Who is this article for?

Administrators who want to learn to implement Contractor management.

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Implementing an effective contractor management system is crucial for maintaining safety, compliance, and efficiency in your organisation. This comprehensive guide outlines best practices for a phased implementation approach and provides a detailed pre-implementation checklist, ensuring a smooth transition to your new contractor management process using Lucidity's suite of tools.

1. Implementing Contractor management
   1. Best practice
   2. Pre-implementation checklist
2. Further reading

1. Implementing Contractor management

When implementing contractor management in Lucidity, consider these approaches:

• Pilot the full process with a small number of contractors.
• Implement part of the process with all contractors.

It's not recommended to implement the full process for all contractors without a trial period.

1.1 Best practice

Recommended approach:

• Implement progressively with 1-2 modules for a small contractor group.
• Allow for process familiarisation and adjustments.
• Gather feedback from Contractor Representatives before full rollout.

1.2. Pre-implementation checklist:

1. Develop company list in Lucidity Contractor (preferred), Access, or Induction.
2. Create access roles for contractor representatives across all required modules.
3. Develop eLearning courses, course groups, and self-registration fields.
4. Create communication processes, including email templates with Induction links and instructions.
   • Utilise the Induction Self-Registration & End-User Guide.
   • Consider using the Lucidity Contractor Onboarding comms pack.
5. Establish internal processes for timely contractor rep conversion.
6. Create an Intranet contractor portal with instructions and relevant links.
7. Establish sub-contractor training roles and required capabilities.
8. Determine and create contractor classifications and required documents.
9. Create form groups and design necessary forms.
10. Develop processes for timely archiving of contractor reps in Lucidity HR or Access.
11. Prepare other potentially utilised modules (e.g., Incident, Asset, Permit to Work).
12. Test all components before trialing with contractor representatives.

2. Further reading

• Adding a new Contractor
• Managing Contractor onboarding
• Using the Contractor onboarding workflow