Contractor management
Contractor management: The full contractor lifecycle in a single operation
In practice, contractor management is the integrated management of contractors and service providers: pre-qualification, documentation, inductions, site access, monitoring and re-evaluation. AISP implements and runs this cycle for groups with corporate requirements, anywhere in the world.
Illustration. We define phases and statuses with each client.
The problem
Where contractor management fails in large groups
Group policy is written in one language. The work happens at each site, with different contractors, languages and laws.
Group standards not translated on the ground
The corporate manual sets the requirements. Each site interprets them in its own way, and audits find different criteria.
Invisible subcontractors
The contracted company is known. The companies it subcontracts often only appear at the gate.
Approval treated as the finish line
The contractor is approved once. Then documents expire, teams change and nobody re-evaluates.
A gatehouse without up-to-date lists
Whoever controls access works from printed or emailed lists. They do not know who is compliant today.
The AISP solution
One group process, applied at every site
Corporate and local requirements sit side by side on the same platform. AISP configures them and runs the daily operation.
How it works
The six phases of a contractor management programme
Each phase has an owner, a status and evidence. That is what makes the process auditable at any site.
Pre-qualification
The company registers and is assessed before it is called in to work. It is linked to the activities it will carry out.
Requirements by activity and site
Each activity, site and contractor type gets its own list. Group requirements are added to each country’s legal requirements.
Documentation and expiry dates
The company submits the applicable documentation for itself, its workers and its equipment. Validation reads the content and controls expiry dates.
Safety induction
Workers complete the induction on their mobile phone, in their own language, before arriving on site. The platform records the result.
Credentials and access
The approval status reaches access control, for example the entrance barriers. Approved workers can receive a PVC ID card.
Monitoring and re-evaluation
We track expiry dates and changes day to day. We re-evaluate the contractor periodically.
What is included
What a contractor management programme should cover
Requirements vary by activity and by country. These are the usual categories, adapted to each client.
Gestão de prestadores.
The same process, in every language.
Company documentation
Social security and tax status, insurance, safety organisation and risk assessment.
Worker documentation
Identification, occupational accident insurance, medical fitness and training for the task.
Equipment documentation
Declarations of conformity, periodic inspections and insurance for vehicles and machinery.
Group requirements
Corporate standards configured alongside each country’s legal requirements.
Multilingual platform
Contractors and workers submit and check information in their own language.
AISP daily operation
Validation, contractor support and administration, in full or alongside your in-house team.
Data protection
Contractor data, under the client's control
Contractor documentation stays in the data centres where the technology partners operate the platform. AISP does not host documentation on its own systems: it only accesses what is needed to validate, support and administer. AISP’s access to this information is personal data processing, carried out under the terms agreed with each client and under the GDPR.
- ✓Documentation hosted on the platform the client subscribes to
- ✓AISP team access limited to what each task requires
- ✓Validation decisions recorded and auditable
- ✓Administration from Portugal, at the AISP centre in Ílhavo
Related services
A service connected to the whole operation
Contractor management connects several AISP services. These are the closest ones.
Contractor approval
The document validation phase for companies, workers and equipment, in detail.
Digital safety inductions
GEDOC SafetyGo: induction on the mobile phone, with no sign-up, in the worker’s language.
Frequently asked questions
Contractor management: Frequently asked questions
Can’t find the answer? Talk to us and we will show you the process applied to your operation.
What is contractor management?
It is the integrated management of contractors and service providers throughout the whole cycle. It includes pre-qualification, documentation, inductions, access, monitoring and re-evaluation.
What is the difference between contractor management and contractor approval?
Contractor approval is one of the phases. Contractor management covers the full cycle, before and after approval.
Are subcontractors covered too?
Yes. We link each subcontractor to the contracting company and to the work it carries out.
Does it work for operations in several countries?
Yes. We implement platforms anywhere in the world, with group and local requirements in the same configuration; we run administration from Portugal.
Which legislation applies in Portugal?
The main reference is Law no. 102/2009 (Lei n.º 102/2009), with specific rules for construction sites in Decree-Law no. 273/2003 (Decreto-Lei n.º 273/2003). The ACT, Portugal's Authority for Working Conditions, is the official source to consult.
Can AISP run the process day to day?
Yes, in full or alongside your in-house team. For administration, the client subscribes only to the hours it needs per day.
Do you have contractor management standards to apply on the ground?
Share your group requirements with us. We will show you how they are configured and run, site by site.