ChecklistGuro Subcontractor Management and Oversight Workflow
Streamline your facility operations with our Subcontractor Management and Oversight Workflow. Master every stage of the vendor lifecycle-from seamless onboarding and rigorous compliance auditing to real-time performance tracking and seamless service delivery. Eliminate vendor gaps, mitigate operational risks, and ensure high-quality maintenance standards with a structured, automated process designed for modern facility managers.
This Template was installed 3 times.
Start
Start of the Workflow/Process.
1. Retrieve Subcontractor Profile
Fetch existing subcontractor details from the Subcontractor Data Model (tax ID, contact info, insurance status).
2. Create Compliance Audit Entry
Generate a new entry in the Compliance Audit Data Model to initiate the vetting process.
3. Assign Compliance Review Task
Create a task for the Procurement Officer to review the submitted insurance and certification documents.
4. Document Verification Checklist
Standardized checklist within the Compliance Task: verify COI, W-9, and Safety Certifications.
5. Update Subcontractor Status
Update the 'Status' field in the Subcontractor Data Model to 'Approved' or 'Rejected' based on audit results.
6. Notify Subcontractor of Approval
Send an automated email to the subcontractor with their onboarding instructions and next steps.
7. Create Service Agreement/PO
Create a new entry in the Contracts Data Model representing the work order or purchase order.
8. Calculate Total Contract Value
Execute a formula: (Base Labor Cost + Material Costs + Contingency %) to determine the total budget.
9. Retrieve Milestone Deadlines
Fetch all scheduled milestones associated with the specific work order from the Schedule Data Model.
10. Assign Site Supervision Task
Create a task for the Project Manager to oversee the commencement of work on-site.
11. Log Work Progress
Update the 'Current Progress %' in the Work Order Data Model based on completed milestones.
12. Calculate Total Spend to Date
Aggregate all 'Invoice Amount' entries linked to this Subcontractor to track budget consumption.
13. Fetch Pending Invoices
Retrieve all entries from the Invoicing Data Model that are marked as 'Unpaid' for this subcontractor.
14. Update Payment Status
Update the invoice entry status to 'Processed' once payment authorization is complete.
15. Urgent Safety Alert SMS
Send an SMS notification to the subcontractor lead in case of an urgent site safety violation or change.
16. Generate Monthly Performance Report
Create a report aggregating subcontractor KPIs, including safety incidents, timeliness, and quality scores.
17. Remove Inactive Subcontractor Records
Delete temporary/draft subcontractor entries that were not completed during the onboarding phase.
End
End of the Workflow/Process.
Start of the Workflow/Process.
Fetch existing subcontractor details from the Subcontractor Data Model (tax ID, contact info, insurance status).
Generate a new entry in the Compliance Audit Data Model to initiate the vetting process.
Create a task for the Procurement Officer to review the submitted insurance and certification documents.
Standardized checklist within the Compliance Task: verify COI, W-9, and Safety Certifications.
Update the 'Status' field in the Subcontractor Data Model to 'Approved' or 'Rejected' based on audit results.
Send an automated email to the subcontractor with their onboarding instructions and next steps.
Create a new entry in the Contracts Data Model representing the work order or purchase order.
Execute a formula: (Base Labor Cost + Material Costs + Contingency %) to determine the total budget.
Fetch all scheduled milestones associated with the specific work order from the Schedule Data Model.
Create a task for the Project Manager to oversee the commencement of work on-site.
Update the 'Current Progress %' in the Work Order Data Model based on completed milestones.
Aggregate all 'Invoice Amount' entries linked to this Subcontractor to track budget consumption.
Retrieve all entries from the Invoicing Data Model that are marked as 'Unpaid' for this subcontractor.
Update the invoice entry status to 'Processed' once payment authorization is complete.
Send an SMS notification to the subcontractor lead in case of an urgent site safety violation or change.
Create a report aggregating subcontractor KPIs, including safety incidents, timeliness, and quality scores.
Delete temporary/draft subcontractor entries that were not completed during the onboarding phase.
End of the Workflow/Process.
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