Subcontractor Management
In short
Subcontractor Management is one controlled register for every subcontractor you engage, from onboarding to performance review. It holds company details, licences, certifications, and risk and performance ratings, with a live dashboard showing the health of the whole subcontractor base.
Facility management providers rarely deliver everything themselves. The specialist work goes out, and the client still holds the provider responsible for it.
Subcontractor Management is the register that makes that manageable. Compliance gaps and weak performers are visible before they become a problem on site.
What each subcontractor profile holds
- Company profile. Name, registration number, category or trade, scope of work, country, total employees, years in business and years in the industry.
- Contract linkage. Each subcontractor is tied to the contract it supports, so the right supplier is visible for each site.
- Licence tracking. Trade licence number and expiry date, recorded for compliance checks.
- Contacts. Main contact person, email and phone, plus a dedicated HSE manager and contact.
- Certifications. HSE Policy, ISO 45001 for health and safety, ISO 14001 for environment, ISO 9001 for quality.
- Risk and performance. A risk level and a performance rating from 0 to 5.
- Lifecycle and status. Stages such as prequalification and performance monitoring, with active or inactive status.
- Approval history. A record of approval decisions, for audit.
The management dashboard
Live KPIs across the whole register, each measured against a target:
| KPI | What it shows |
|---|---|
| Total Subcontractors | Size of the register |
| Active | Currently engaged, with the inactive count |
| Approved (Prequal) | Passed prequalification, with the pending count |
| Avg Prequal Score | Average prequalification score |
| Avg Performance | Average rating out of 5 |
| High / Critical Risk | Subcontractors needing attention |
Charts break the register down by prequalification status, category or trade, risk level, and subcontractors added over the last twelve months. The dashboard also lists trade licences expiring in the next ninety days and ranks top performers by rating.
That ninety day licence view is the one most teams find they needed. An expired trade licence discovered during a client audit is a different conversation from one flagged three months out.
Subcontractor performance in one place, covering assigned work, completion and how each supplier is performing against contract.
How it connects to other modules
- Contract Management supplies the contract each subcontractor is engaged against.
- Task Management is where work assigned to a subcontractor is tracked.
Frequently asked questions
Does it track licence and certificate expiry?
Yes. Trade licence numbers and expiry dates are recorded, and the dashboard lists licences expiring in the next ninety days.
How is subcontractor performance measured?
Each subcontractor carries a risk level and a performance rating from 0 to 5, and the dashboard ranks top performers.
Which certifications are tracked?
HSE Policy, ISO 45001, ISO 14001 and ISO 9001.
Is there an audit record of approvals?
Yes. Approval decisions are kept as a history against each subcontractor.