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Rule 34:
Contract Management System

Primary requirement

  1. Agencies must have a systematic approach for identifying the contracts that they have.

Application

  1. An agency’s contract management system must include:
    1. the name of the supplier
    2. the supplier’s New Zealand Business Number (NZBN) or another unique identifier
    3. where a copy of the contract is stored
    4. the name or position of the agency’s senior responsible officer, responsible and accountable for the contract
    5. where the contract manager can obtain commercial support, if needed
    6. contact details for the supplier
    7. start and end date for the contract
    8. the ability to ascertain the actual amount spent under the contract
    9. other information that the agency considers useful.

More information

Systematic way of identifying contracts

Your organisation should have a method that enables you to readily know what contracts you have and details about them. There is no one set way to record and manage your agency’s contracts. Your agency could use:

  • a dedicated contract management system
  • an output from your financial system
  • a contract register or spreadsheet that captures this information.

New Zealand Government Procurement has a basic contract register template you can use as a starting point.

Understanding your contract management responsibilities

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