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The Contractors module allows you to manage your contractors and keeping track of relevant records such as Insurance, training etc.
Introduction
The Contractors module enables an organisation to log and monitor the details of its contractors.
It provides a mechanism for recording company information, contact details, the nature of goods or services provided and any relevant records.
It allows managers and administrators to view, manage and edit any information relevant to contractors.
Depending upon your access permissions, you may not be able to add, view or edit existing entries.
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Adding a New Record
Click the Add New button in the left hand menu of the Contractors page.
The Figure above depicts the top section of the Add New Record form.
Enter the name of the person in the organisation who is responsible for the day to day dealings with the Contractor.
This person will be known as the Contract Manager. The logged on staff member will be the default contract manager.
The My Monitor List function enables staff members to select which contractors they wish to keep track of.
Click the My Monitor List field to add a contractor to the list. This allows for more efficient searching of contractors records (see below).
Once a contractor is no longer current, the contractor’s records can be stored in the archive by ticking the Archived box.
Enter the Company Name, People Soft Vendor ID, ABN, ACN and Address of the Contractor business.
If any of the above details have already been recorded they will appear in the dropdown list against that field and should be selected accordingly.
Enter the name, phone number, fax number and email contact information for the relevant contact person at the Contractor business.
If any of the above details have already been recorded they will appear in the dropdown list.
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Add information about the type of Goods and Services Supplied by the Contractor by selecting from the categories in the drop down list or by
typing in a new category in the field below. Click the Add button once you have selected the category. The new category will appear below the add button in a table form.
A delete icon will appear to the right of the new category. Click the delete icon to remove any unwanted categories.
Any required records can be added to the system by using the Add New Contractor Record function. Select the type of record from the
drop down list (Insurance, Assessment, Induction, Training) and click Add. A new window will open allowing you to enter the details of the new record to the system.
You will also be able to attach copies of records (see Figure below). You will need to click save in this new window when finished.
Any extra information regarding a Contractor can be recorded in the Notes field.
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Click Save at the bottom of the form when finished
The system will then tell you whether or not the new contractor has been successfully added. If the form is incomplete with compulsory fields empty,
you will be prompted to complete those fields before you can save. If the contractor has been successfully added a new page will open telling you the item has been saved.
You will then be able to return to the Today page, add another new entry or you can navigate to manage an existing entry.
Managing existing Contractor records
After clicking the Manage Existing button you can review or modify contractor records already in the system. The figure below depicts the Manage Existing form.
This form will show a list of all the contractors in the system. The list will show the contractor ID number, name, Record Status/Next Expiry, Contract Manager, Status and State.
This list can be filtered by clicking the Filter button after making selections in the following drop down filter fields:
Service Category, Contractor Status, Record Status, Contract Manager and Location.
This allows you to refine the search for contractors based on particular criteria. For example, you can search for those contractors that provide security services.
By ticking the Only Show My Monitor List field you can bring up only those contractors which appear on your personal My Monitor list.
You can sort the list by clicking on any column heading.
You can copy a printed report to the Filing Cabinet using the Copy to Clipboard button.
You can delete an entry by selecting an entry using the tick box, and clicking the Delete button.
You can Print the current view using the Print button.
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The list will include any contractors that satisfy the filter criteria and will enable you to identify the status of any records that have been saved
against the contractor’s details. If an expiry date was recorded against a record then the Record Status/Next Expiry column will:
(a) Turn Red when the expiry date has passed. The status column will display the expiry date.
(b) Turn Orange one month prior to the expiry date - alerting users and managers of the imminent expiration.
(c) Remain Green at all other times with the relevant expiry date.
If there is no record with an expiry date then the column will be white and state No Expiry.
You can Edit existing entries by clicking the pencil in the last column of the list table. This will take you back to the Add New form.
You can change any detail in this form and it will be recorded in the Manage Existing Contractor form. Remember to click save at the end of each edit session.