How MetrôRio standardized the management
of +2,000 contractors
A centralized, secure, and standardized corporate process for third-party management, which freed the technical team from the manual work of document analysis.
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+2,000
ACTIVE THIRD PARTIES
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+8,000
REGISTERED THIRD PARTIES
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6
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.
Contract Management Coordination MetroRio Supplies Management
“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
Manual processes and “lost Fridays”
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Redo releases weekly: access authorizations had to be manually repeated every week in the old system.
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Lack of validity management: there was no attachment of files, nor monitoring of the validity of ASOs, NRs, or safety reports.
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Locked-up technical labor: every Friday, 6 Occupational Safety Technicians completely stopped 100% of their activities solely to manually approve access requests.
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Decentralization and internal overload: each department had to keep a person dedicated solely to document analysis.
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Lack of billing criteria: the same vendor with contracts in different areas faced completely different requirements and evaluations.
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:
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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.
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Compliance support: the team gained access to the platform to check data and act quickly in investigating reports.
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Defense in labor lawsuits: the centralized history of documents and receipts allows the legal department to extract complete dossiers to support defenses.
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Insurance management: the verification and control of suppliers' civil liability policies are now carried out directly in the system.
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Clarity for suppliers: suppliers know exactly what to deliver, avoiding delays.
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.
Third-Party Management
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+2,000
Active third-party contributors managed
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+8,000
Registered and mapped third parties
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6
technicians
Impact of the Partnership
The partnership with GAP Sistemas restructured vendor governance at MetrôRio, bringing standardization, agility, and security to the concessionaire.
“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.”
Meet other stories of success
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Digitization of inspections and third-party management -
No more boxes of paper documents on the construction site - Chemical Industry Fewer failures in high-risk third-party management
- Agribusiness Industry 100% digital OSH training and documents
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An end to rework in managing harvest workers -
Nearly 10,000 pieces of equipment controlled across 18 units
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.
- (11) 93768 - 3600
- Av. Nicomedes Alves dos Santos, 3600 - Sala 326 - Morada da Colina, Uberlândia, MG
- contato@sistemasgap.com.br