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Evidence Guide: PSPPROC410A - Administer contracts

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

PSPPROC410A - Administer contracts

What evidence can you provide to prove your understanding of each of the following citeria?

Prepare to administer a contract

  1. 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
  2. Operational elements of the contract are confirmed and contact is made with specialists to clarify and assist with contract administration issues
  3. Key contract clauses are identified and their content is clarified as necessary to ensure contract requirements are understood
  4. The process, timings, and key performance indicators are identified from the contract and confirmed with stakeholders
  5. Risks are confirmed and a risk management plan is developed in line with contract requirements and organisational policy and procedures
  6. A contract administration strategy is developed or obtained and key details are entered from the 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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Operational elements of the contract are confirmed and contact is made with specialists to clarify and assist with contract administration issues

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Key contract clauses are identified and their content is clarified as necessary to ensure contract requirements are understood

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

The process, timings, and key performance indicators are identified from the contract and confirmed with stakeholders

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Risks are confirmed and a risk management plan is developed in line with contract requirements and organisational policy and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

A contract administration strategy is developed or obtained and key details are entered from the contract

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish and maintain contract administration arrangements

  1. Start-up or transition arrangements are confirmed and implemented in accordance with contract requirements and organisational procedures
  2. Communication/information strategies are established to meet contractor and organisational needs
  3. Risks management plan is monitored for effectiveness and adapted as necessary during the life of the contract
  4. Relationship with contractor is established and managed in accordance with organisational policy and procedures
  5. Specialist expertise is obtained as necessary for progress meetings and for advice on/resolution of contract issues
  6. Contract information/documentation is maintained for organisational purposes in accordance with organisational policy and procedures
Start-up or transition arrangements are confirmed and implemented in accordance with contract requirements and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Communication/information strategies are established to meet contractor and organisational needs

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Risks management plan is monitored for effectiveness and adapted as necessary during the life of the contract

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Relationship with contractor is established and managed in accordance with organisational policy and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Specialist expertise is obtained as necessary for progress meetings and for advice on/resolution of contract issues

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract information/documentation is maintained for organisational purposes in accordance with organisational policy and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monitor and maintain the performance of a contract

  1. Obligations to the contractor are met in accordance with contractual arrangements and the organisation's financial management requirements
  2. Performance of the contract is monitored against performance indicators to ensure all obligations under the agreement are being met
  3. Contract variations are managed in accordance with the contract and organisational policy and procedures
  4. Disputes/complaints are investigated and resolved or referred in accordance with contractual requirements
  5. Negotiation of issues relating to the contract is managed and approvals are obtained in accordance with stipulations in the contract proper
  6. Communication/reporting on the performance of the contract is maintained with all stakeholders in accordance with organisational protocols and public sector standards
Obligations to the contractor are met in accordance with contractual arrangements and the organisation's financial management requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Performance of the contract is monitored against performance indicators to ensure all obligations under the agreement are being met

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract variations are managed in accordance with the contract and organisational policy and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Disputes/complaints are investigated and resolved or referred in accordance with contractual requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Negotiation of issues relating to the contract is managed and approvals are obtained in accordance with stipulations in the contract proper

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Communication/reporting on the performance of the contract is maintained with all stakeholders in accordance with organisational protocols and public sector standards

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Complete and review contract

  1. Contracts are finalised, amended, cancelled or terminated in accordance with contractual arrangements
  2. Strategies to manage close-out, renewal of the contract or transition to a new contract meet organisational guidelines and public sector standards
  3. Review is undertaken of contract administration, contractor performance relevant to measures at each stage of the contract, user satisfaction and audit results, when necessary
  4. Where measures or outcomes are not met in full, variances are documented and explained
  5. Information from the review (and audit) is used to report on contractor performance, to review contract administration practice and make recommendations for improvement
Contracts are finalised, amended, cancelled or terminated in accordance with contractual arrangements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Strategies to manage close-out, renewal of the contract or transition to a new contract meet organisational guidelines and public sector standards

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Review is undertaken of contract administration, contractor performance relevant to measures at each stage of the contract, user satisfaction and audit results, when necessary

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Where measures or outcomes are not met in full, variances are documented and explained

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Information from the review (and audit) is used to report on contractor performance, to review contract administration practice and make recommendations for improvement

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The Evidence Guide specifies the evidence required to demonstrate achievement in the unit of competency as a whole. It must be read in conjunction with the Unit descriptor, Performance Criteria, the Range Statement and the Assessment Guidelines for the Public Sector Training Package.

Units to be assessed together

Pre-requisite units that must be achieved prior to this unit: Nil

Co-requisite units that must be assessed with this unit: Nil

Co-assessed units that may be assessed with this unit to increase the efficiency and realism of the assessment process include, but are not limited to:

PSPETHC401A Uphold and support the values and principles of public service

PSPGOV404B Develop and implement work unit plans

PSPGOV408A Value diversity

PSPGOV411A Deal with conflict

PSPGOV412A Use advanced workplace communication strategies

PSPGOV422A Apply government processes

PSPLEGN401A Encourage compliance with legislation in the public sector

PSPPOL404A Support policy implementation

Overview of evidence requirements

In addition to integrated demonstration of the elements and their related performance criteria, look for evidence that confirms:

the knowledge requirements of this unit

the skill requirements of this unit

application of the Employability Skills as they relate to this unit (see Employability Summaries in Qualifications Framework)

administration of contracts in a range of (3 or more) contexts (or occasions, over time)

Resources required to carry out assessment

These resources include:

legislation, policy, procedures and protocols relating to contract administration

case studies and workplace scenarios to capture the range of contract administration situations likely to be encountered

Where and how to assess evidence

Valid assessment of this unit requires:

a workplace environment or one that closely resembles normal work practice and replicates the range of conditions likely to be encountered when administering contracts, including coping with difficulties, irregularities and breakdowns in routine

administration of contracts in a range of (3 or more) contexts (or occasions, over time)

Assessment methods should reflect workplace demands, such as literacy, and the needs of particular groups, such as:

people with disabilities

people from culturally and linguistically diverse backgrounds

Aboriginal and Torres Strait Islander people

women

young people

older people

people in rural and remote locations

Assessment methods suitable for valid and reliable assessment of this competency may include, but are not limited to, a combination of 2 or more of:

case studies

portfolios

questioning

scenarios

authenticated evidence from the workplace and/or training courses

For consistency of assessment

Evidence must be gathered over time in a range of contexts to ensure the person can achieve the unit outcome and apply the competency in different situations or environments

Required Skills and Knowledge

REQUIRED SKILLS AND KNOWLEDGE

This section describes the essential skills and knowledge and their level, required for this unit.

Skill requirements

Look for evidence that confirms skills in:

using communication and negotiation with contractors and other stakeholders involving oral and written exchanges

networking with diverse clients, contractors and end users

responding to diversity, including gender and disability

reading and applying complex documents such as contracts, legislation and guidelines

applying occupational health and safety and environmental requirements in the context of contract administration

Knowledge requirements

Look for evidence that confirms knowledge and understanding of:

Commonwealth/State/Territory Government legislation, policies, practices and guidelines relating to contract administration, including environmental purchasing guidance

contract performance management

privacy and confidentiality issues

probity principles and issues

whole-of-life considerations

equal employment opportunity, equity and diversity principles

financial and accounting issues relevant to the contract

public sector legislation including occupational health and safety and environment

Range Statement

The Range Statement provides information about the context in which the unit of competency is carried out. The variables cater for differences between States and Territories and the Commonwealth, and between organisations and workplaces. They allow for different work requirements, work practices and knowledge. The Range Statement also provides a focus for assessment. It relates to the unit as a whole. Text in italics in the Performance Criteria is explained here.

Contracts may also include

memoranda of understanding/memoranda of agreement

in-house option directives

common use arrangements/standing offers

inter/intra-government agreements

letters of intent

licensing agreements

Specialists may include

procurement and/or contracting area

corporate finance area

outsourced procurement/contracting advisers

legal advisers

functional/business area

business owner of the contract

appropriate cross-government department experts

Key contract clauses may include

variation

insurances

notices

disputes

intellectual property

privacy

confidentiality

milestones

payments

breaches

penalties

Risks might include

contractor inability to meet agreements

end user or buyer inability to meet obligations

limited number of suppliers

Contract administration strategy may include

formal contract administration plan

contract administration check list

setting up routines

checking quality assurance systems

transfer of legal responsibility

avoiding implied acceptance of varied conditions through non-enforcement of contractual obligations

Contract administration strategy may be obtained from

procurement/contracting area

specialist contract managers

central agencies such as state supply boards, contract and management services

finance area

legal advisers

outsourced providers of contracting services

Effective communication strategies may include

setting regular times to talk, meet or check on progress

protocols for dealing with other stakeholders

emergency contact arrangements

a diary system to monitor milestones, timeframes, receipt of deliverables etc

strategies for ensuring information flow at critical stages of the contract

Variation to agreements may include

change of scope

negotiation of new terms and conditions

dissolution of contracts

in writing

verbal variations, confirmed in writing

variations by action/inaction

Disputes may include

disputes over:

requirements

delivery schedules

price changes

additional tasking

payment schedules

complaints from third parties

Techniques available to resolve disputes include

conference

negotiation

mediation

arbitration

resort to contractual agreements

legal considerations

Negotiation of issues may include

contract variations

continuous improvement

innovations

non-compliance

consequences

Review may include

planning process

evaluation considerations at each stage of the contract

sources and methods of gathering data

role of audit trails, where applicable

measuring outputs

meeting client needs

innovation

strategies for continuous improvement