Excellence model - Data

Most enterprise organizations do not have a consolidated overview of their external contractors across all departments and projects. Often, the consolidated overview can only be made by involving managers across the organization and gathering information and spreadsheets.

If an organization does not have this data, it limits the agility and the ability to continously improve. The organizations must have an overview of their contractors in real-time, and relevant data to have is:

• contractors
• contractor Category
• Projects
• Suppliers
• Billing accounts (PO numbers)
• Hourly rates
• Invoiced costs
• Estimated future costs
• Contracts
• contract periods
• Rated satisfaction score

Ideally, you must be able to slice and dice the above parameters in exactly the way that you want, to make any combination of data points that can support a strategic decision.

Below are three examples of reports that could be relevant:

• A report showing current contractors, projects, contract periods and all other administrative data
• A report showing cost per project divided into vendors and contractors
• A report comparing vendor hourly rates and average satisfaction scores for given contractor categories

The above gives an idea about what data is necessary in order to optimize and make the right decisions based on the expected future needs.

The ongoing administration must also be reduced to a minimum, and in order to do this you must have:

• Unified contracts and overview of potential deviations
• A standardized way of ensuring compliance according to company policies for each contractor
• A standardized way of receiving correct invoices and paying correctly
• A standardized way for vendors to send timesheets and a defined approval process that is linked to the release of payment