"ContractorManage is helping us take the legwork out of managing our contractor compliance, while reducing our exposure to risk."

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By Richard Tullberg, General Manager (Woodlands Golf Club), March 2020

Maintenance of our golf course is paramount to us to ensure our golfers always get the best possible facilities to play on - this requires extensive coordination across our staff and third party suppliers. The safety documentation requirements are complex and require continual upkeep.

A key focus for us is ensuring all contractors we use are running safety-compliant operations.  This includes current qualifications/licences, safe work procedures for high risk tasks and all contractors completing our site induction before they commence work. 
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In the past we had managed third party safety compliance using a mixture of Excel spreadsheets, paper forms and lever arch folders to maintain order.  We’re an organisation that’s keen on evolving with the times and I wanted to find a way to reduce the amount of manual processes involved and find some technology that would help us improve our risk management.

In 2019 we started talking to the team at ContractorHQ through the City of Kingston Council (Victoria, Australia) business chamber and learnt about their ContractorManage product. I liked how it could give immediate time savings to our administrative team who oversee safety and also give me a clear, real-time overview of our contractor safety compliance status.

To explain, approximately 35% of the contractors we use on-site perform high risk activities. If there’s going to be an injury at our workplace then these people are one of our highest risk groups.  We need to make sure that they have the appropriate insurances for the work they are conducting, that they’re licenced, and that they have documented safe systems of work. 

Collecting all the paperwork from these types of contractors had historically been extremely time consuming but in using ContractorManage we simply add the supplier, categorise the activities they perform and then the system automatically chases up all of the required documentation for our inspection.

And for all our other contractors (eg: turf suppliers, waste disposal, laundry services), we still need to collect their relevant business insurances every year and maintain other required paperwork. The system does all that for us too.

​That’s why we’re happy to use ContractorManage as it covered both bases and took out the legwork involved with collating and maintaining all of this information. I can now easily report on our contractor safety compliance to the rest of our management team.

Previous Processes	Current Processes (with ContractorManage)
Using email to request documentation from suppliers	Now Automated
Using email and phone calls to give reminders to suppliers to submit required documentation	Now Automated
Using Microsoft Excel to maintain a log of all of the requested and submitted documentation	​Now Automated
Using Microsoft Excel to maintain a log of all expiry dates of documentation.	​Now Automated
Using Outlook to provide reminders to staff as supplier documents come close to expiring.	​Now Automated
Sending induction forms (.pdf) via email, then scanning and filing once the induction has been received.	​Now Automated
Using Microsoft Excel to maintain a log of all suppliers to ensure induction forms have been completed and returned.	Now Automated

"ContractorManage has transformed a time-consuming administrative job into a simple, automated system."