Contractor management

Challenge & solution

Keep every service provider accountable

Without a central overview, external contractors mean missing performance records, unclear roles and disputed billing. KENEXOS® gives each service provider defined access, documents work on site with photos and tracks SLAs and response times audit-proof.

The problems

Building and system operators regularly work with external service providers – from maintenance companies and cleaning firms to specialist technical companies. However, the management of these partners is often opaque: performance records are missing, response times are not comprehensible, responsibilities are unclear. Without digital support, collaboration quickly becomes inefficient, expensive and risky.

No central overview of commissioned companies, contracts and tasks
Lack of evidence of services performed or response times
Unclear distribution of roles and communication channels
Media discontinuities between systems and participants
Increased control effort and inadequate documentation
Difficulties with billing or liability issues

The solution

KENEXOS® makes collaboration with external contractors transparent, structured and controllable. Service providers are given individual access with clearly defined roles and tasks. Services can be digitally documented, commented on and documented with photos on site. Deadlines, response times and quality specifications can be tracked at all times – for greater security, efficiency and traceability.

Central management of all external service providers and tasks
Clear assignment of roles and digital commissioning
Mobile feedback on performance, times and deficiencies
Photo documentation and automatic log generation
Audit-proof evidence for billing and control
Transparent communication between client and service provider
Complete tracking of SLA, maintenance and inspection obligations

The right module

KENEXOS® EAM

Solutions for complex system management

Arrange a demo To the module

Functions

Asset inventory
IoT integration
maintenance and fault management
test equipment/spare parts management
asset history
life cycle
compliance management
helpdesk
photo documentation
reports

Your functions

Work releases

Various measures are required to carry out work safely and effectively. These may include the provision of extinguishing materials for hot work, the blocking of (plant) areas when working on the pipeline network and, last but not least, informing all those involved about safety precautions such as necessary barriers and PPE. KENEXOS® offers the electronic work release certificate based on KENEXOS® Smart Forms for this purpose. Both in-house and external personnel can apply for approval for work to be carried out. The completed work release forms are automatically forwarded to the relevant approval group. This group checks the work to be carried out for its dependencies on other trades/production areas and initiates any necessary safety measures. The status of the work approval is always displayed transparently thanks to clear lists and filter options. All work to be released is displayed according to priority. After work approval, the digital work approval certificate is forwarded to the service provider, with additional information such as possible working time, latest possible execution and any attached documents/images linked.