Effective contract management is essential to the delivery of the intended outcomes. Contract management framework policy page 6 of 39 august 2015 glossary aa accounting authority ao accounting officer asb accounting standards board clms contract lifecycle management system cmd contract management database ecm electronic content management gcc general conditions of contract grap generally recognised accounting. Contracts administration office of budget and finance. Contract management or contract lifecycle management is the management of contracts from vendors, partners, customers, or employees and at its most basic, contract management software can be defined as an electronic version of a filling cabinet. Each member member is responsible for developing sound business procedures in accordance with applicable state and federal laws, regulations, policies and procedures. The cips contract management guide is intended to cover all those activities associated with contract management. Effective postaward contract management is essential. Contract management plan template optional contract. The information contained in this contract management handbook complies with section 2261.
Contractor management procedure, v1 responsible officer. The role of a contract manager february 2008 i note that many people still seem puzzled by the role of a contract manager. Contract life cycle management is the process of systematically and efficiently managing contract creation, execution and analysis for maximising operational and. These policies and procedures are the guidelines supported by the offices of finance and planning and university counsel. The purpose should include the value or benefits, intended audience, and the uses of the cmp. Does not replace existing statutory requirements and rules, policies or procedures.
Please refer to the exceptions section of this procedure. Contract management is the process of managing contract creation, execution, and analysis to maximize operational and financial performance at an organization, all while reducing financial risk. For the purpose of this guidance, contract manager is a generic. Information regarding the identification of risks and the risk rating of contracts is available in the managing risk in procurement procedure.
Implement contract management procedures using computer software systems or simply documented as a manual. Aims of the procurement and contract management strategy. The activities themselves are divided into two distinct but interdependent phases, upstream and downstream of the award of the contract. The principles in this guide could be applied to all contracts, from a simple order, through framework contracts, to complex construction or service contracts. Training manual introduction to contract management and administration. The main purpose of contract management is to make sure that the objectives of the contract supply of goods, delivery of services or execution of works are met in a. Cmp should be routed for input through members of the contract management team. These best practices will guide you through typical contracts challenges and put. To create a smooth endtoend process, cips has developed a highly effective contract management cycle to ensure optimum scoping, planning, implementing. Contract management is the process of directing contract planning, formation. This guidance assists borrowers in managing contracts post contract award under ipf operations. Contract management is part of the procurement process.
This guide is a complete rewrite of the state of texas procurement manual and the state of texas contract management guide, which are merged into one document with the goal of providing a holistic approach to government procurement. Contract management procedure department for education. The following are only the abbreviations used in this manual. In 2012, the department of finance and personnel issued a procedure guidance note. Contract management initiation meeting should be held at the commencement of the management process to ensure there is clear understanding of contract. Purpose the purpose of this guidance on contract management. Clearly defined procedures facilitate coordination between the parties involved. For nonstandards contracts, typically a twothree 23 weeks turnaround is required to facilitate additional approvals, such legalriskitsgrants.
Contract management policies and procedures created date. Contract management policies and procedures subject. The thc must ensure that their respective rules, policies, and procedures do not conflict with the requirements in this handbook. Date and arrangement for orientation of contractor personnel. The office of contracts administration oca upholds the educational and research missions of ut dallas through expedient facilitation and execution of business contracts, while maintaining protection of the university and ensuring compliance with all. It is essential that uniform contract management policies be established so that standards of efficient. Refer to the contract management framework for additional information. However, we found little evidence that the state agencies we. Contract management procedures business services organisation. It is a frequently asked question and recently generated significant debate on the iaccm website contract management forum. Definition contract life cycle management is the it is worthwhile noting that contract process of systematically and efficiently management is successful if.
The process can range from a simple listing of risks on an i nformal, intuitive basis to a formal process. The proposed implementation strategy for doing so is illustrated in. It supports the entire customer and contract lifecycle which covers any process that. Purpose of the contract management plan this section should address the purpose of the contract management plan as it directly relates to the project or program. Good practice contract management framework national audit office.
Mark up to market process documenta tion lead responsibil ity notice h 9936 hud handbook 4350. State of texas procurement and contract management guide. The specific procedures to be applied by the cm to assure that the contractorvendor and the university are complying with all terms of the contract are unique to each contract. All contracts are deemed vital records and original documents must be securely stored in accordance with the vital records procedure.
Contracts, amendments and change orders are approved based on the financial and contractual value set out in the term signing authority policy, with a few exceptions. A contract checklist or milestone chart should be developed for each contract that requires multiple or scheduled actions by the contractor during the contract period. See pages 2 and 10 of the guide for contract management planning for. Contractors management procedure s no activity responsibility 1 pre job meeting there shall be a prejob meeting with contractor after award of contract in which following points shall be discussed and clarified by omifco. The following are best practices for contract management drawn on research by iaccm and aberdeen as well as practical realworld success stories from pros at companies of all sizes.
Commercial contracts include invoices, purchase orders, and partnership agreements. Practice guidance is to support borrowers guidance. Adec assistant district engineer of construction cms contract management system dbe disadvantaged business enterprise. The bank has other guidance in place to support borrowers in the precontract award processes. Contract management occurs after contract award and involves those activities performed by the entire contract management team cmt performed by the entire contract management team cmt in managing the contract, and overseeing contractor performance to ultimately achieve the governments objectives. The management of various facets of a contract to ensure that the contractors total performance is in accordance with the contractual commitments and that obligations to the purchaser are fulfilled. The principles in this guide could be applied to all contracts, from a simple order, through. Contract management policies and procedures keywords. Contract management is the process of managing contracts, deliverables, deadlines, contract terms and conditions while ensuring customer satisfaction.
Public and private organizations know that purchasing does not end when the contract is awarded. Purpose the purpose of this contract management handbook handbook is to guide contract managers, purchasing personnel and other administrators at the university of texas rio grande valley utrgv or university through. Contract management policies and procedures montclair. Procurement, including contract management, is a critical component of budget. Consulting with all relevant individuals for advice, guidance and approvals including ongoing consultation with the relevant responsible area and their.
Work with the policy team to develop and maintain detailed contract management and procurement policies and procedures that are compliant with federal, state, and local rules and regulations. The contract management guide cmg provides practical guidance on application of the contract management framework cmf. Describes the procurement process as it relates to contract administration and management. Your goal in contract management is to maximize profit and minimize risk. Procurement and contract management strategy pdf cotswold.
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