Manage the contract
Contract management includes tracking and monitoring delivery and costs, managing risks and relationships, conducting reviews and resolving problems.
Contract management responsibilities in the 5th edition of the Government Procurement Rules
The 5th edition of the Government Procurement Rules require you to use a use a structured contract management system and have contract management plans in place. Guidance on these rules is at Understanding your contract management responsibilities.
Managing social service contracts
Extra information on managing contract and provider relationships is in Managing social services contracts section of our website.
Significant service contracts
Significant service contracts must be managed according to the Significant Service Contracts Framework.
Creating a contract management plan
A contract management plan or outcome agreement management plan tracks the management of the contract and the relationship with the supplier or provider. The content and amount of detail in the plan can be tailored to the individual contract.
Managing relationships and conflict
Maintain a robust relationship with suppliers and providers by:
- providing positive and constructive feedback
- listening, identifying and addressing problems promptly, and explaining decisions and actions in an impartial way
- collaborating and respecting the supplier's expertise
- adopting a structured approach to managing the relationship.
At a high level, you should plan for relationship management, and be aware of what avenues are available for resolving any conflicts that arise.
Planning relationship management and resolving conflict
A toolkit for managing supplier relationships is available, with resources to help manage performance, run meetings, generate case studies and track innovation.
Managing performance during delivery
Managing service delivery involves monitoring and reporting on progress, health and safety and risks, and managing performance problems to ensure services are delivered on time and on budget.
Monitoring includes:
- collecting data related to performance - from monitoring meetings, reporting, and audit or accreditation
- assessing how well the service is meeting requirements and achieving outcomes
- taking action to address any opportunities to enhance outcomes or manage problems.
Day-to-day contract administration
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.
More about financial management, record-keeping and contract variations
Conducting reviews
As well as a post-implementation review (called a PIR), you might want to hold a review:
- when the contract is awarded
- during implementation
- at the end of the contract.
Reviews help you formulate coherent, useful and supportable recommendations about what works, what doesn't, and what might need to change next time. Recommendations must be robust enough for the agency to be able to act on them — this may involve realigning policy or changing business processes.
Winding up, terminating or transitioning a contract
Planning to wind up or transition a contract to a new supplier, and things to consider if you're terminating a contract early, either because of a dispute or breach, or by notice or mutual agreement.