About Contractor Management

The Contractor Management solution in IFS is designed to help organizations effectively manage their external contractors. The solution allows you to easily register contractors, keep tabs on their qualifications, and ensure they meet regulatory requirements. It also helps manage contracts and assign and execute work efficiently.

Service Contractor Onboarding

The Service Contractor Onboarding process aims to establish a systematic approach for onboarding contractors. It serves as a checklist for users to enter the necessary information, facilitating the introduction of New Service Contractors. The contractor onboarding process ensures that all necessary steps are completed before a contractor can begin work.

Through the Service Contractor Onboarding, users can:

• Define Contractor Types.
• Create an onboarding template for contractors that can be linked to a specific Contractor Type or used as a standalone template.
• Define individual Service Contractors.
• Track the status of the onboarding process, categorizing it as Onboarding Not Started, Onboarding in Progress and Onboarding Completed.

Contractor Agreements

Managing contractor agreements is crucial for tracking the scope of work that contractors can perform on behalf of the service provider. These agreements can cover the entire contract of a customer, or selected services.

Through Contractor Agreements, users can:

• Define Agreement Types based on the scope and nature of work.
• Specify the Validity duration and terms for each agreement.
• Identify key Contacts and Managers responsible for overseeing the agreements.
• Create agreements covering Request Contracts.
• Implement Revision Control procedures for managing updates to agreements.
• Detail Agreement Lines, including
  • Service Details: Description of the services covered.
  • Fixed Cost Details: Breakdown of costs associated with the services.
  • Not To Exceed Limits: Maximum limits on costs for the services.

Contractor Execution and Reporting

Managing the assignments of multiple requests, scopes, and work tasks manually can be tedious and may lead to wrong decisions. Finding the appropriate Service Contractor to provide the correct service, in the correct region, for a specific Customer, Model, and Service Organization, and even for a specified request contract line can be overwhelming for the service administrator to do manually.

Through Contractor Execution and Reporting, users can:

• Define Selection Rules for choosing the right contractor.
• Create and manage Contractor Orders, including canceling and reassigning as needed.
• Handle Acceptance and Rejection of contracted work.
• Maintain Change Logs for tracking modifications.
• Manage Payment Lines and Ad-hoc payments.
• Authorize payments for completed work.
• Report on Work progress and completion.
• Transfer authorized payments to Purchasing for further processing.

Purchasing and Invoicing

The purpose of managing purchasing and invoicing is to establish a systematic approach for handling contractor payments and purchase orders. The purchasing and invoicing process ensures that all necessary steps are completed efficiently.

Through Purchasing and Invoicing, users can:

• Manage Contractor Order Payment Lines.
• Create and process Purchase Orders.
• Handle Invoicing for completed work.