Elements and Performance Criteria
- Prepare to administer a contract
- Contract requirements, approvals and funding arrangements are confirmed and clarified where necessary, and obligations and limits of authority as contract administrator are identified in line with contractual and organisational requirements
- Operational elements of the contract are confirmed and contact is made with specialists to clarify and assist with contract administration issues
- Key contract clauses are identified and their content is clarified as necessary to ensure contract requirements are understood
- The process, timings, and key performance indicators are identified from the contract and confirmed with stakeholders
- Risks are confirmed and a risk management plan is developed in line with contract requirements and organisational policy and procedures
- A contract administration strategy is developed or obtained and key details are entered from the contract
- Establish and maintain contract administration arrangements
- Start-up or transition arrangements are confirmed and implemented in accordance with contract requirements and organisational procedures
- Communication/information strategies are established to meet contractor and organisational needs
- Risks management plan is monitored for effectiveness and adapted as necessary during the life of the contract
- Relationship with contractor is established and managed in accordance with organisational policy and procedures
- Specialist expertise is obtained as necessary for progress meetings and for advice on/resolution of contract issues
- Contract information/documentation is maintained for organisational purposes in accordance with organisational policy and procedures
- Monitor and maintain the performance of a contract
- Obligations to the contractor are met in accordance with contractual arrangements and the organisation's financial management requirements
- Performance of the contract is monitored against performance indicators to ensure all obligations under the agreement are being met
- Contract variations are managed in accordance with the contract and organisational policy and procedures
- Disputes/complaints are investigated and resolved or referred in accordance with contractual requirements
- Negotiation of issues relating to the contract is managed and approvals are obtained in accordance with stipulations in the contract proper
- Communication/reporting on the performance of the contract is maintained with all stakeholders in accordance with organisational protocols and public sector standards
- Complete and review contract
- Contracts are finalised, amended, cancelled or terminated in accordance with contractual arrangements
- Strategies to manage close-out, renewal of the contract or transition to a new contract meet organisational guidelines and public sector standards
- Review is undertaken of contract administration, contractor performance relevant to measures at each stage of the contract, user satisfaction and audit results, when necessary
- Where measures or outcomes are not met in full, variances are documented and explained
- Information from the review (and audit) is used to report on contractor performance, to review contract administration practice and make recommendations for improvement