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Evidence Guide: PSPPROC504B - Finalise 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

 

PSPPROC504B - Finalise contracts

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

Complete contracts

  1. Contracts due to expire are reviewed to determine future requirements, and options for meeting those requirements are canvassed in sufficient time for decision making and transition to occur.
  2. Strategies are implemented to manage closure, renewal of contracts, or transition to a new contract according to organisational guidelines, probity requirements and public sector standards.
  3. Contracts are finalised, amended, cancelled or terminated according to contractual arrangements.
  4. Consultation is undertaken with contractor, and a contract completion report is issued addressing the performance of contractor and contract manager according to organisational requirements and public sector standards.
Contracts due to expire are reviewed to determine future requirements, and options for meeting those requirements are canvassed in sufficient time for decision making and transition to occur.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Strategies are implemented to manage closure, renewal of contracts, or transition to a new contract according to organisational guidelines, probity requirements and public sector standards.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contracts are finalised, amended, cancelled or terminated according to contractual arrangements.

Completed
Date:

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Consultation is undertaken with contractor, and a contract completion report is issued addressing the performance of contractor and contract manager according to organisational requirements and public sector standards.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Implement contract review strategy

  1. Timing of contract review is determined to ensure a smooth transition to post-contract arrangements.
  2. Contract review is undertaken covering contract management, contractor performance relevant to measures at each stage of the contract, user satisfaction and audit results.
  3. Where measures or outcomes are not met in full, variances are documented and explained.
  4. Review report is prepared documenting outcomes against plans, final costs, user satisfaction, lessons learnt and any shortcomings in contract planning, management policies and procedures.
  5. Recommendations for improvement are made and supported with evidence, as a result of lessons learnt.
Timing of contract review is determined to ensure a smooth transition to post-contract arrangements.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract review is undertaken covering contract management, contractor performance relevant to measures at each stage of the contract, user satisfaction and audit results.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Review report is prepared documenting outcomes against plans, final costs, user satisfaction, lessons learnt and any shortcomings in contract planning, management policies and procedures.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Recommendations for improvement are made and supported with evidence, as a result of lessons learnt.

Completed
Date:

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Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Competency must be demonstrated in the ability to finalise contracts consistently in accordance with legislative and organisational requirements.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Assessment must confirm the ability to:

develop and implement an appropriate review strategy for contracts that are ending

complete relevant contract closure processes

ensure appropriate records have been kept

apply contract review techniques

make written recommendations for improvements to the procurement process based on review results

uphold probity standards in all dealings with contractors.

Consistency in performance

Competency should be demonstrated by providing evidence of undertaking a range of relevant work tasks in an actual or simulated procurement environment on at least two separate occasions.

Context of and specific resources for assessment

The unit of competency is to be assessed in the workplace or a simulated workplace environment.

Access may be required to:

legislation, policy, procedures and protocols relating to procuring goods and services, and managing and finalising contracts

codes of conduct and codes of practice

workplace scenarios and case studies relating to a range of procurement activities associated with finalising contracts

case studies that incorporate dilemmas, and probity requirements relating to finalising contracts.

Method of assessment

The following assessment methods are suggested:

questions to assess understanding of relevant legislation and procedures

review of strategies and approaches adopted for finalising contracts

review of contract management plans, contracts, contract variations, contractor performance reports, contract closure plans, transition plans, risk assessments and other contract finalisation documentation prepared by the candidate in a range of contexts

review of stakeholder engagement approaches adopted by the candidate.

In all cases, practical assessment should be supported by questions to assess underpinning knowledge and those aspects of competency which are difficult to assess directly. Questioning techniques should suit the language and literacy levels of the candidate.

Guidance information for 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.

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

PSPETHC501B Promote the values and ethos of public service

PSPGOV507A Undertake negotiations

PSPLEGN501B Promote compliance with legislation in the public sector

PSPPROC503B Manage contract performance

PSPPROC505A Manage procurement risk

PSPPROC506A Plan to manage a contract

PSPPROC507A Plan for procurement outcomes

PSPPROC508A Make procurement decisions.

Required Skills and Knowledge

Required skills

communication skills to:

consult and negotiate with contractors and stakeholders, involving complex oral and written exchanges of information

write review and closure reports

make recommendations about improvements to the contract management process

provide feedback

teamwork skills to:

model effective team management approaches

respond to diversity

refer issues to the correct person

problem-solving skills to finalise outstanding issues so the contract can be closed

initiative and enterprise skills to identify improvements to the contract management process of contract management

planning and organising skills to:

manage contract closure documentation

plan and organise contract closure meetings, reports and reviews

learning skills to keep up-to-date with:

best practice examples in procurement practice

relevant procurement legislation, policies and procedures

technology skills to:

operate organisational IT systems

use electronic procurement templates

Required knowledge

commonwealth, state or territory, and local government legislation, policies, practices and guidelines:

relating to contract finalisation and review, including environmental purchasing and corporate social responsibility guidance

such as OHS and equity and diversity

organisational procurement policies, practices and approval processes

contract finalisation and review for a range of contractual situations

privacy and confidentiality issues, including the requirement to appropriately classify information to ensure transparency as well as to treat bids as commercial-in-confidence

probity principles and issues

codes of conduct, codes of practice and standards of individual behaviour relating to finalising contracts

information, knowledge management and record keeping for official or historical records

equal employment opportunity

financial and accounting issues relevant to the contract

aspects of contract law, trade practices law and commercial law relevant to the finalisation of contracts relating to complex procurement

Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Contracts may include:

formal written contracts

standing offers (panels)

multi-use lists and similar arrangements

inter and intra-government agreements

letters of intent

memoranda of understanding and memoranda of agreement

licensing agreements

in-house option directives.

Timing of contract review may include:

periodically throughout the contract

when performance issues arise

prior to contract completion

concurrently with contract renewal process

after the contract is completed.

Contract review may include:

planning process

evaluation considerations at each stage of contract

sources and methods of gathering data

role of audit trails

measuring outputs

key performance indicators and their review

meeting client needs

innovation

strategies for continuous improvement.

Variances may include:

change of scope

negotiation of new terms and conditions

strategies for dealing with contractor performance

dissolution of contract.