Managing electronic gate contractors is a process linked to risk management (labor, legal and contractual) from potential problems derivatives of working with contractors, subcontractors, their employees, vehicles, and other objects. They enter the plant, offices, company facilities, or carry out tasks on public roads or third party domicile.
These risks are carefully identified and analyzed; controls are then put in place to mitigate them. The higher the complexity and quantity of contractors and associated resources, it is recommended to carry out the control using computer tools that automate follow-up and monitoring activities.
Establish the foundations of the Control
“Tone of Top” Form is that in which management expresses and conveys its views to contractors about the importance of these controls. It influences how employees and management conduct themselves and react to the monitoring of contractors.
Monitoring Design and Execution
Just as the risks prioritize, the findings related to weaknesses control is prioritized.
Its prioritization facilitates the process of reporting weaknesses and determination of appropriate action plans for their correction. Then you can take such measures such as warnings, retention of payments as well as no authorization of entry. Warnings are an essential part of any contract to work. You have to loosen yourself a little, but cautiously and be open to second chances.
Retention of payments is a severe but proven way in which work can be done conveniently by the contractors. No individual likes their payment to be withheld. Everybody expects their pay on time, but if the work is not done up to the mark, then you have the right to withdraw from further payments.
Authorizations of the contractors can be canceled. There cannot be a possible objection from the contractor’s end in this case.
Existence of a Contractor Policy
a sound and secure contractor policy should be in place. This is done to ensure that neither the employer nor the contractor falls into the apparent risks. The policy should be elaborate and extensive.
It should have all the details of what the policy is, documents needed, and when they have to be presented. The inspection of documentation is the first step to determine authenticity. The papers should be checked and updated from time to time.
Expiry of the contract, documents, and clauses in it should be made aware to both the parties as well as an intimation that should be made before the expiry of the agreement. Payment control methods have to be in place. Payment methods have to be clear to the arrangements to maintain good relationships and no hassle in the future.
Of all the required documentation, authentic as well as Xerox copies should be taken. The copies of all the documents should be verified as well as valid. They need to be certified by the authorities. Mail/fax- keeping the data on the soft copy is also essential in the form of an e-mail or fax sent by the contractor. Designing and structuring audit procedures, keeping in mind the interests of both the parties, is the last step to the contractor policy.
The validity of documentation has to be clearly mentioned. Every document should be transparent in terms of its efficacy as well.
The audits have to be presented in terms of financial restrictions, and an entire cost structure should be displayed. All audits have to fulfill the legalities and abide by the law.