How MetrôRio standardized the management
of +2,000 contractors
How a high-risk industry eliminated third-party management failures and strengthened itself for audits
How a high-risk industry eliminated third-party management failures and strengthened itself for audits
How a high-risk industry eliminated third-party management failures and strengthened itself for audits
A centralized, secure, and standardized corporate process for third-party management, which freed the technical team from the manual work of document analysis.
A centralized, secure, and standardized corporate process for third-party management, which freed the technical team from the manual work of document analysis.
A centralized, secure, and standardized corporate process for third-party management, which freed the technical team from the manual work of document analysis.
+2,000
Active third parties
+8,000
Registered third parties
6
Bureaucracy-free technicians
+2,000
Active third parties
+8,000
Third-party companies
6
For the weekly analysis
+2,000
Active third parties
+8,000
Registered third parties
6
Bureaucracy-free technicians
+2,000
Active third parties
+8,000
Registered third parties
6
Bureaucracy-free technicians
before the gap
The challenge
The challenge
The challenge
Daily, MetrôRio is responsible for connecting thousands of passengers across the capital of Rio de Janeiro. To keep this structure operating at high performance, the concessionaire relies on a vast network of service providers and outsourced companies working in its facilities.
With the rapid growth in demand, there arose a need to structure "Projeto Integrar" — an internal initiative aimed at creating a centralized, secure, and standardized corporate process for managing these third parties.
Before hiring GAP Sistemas, the entry authorization for providers depended on an old system developed internally, which functioned only as a point-in-time access authorization, without document management or control of EHS (Environment, Health, and Safety) expiration dates.
A national chemical company, recognized for its strict EHS standards, faced critical challenges in managing third-party contractors. Despite using a digital tool, the process was slow, inaccurate, and generated rework.
Failures in the previous system put the operation at risk during internal and external audits. Simple tasks, such as verifying the documentation status of service providers, required individual queries and could consume an entire workday.
A national chemical company, recognized for its strict EHS standards, faced critical challenges in managing third-party contractors. Despite using a digital tool, the process was slow, inaccurate, and generated rework.
Failures in the previous system put the operation at risk during internal and external audits. Simple tasks, such as verifying the documentation status of service providers, required individual queries and could consume an entire workday.
“When we started the project, we estimated having 1,200 third parties, and then that estimate almost doubled... Since it was a completely new process, we didn't know how this third-party management would be done, or what documents would be required.”
Açucena Souza
Contract Management Coordination MetroRio Supplies Management
Manual processes and “lost Fridays”
Main results
Main results
This format created bottlenecks in the operation:
This format created bottlenecks in the operation:
This format created bottlenecks in the operation:
Redo releases weekly: access authorizations had to be manually repeated every week in the old system.
Redo releases weekly: access authorizations had to be manually repeated every week in the old system.
Lack of validity management: there was no attachment of files, nor monitoring of the validity of ASOs, NRs, or safety reports.
Lack of validity management: there was no attachment of files, nor monitoring of the validity of ASOs, NRs, or safety reports.
Locked-up technical labor: every Friday, 6 Occupational Safety Technicians completely stopped 100% of their activities solely to manually approve access requests.
Locked-up technical labor: every Friday, 6 Occupational Safety Technicians completely stopped 100% of their activities solely to manually approve access requests.
Decentralization and internal overload: each department had to keep a person dedicated solely to document analysis.
Decentralization and internal overload: each department had to keep a person dedicated solely to document analysis.
Lack of billing criteria: the same vendor with contracts in different areas faced completely different requirements and evaluations.
Lack of billing criteria: the same vendor with contracts in different areas faced completely different requirements and evaluations.
What changed in practice
Main results
Main results
Main results
In addition to organizing the entry flow of third parties and freeing up the technical team to focus on the field, centralizing data in the GAP system brought extra benefits to different sectors of MetrôRio:
In addition to organizing the entry flow of third parties and freeing up the technical team to focus on the field, centralizing data in the GAP system brought extra benefits to different sectors of MetrôRio:
In addition to organizing the entry flow of third parties and freeing up the technical team to focus on the field, centralizing data in the GAP system brought extra benefits to different sectors of MetrôRio:
Integrated issuance and control of badges: the issuance of identification badges and transport authorization was incorporated into the system, ensuring full traceability of access to the stations.
Integrated issuance and control of badges: the issuance of identification badges and transport authorization was incorporated into the system, ensuring full traceability of access to the stations.
Compliance support: the team gained access to the platform to check data and act quickly in investigating reports.
Compliance support: the team gained access to the platform to check data and act quickly in investigating reports.
Defense in labor lawsuits: the centralized history of documents and receipts allows the legal department to extract complete dossiers to support defenses.
Defense in labor lawsuits: the centralized history of documents and receipts allows the legal department to extract complete dossiers to support defenses.
Insurance management: the verification and control of suppliers' civil liability policies are now carried out directly in the system.
Insurance management: the verification and control of suppliers' civil liability policies are now carried out directly in the system.
Clarity for suppliers: suppliers know exactly what to deliver, avoiding delays.
Clarity for suppliers: suppliers know exactly what to deliver, avoiding delays.
implemented modules
The GAP solution
The GAP solution
The GAP solution
The decisive factor for hiring was the high parameterization capability of the Contracted Companies Management module and the consultative support offered during the initial setups and project "rules".
To permanently eliminate manual internal work, MetrôRio also hired GAP's Specialized Document Analysis Team, integrated with Artificial Intelligence pre-analysis. Consequently, the technical auditing of documents and training began to be conducted directly by GAP's specialists.
The main transformation came from the combination of technology and the specialized service of GAP's Document Analysis Team. The validation began to strictly follow regulatory standards, ensuring that only compliant professionals had access to the operation.
The system centralized information, allowing for instant management reports and visual inspection in the field through secure credentials.
The main transformation came from the combination of technology and the specialized service of GAP's Document Analysis Team. The validation began to strictly follow regulatory standards, ensuring that only compliant professionals had access to the operation.
The system centralized information, allowing for instant management reports and visual inspection in the field through secure credentials.
Third-Party Management
+2,000
Active third-party contributors managed
+8,000
Registered and mapped third parties
6
100% free from weekly bureaucracy
100%
Of standardization in the analysis criteria
Third-Party Management
+2,000
Active third-party contributors managed
+8,000
Registered and mapped third parties
6
100% free from weekly bureaucracy
100%
Of standardization in the analysis criteria
Impact of the Partnership
Impact of the Partnership
Impact of the Partnership
The partnership with GAP Sistemas restructured vendor governance at MetrôRio, bringing standardization, agility, and security to the concessionaire.
This chemical industry's case study shows how a high-risk operation transformed its contractor management, overcoming slowness, rework, and vulnerability in audits.
Before, simple processes consumed hours, and the lack of standardization created insecurity. With GAP, the company began to rely on agile, centralized management strictly aligned with standards, with complete control over documentation.
“GAP was a game changer within Metrô. We used to have a totally decentralized process, without defined documentation or processes. After we implemented the system, we had many visible and invisible gains within the company.”
Açucena Souza
MetrôRio Contract Management Coordination
cases
Meet other stories of success
Discover other success stories
Discover other success stories
Stop managing OSH on paper. Start now.
Stop managing OSH on paper. Start now.
Simplify your Risk Management, reducing liabilities and ensuring safe, standardized, and auditable operations with fast implementation and advisory support.
Simplify your Risk Management, reducing liabilities and ensuring safe, standardized, and auditable operations with fast implementation and advisory support.
(11) 93768 - 3600
(11) 93768 - 3600
Nicomendes Alves dos Santos Ave, 3600 - Room 326 - Morada da Colina, Uberlândia, MG
Nicomendes Alves dos Santos Ave, 3600 - Room 326 - Morada da Colina, Uberlândia, MG
contact@sistemasgap.com.br
contact@sistemasgap.com.br
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