What tools support contractor management?

Vendor Management Systems (VMS).

VMS are comprehensive technology platforms designed to manage the entire lifecycle of collaborations with third-party service providers, including body leasing providers and the contractors themselves. VMS functionalities can include:

• Supplier management: Central supplier database, contract storage, risk assessment, performance monitoring.
• Requisition Management: The process of requesting contractors, distributing requests to suppliers.
• Candidate Management: Tracking the status of candidates presented by suppliers, scheduling interviews.
• Onboarding of contractors: Automation of deployment tasks (e.g., granting access).
• Time and Expense Tracking: Time recording of contractors, acceptance of timesheets, automation of invoicing and payment processes.
• Reporting and analytics: Generate reports on costs, supplier performance, contractor time, etc.

VMS systems are particularly useful for large organizations working with multiple suppliers and contractors.

Applicant Tracking Systems (ATS).

Although ATSs are mainly associated with permanent recruitment, they can also be used to manage the process of acquiring contractors, especially at the stage of collecting and selecting candidates presented by suppliers.

Project and task management tools

Tools such as Jira, Asana, Trello and Azure DevOps are essential for the day-to-day management of contractors’ work on ongoing projects. They allow you to assign tasks, monitor progress, communicate in the context of tasks and manage the backlog.

Communication tools

Communication platforms such as Slack, Microsoft Teams or corporate email are the backbone of daily communication between contractors, client teams and managers. Video conferencing tools (Zoom, Google Meet) are key, especially in remote and hybrid collaboration.

Monitoring and security tools

Systems for monitoring user activity, identity and access management (IAM), and security monitoring tools (SIEM) help ensure control and security in the contractors’ work environment.

Integration of tools

Ideally, the various tools used to manage contractors should be integrated with each other to ensure a smooth flow of information and avoid duplication of data (e.g., integrating a VMS with an HR or financial system).

Summary

The use of appropriate technological tools significantly facilitates and streamlines the process of managing IT contractors in the body leasing model. VMS systems, ATS, project management, communication and monitoring tools help companies to effectively acquire, deploy, supervise and bill external specialists, while increasing transparency, control and security of cooperation.