Contract Management. Presented by: Sally McKechnie

Transcription

1 Presented by: Sally McKechnie

2 What is a contract? A contract is a written or oral legallybinding agreement between the parties identified in the agreement to fulfill the terms and conditions outlined in the agreement.

3 ? What is it? the overarching process that a government agency will use to ensure that the contractor has performed in accordance with the performance requirements in the statement of work or the specifications National Association 3

4 Specifications Know your solicitation document (contract) All deliverables must perform and conform to the specifications All services must be performed according to the scope of work

5 Specifications

6 Roles and Responsibilities Fully understand the contract Communicate openly with buyer and Vendor Maintain all files Review and validate monitoring plan Ensure payment matches goods/services received Monitor progress and performance Administer changes

7 Roles and Responsibilities Establish expectations Maintain communication channels Assess performance Process documentation Conduct performance reviews Practice risk management Resolve issues or claims

8 What is? Is it necessary? Effective analytical, problem solving Communication Skills Adaptable to a changing business environment 8

9 Knowing Your Role

10 Phase 1 of Life Cycle PLANNING 12/10/

11 Identifying the Scope What? Who? When? Why? 12/10/2018 Sample Chart in Power Point 11

12 Do your Homework Review Previous Contracts Recognize Industry Trends Talk To Peers Decide Best Practices 12/10/

13 Developing the Specifications Additional Set of Eyes No detail is too small Teach a man to fish Developing The Specs 12/10/

14 Identify the Risks Financial Operational Reputation Timing Safety 12/10/

15 Phase 2 of Life Cycle INITIATING 12/10/

16 Identifying the players Vendor Operations Billing Customer Operations Payables Procurement Contract Manager 12/10/2018 Sample Chart in Power Point 16

17 Understanding the Contract Read it from both sides Play devil s advocate Timeline for milestones, deliverables, etc. Risk Mitigation 12/10/

18 Set expectations Know Your Partner Speak Face To Face 12/10/

19 Phase 3 of Life Cycle Administer the Contract 12/10/

20 Maintaining a Relationship Trust Positive Footing Open Dialogue Successful Relationship 12/10/

21 Documentation Deficiencies or Challenges Disputes or Understandings Change Orders or Amendments 12/10/

22 Developing KPI s Clearly Defined Obtainable Effective 12/10/

23 KPI s Monitoring Methods Fiscal Year spend with product breakdown Cost Savings (Retail vs. Contract) Total Number of Orders Order Efficiency Quality Performance / Order Accuracy Accounts Receivable Analysis Value-Added Benefits 12/10/

24 Contract closeout Getting To The Finish 12/10/2018 Sample Chart in Power Point 24

25 Phase 4 of Life Cycle CLOSING 12/10/

26 Closeout All performance has been accomplished Performance evaluations have been completed Customer Satisfaction Survey completed Final payment has been made The contract has been reconciled The official contract file has all necessary documentation A Contract Closeout checklist should be completed Lessons learned documented

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