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Day-to-day contract administration

Contract administration involves the day-to-day management and formal governance of the contract.

Contract administration includes:

maintaining documentation relating to the contract
regulating change control
monitoring budgets and costs
checking invoices and authorising payment
reviewing reports and requesting information
asset management
managing contract variations.

Financial management

Agencies must ensure prompt payment of invoices. Late payment threatens service delivery and the relationship between the agency and the supplier or provider.

The contract manager should:

monitor charges and costs against funding
check invoices
make sure that suppliers have met preconditions
follow up to ensure approvals have been given and payments made.

Rule 36: Prompt payment times

Keeping records

Good record keeping helps you manage risk and provides auditable evidence of events and decisions. Records of communications, meetings, reviews and any resulting actions provide context and can be used for resolving issues.

Managing contract variations

During a long-term contract, variations are almost inevitable, particularly if the supplier and agency are committed to evolving the service to achieve better outcomes. Good procedures for variation will reduce risks and disputes and make life easier for the next contract manager.

When varying a contract make sure you:

manage the variation in accordance with any requirements in the contract or Outcome Agreement
seek approval from the appropriate financial delegation holder
confirm that sufficient funds are available
consult with your legal team, depending on your agency's policy
have the variation signed by both parties to ensure there is a common understanding of the required changes
file the variation with the contract
update the contract management plan (and Outcome Agreement Management Plan) or to record the date and effect of the variation.