Contractors and Service Providers

This section supports external contractors who work on our sites, providing everything they need to complete jobs safely and efficiently. Contractor management includes onboarding, job allocation, RAMS submission, inductions, permits, evidence upload, and performance tracking. 

Contractor portal (INVIDA) 

Contractors access the INVIDA portal using either SSO or an external account, providing a central point for managing all work assigned to them. 

A series of video and PDF guides support new users, covering everything from initial login to navigating the system. 

Once inside the portal, contractors can review jobs allocated to them, accept or decline tasks, and view SLA expectations along with any site notes left by the University. 

Further guidance is available through materials that explain the Job Manager interface and demonstrate how to accept or reject jobs, assign operatives, and use features such as the Team Diary and Focus View. 

Contractors working on the move can also use the INVIDA mobile app, which is supported by videos and PDF guides detailing how to complete PPM tasks, upload evidence, and manage day-to-day activities. 

Additional resources explain how to submit NTE uplift requests or respond to Requests for Quotes (RFQs). 

When closing out work, contractors are expected to upload all required evidence - such as photos, test results, certificates, and as found/as left notes - following workflows detailed in guides for both asset related and building level PPM closeouts. 

Additionally, contractors must use the remedial templates provided to upload any issues found during the inspection. 

Uploading remedials in this way allows the University to quickly identify issues and instruction resolution. 

Instructional content for submitting payment requests is also available through video and PDF formats. 

PDF: Getting started guide for Service Providers 

PDF: Job Manager overview 

PDF: Accepting/Rejecting Jobs and assigning Operatives (Team Diary & Focus View) 

PDF: Mobile app for Operatives 

PDF: Mobile app - PPM Jobs 

PDF: Request NTE Uplift 

PDF: Completing an asset-related PPM Job (supplier admin) 

PDF: Completing a building-level PPM Job (supplier admin) 

Remedial Action Templates

PDF: Responding to a Request For Quote (RFQ) 

PDF: Submit Payment Request 

Health, safety and induction 

Before accessing any University site, contractors must complete the health and safety induction process. This includes submitting Risk Assessments and Method Statements (RAMS) through a structured workflow that ensures documentation is reviewed and approved before work begins. 

Permits to Work are managed through the portal and cover key activities such as hot works, confined space entry, electrical isolation, and roof access.

Toolbox talk templates and reporting tools are provided to help contractors maintain ongoing safety communication with their teams. 

Compliance and documentation 

Contractors are required to keep essential compliance documents - such as insurance details, training records, and professional accreditations (e.g., Gas Safe or NICEIC) - up to date within the system. INVIDA issues notifications when documents are approaching expiry to help ensure continuous compliance. 

KPIs and performance 

Contractor performance is monitored through key indicators such as onetime completion rates, first-time fix percentages, quality scores, and adherence to health and safety expectations. These metrics feed into quarterly performance reviews, which are used to identify strengths, highlight areas for improvement, and agree on actions that support better service delivery.