Challange 

A global pharmaceutical manufacturer responsible for producing and distributing vaccines encountered persistent issues managing health and safety compliance for its external contractors. Due to stringent internal policies and regulatory obligations, all contractors entering the site were required to:

• Provide current certifications, including WHMIS and fall protection

• Complete mandatory eLearning on incident response procedures

• Submit proof of insurance coverage

While these requirements were non-negotiable, the organization lacked a centralized system to manage them. The existing process relied heavily on manual coordination and follow-up, placing significant strain on the Health & Safety team. Complicating matters further, the organization’s internal learning management system (LMS) was accessible only to employees, excluding external users who did not possess employee credentials.

This limitation made it impossible to deliver, track, or validate required training and documentation digitally—introducing compliance risks and inefficiencies at scale.

Solution

To resolve these challenges and streamline the contractor onboarding process, the organization partnered with a professional training services provider to implement a hosted compliance training LMS purpose-built for non-employees.

The solution included the development of a custom-branded LMS portal that external contractors could access securely. The process enabled contractors to independently: 

• Register through a dedicated web portal

• Upload mandatory documentation and certifications

• Complete the required custom eLearning modules

• Automatically receive completion certificates

The Health & Safety team gained the ability to download training records and certification documents directly from the system, removing the need for internal IT support or ongoing manual oversight. This hosted approach allowed the organization to maintain strict compliance standards while creating a seamless and scalable training experience for third-party personnel.

Results

The hosted LMS solution delivered by the training partner produced immediate and measurable improvements across several operational areas:

• Full compliance was achieved for all on-site contractors, with verifiable documentation available for audit purposes

• Administrative time spent on manual tracking and coordination was significantly reduced, enabling the Health & Safety team to focus on higher-value tasks

• IT resources were preserved, as no internal development, infrastructure, or maintenance was required

• Global scalability was made possible, with the successful pilot now being expanded to additional facilities and regions 

This initiative not only resolved a critical compliance gap but also created a repeatable model for contractor training and validation that the organization can deploy across its global footprint.