinates the link to the gate, procurement and ERP with the vendor. He does not implement accreditation platforms himself.
Systems that connect to a contractor management system
Human capital management
The same document criteria required of your own staff.
See the systemEnvironment, health and safety
High-risk work permits and safety inductions.
See the systemSupplier relationship management
Pre-qualification and evaluation are part of the supplier record.
See the systemE-procurement
Payment is released once the month's compliance is verified.
See the systemContract lifecycle management
Contract requirements define which documents are demanded.
See the systemConstruction budgeting and project control
Subcontractor control per project.
See the systemMine fleet dispatch and heavy equipment maintenance
Accreditation of staff and equipment in mining operations.
See the systemAssessment in 10 minutes: contractor management
This assessment measures how you prequalify, accredit and control your contractors and their staff on site. The questions cover requirements, roster, gate, high-risk permits, labor compliance and performance rating.
Scored dimensions
- Contractor prequalification. Whether each contractor company meets written requirements by type of work before mobilizing staff, with the same matrix at every site.
- Contractor worker accreditation. Whether there is a single roster of contractor workers with SCTR insurance, medical exam, induction and training with expiry dates, and who reviews it.
- Site entry and gate. Whether the gate blocks entry for anyone with an expired requirement, whether the number of third-party people on site is known and whether exits are closed on time.
- Clearance for high-risk work. Whether the contractor works with a hazard matrix, JSA and work permit reviewed by the site owner, and whether each worker holds the clearance the task requires.
- Labor compliance and payment certification. Whether it is verified every month that the contractor pays payroll, pension, EsSalud and SCTR for its staff, and whether that status is checked before approving its payment certificate.
- Contractor indicators and evaluation. Whether document validity of third-party staff is measured and each contractor is evaluated on safety, quality and schedule when the service closes.
What you receive
At the end you receive your level in each contractor control dimension. Each gap comes with a first action HSE or contracts can verify on site.
18 scored questions and 16 context questions (type of operation, size, current system). Context questions are not scored: they let us read the result against similar operations.
Frequently asked questions: contractor management
Diego does not implement contractor platforms himself. He analyses your control, helps you choose and coordinates the link to procurement, the ERP and access control with the vendor.
Under outsourcing with staff posted to your sites, the main company is jointly liable for those workers' benefits and social security (Law 29245). That is why monthly checks matter.
The first deliverable is a single requirements matrix by type of work. Without it, each site configures the platform its own way.
A portal where contractors see what is missing reduces work on both sides. Selection checks that it is simple for firms with no admin team.
If you already have turnstiles or readers, the assessment checks whether they can query document validity. That connection closes the gap between office and gate.
Measure your contractor control in 10 minutes
Ten minutes to find out whether your gate knows today which documents are valid. Diego Muñoz reviews the result with you, in Lima business hours.
WhatsApp +51 919 488 260 · damunoz@dmunozgroup.com