Contract Management Basics- Best Practice for Business

Deals with fundamental contract management practices and explains the value of training systems in this context.

Contractor management can be extremely complex. It can involve OHS, workplace practices, contract-related stipulations regarding site workplace practices, site safety, and a range of other issues. Many of these issues relate to statutory requirements related to work being carried out. New enterprise content management systems incorporate training systems specifically for this purpose. Standalone versions of these systems, including online induction training, are also available.

Contract management- Following the letter of the law and protecting employer interests

The contract management process is very much a series of checks and compliance issues. These issues may involve serious liabilities for employers, particularly in the areas of OHS, where basic responsibility for workplace OHS rests with them. Other issues may also involve contract enforcement and ensuring that contractor performance is in accordance with contract stipulations.

There are several areas to be addressed in the process of best practice contract management:

OHS- This area includes a range of statutory obligations and obligations on contractors and sub-contractors as well as employers. Induction training is critically important both as best OHS practice on sites and as part of core OHS management practices. The new training systems provide a good “same page”, easily managed training schematic to ensure that all contractors receive the required level of training and information.

Contract management- The range of issues in contract management is extensive, and includes:

  • Contract terms compliance
  • Performance and quality of work issues
  • Contract milestones
  • Reporting
  • Disputes
  • OHS practices by contractors

Best practice is now to use software to manage contractor information on multiple levels in these areas. It can be used to train contractors in fundamental contract compliance issues like reporting as well as workplace practices and other areas on a needs basis. These learning systems are extremely flexible and can include everything from online induction through to in-house training options.

Contractor management systems

As you can see, these two areas are effectively integrated in to the contract management process at various levels. To do this efficiently, enterprise content management systems use special contractor management software to monitor contractor compliance. This system is both a real time monitor and an audit trail for contracts. It’s extremely efficient, and provides employers with valuable real time information regarding contract issues.

This software is also extremely valuable as a management tool. Contract performance problems like delays, failure to complete contract tasks on a due date, etc. can be easily identified and related to the broader management issues. This function is critical in ensuring efficient contract management and timely responses to contract issues.

The contract management software is able to work within the wider business management system. When applied to a big contract scenario with multiple contractors and sub-contractors, the value of the contractor management systems becomes obvious. Each aspect of a major contract is able to be assessed and evaluated both independently and directly related to “big picture” management operations.

In effect, the contractor management software and systems operate as both a reporting system and as a warning system. The training systems are a critical part of the mix, ensuring good quality information is provided in all relevant fields. The two systems ensure a very high standard of contract compliance and performance across the entire spectrum of contractor management.

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