Working with third parties: How can I monitor this?

Since the Welfare at Work Act imposes obligations on the principal, you should look for a tool or another way to track these tasks. We will introduce you to the basic principles step by step and explain them using the VARIO management system.

Phase 1: Preparation

In the first phase, look for a suitable contractor. In making this selection, you should also consider safety-related issues and parameters. The following items are addressed in this phase:

Submission of a Declaration of Intent 

In this document, the contractor provides its data and declares that he is responsible for compliance with HSE requirements. In the attached questionnaire, the contractor may indicate whether or not he holds a VCA/ISO certificate. If not, he must complete the questionnaire.

Request and manage documents

The contractor provides you with all the safety documentation, from risk analyses to certificates. In VARIO, you can upload all these documents to the contractor file in a structured way. This way you can also receive a reminder when documents are about to expire.

Contractor appraisal and selection

Once you have all the relevant information, you can evaluate contractors based on their safety parameters. This way you will select the most suitable and secure contractor.

Phase 2: Communication

Good communication before and during work is essential. Here are some tips:

Organize a kick-off or start-up meeting before starting to work. VARIO enables correct registration, including a signature list.

Another way to share information is to organize an e-learning for contractors, where you send them, for example, the access instructions and/or site rules digitally, followed by a test. This can also be organized and managed in VARIO.

Phase 3: Monitoring

During the execution of the work, it is important to monitor the contractors. This can be done in several ways, such as audits of contractors, inspections, working with KPIs or targets, etc. This monitoring can easily be done directly on the job site with our VARIO mobile app, which also works offline.

Phase 4: Completion

Once the work is completed, you can perform a final inspection with appropriate reporting. This can be done with a checklist, for example. The final result of the completion check can be used as an objective assessment tool in the final evaluation of the contractor.

Are you interested in fully automating the process described above?