Element of the Contractor Management System: Contractor's Personal Account IT Platform

Evolution of Contractor Management: From Paper Bureaucracy to a Digital Platform

Contractor management at large industrial enterprises is traditionally accompanied by a huge volume of paperwork. Document approval, qualification checks, permit control — each of these stages requires significant time and administrative resources. In his presentation, Ilya Krivosheev, Safety Culture Project Manager at Metalloinvest, talks about the transition from classic paper bureaucracy to a unified digital platform — the "Contractor's Personal Account".

The speaker explains how the digitalization of contractor interaction processes not only accelerates document flow but also increases the transparency of safety control during work execution at all stages of the contract lifecycle.

Stages of the Contractor Management System

The implementation of the IT platform relies on a well-structured contractor management system, which includes four key stages:

• Prequalification and contractor selection. At this stage, the qualification criteria and safety performance of potential partners are evaluated before signing a contract.
• Work permit organization. Includes distance learning for contractor personnel and approval of all necessary documentation (work execution plans, routing guides).
• Safety monitoring. Direct control over compliance with safety requirements during the execution of work at the facilities.
• Contract completion and evaluation. Summarizing the work results, calculating the contractor's rating, and making decisions on further cooperation.

Functionality of the "Contractor's Personal Account"

Using the platform under development as an example, the speaker shows how a unified information space consolidates all contractor data. The system includes several key modules:

• Unified register of contractors. Contains up-to-date information on all current and former contractors, including data on subcontractors.
• Register of contracts and facility passports. Allows tracking contract validity periods, project curators, and facilities where work is being carried out. All technical documentation is approved within the contract passport.
• Contractor personnel management. The system stores data on employee training, completion of automated occupational safety systems (ASOP), and access control system (ACS) data.
• Equipment register. Accounting and control of all contractor equipment used at the company's facilities.

An important aspect of the platform's operation is that the contractors themselves enter data into the system. This eliminates the need for physical transfer of paper documents and allows them to be approved electronically.

Contractor Rating System

The presentation details the mechanism for calculating the contractor rating. The assessment is based on a set of indicators:

• The ratio of worked man-hours to the number of employees.
• The number of identified remarks and inspection results.
• Points for violations (stop cards), fines, and the occurrence of accidents.
• Coefficients for training completion and the promptness of eliminating remarks.

Based on the assessment results, contractors are distributed into three zones: green, yellow, and red. Falling into the red zone means termination of cooperation, the yellow zone requires the development of a corrective action plan, and being in the green zone is encouraged. The speaker gives an example of a company that was "blacklisted" due to fatalities, but after a three-year pause and serious internal work, managed to return and become one of the best contractors.

What you will learn from this webinar:

• How to automate the contractor admission process and document approval?
• What criteria are used to calculate the safety rating of contractors?
• How to organize the collection and storage of data on contractor personnel and equipment in a unified system?
• How are personal data issues resolved when granting contractors access to the corporate IT platform?