Contract Management Toolkit
– a step-by-step guide for effective Contract
Management –
Self Service Guide
'The user is licensed to use this toolkit, associated files, CD-Rom and content
contained within, in accordance with the Terms and Conditions set out in the
Agreement for Contract Management and Consultancy Services between Sheffield
City Council and the user.
By accessing this toolkit and associated documents, you acknowledge that you
agree with these Terms and Conditions.'
Click this link to open the
guide
Copyright © 2010-2011 Sheffield City Council
Introduction:
Contract Management
Toolkit
To help you to manage your Contracts & Agreements as effectively
as possible, a series of processes have been identified a best
practice approach to Contract Management.
These processes need to be applied across all commercial
relationships to ensure that you are getting best value out of your
contract and to ensure that you are keeping legal in your
commercial activities.
The Contract Management Toolkit will enable you to identify and
apply the processes that are relevant to your specific contract,
which will vary, depending on the size and risk of the Contract.
Toolkit
Contents:
Click this link to open the
toolkit

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Contract Management Toolkit - Self-Service Guide
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Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Introduction:
Toolkit Contents
This self-service guide will help you to use the Toolkit’s features
in a step-by-step manner to:
1.
2.
3.
Categorise your contract, based on value and risk
Identify all the relevant processes
Access guidance and documents to comply with the
corporate approach, and apply currently identified bestpractice.
Image: FreeDigitalPhotos.net
Contract
Categorisation:
Click this link to
categorise a contract

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Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 1 of 7:
Categorise your Contract:
To be able to apply the toolkit to your contract, you first need to
determine which category – Major, Medium or Minor – your contract
falls into.
Of course, each contract will vary, so some flexibility in the
application of the following guidance is perfectly acceptable.
To categorise a Contract, a matrix is used to plot the Annual Cost of
the Agreement, against the Level of Risk carried by your
organisation.
Assessing the Risk Level is partly subjective, but as a minimum you
should assess ‘Risk’ against the following criteria:
• Duration of Agreement.
• Reputation of your Organisation
• Alignment of services to your Organisation
priorities/ meeting policy requirements.
• Scope of services provided.
• Criticality of services provided.
Categorise
your contract:
Click this link to
categorise your contract
using the matrix
For further assistance with Risk Assessment of your Contract,
please contact the Strategic Contracts Management Team.

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Contract Management Toolkit - Self-Service Guide
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Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 2 of 7:
Categorise your
Contract:
Instructions:
1. Determine the Annual Cost of your Contract
2. Determine the Risk Level of your Contract
Major
Contract
Major
Contract
Major
Contract
3. Cross reference Cost & Risk using the
Matrix opposite, and determine your
Contract Category.
4. Click on the relevant link below to access
your Contract Toolkit: -

Back to
the beginning

Medium
Contract
Medium
Contract
Major
Contract
Minor
Contract
Medium
Contract
Medium
Contract
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Contract Management Toolkit - Self-Service Guide
Click here for a
Minor Contract
Click here for a
Medium Contract
Click here for a
Major Contract

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 3 of 7:
Confirm your Contract
Category Result:
You have defined your Contract as a: Minor
A Minor
?Still not sure:
Contract is categorised as being:
The Commercial Services Strategic
Contract Management Team is
available to offer advice & guidance
with categorising your contract.
If you are not sure that you have correctly categorised your
contract, you can go back to the previous slide and repeat the
process.
When you are happy you have categorised your Contract
correctly, proceed to Step 2: Contract Management Toolkit
Processes
Back to
the beginning

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Minor Contract
Contract
• Below £25k in value, and of a Low Risk

Contract Category:
Back to
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Contract Management Toolkit - Self-Service Guide
Contact: 0114 20 53110
Contract Management
Processes:
Click this link to view the
Toolkit of Processes for
your Contract

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 4of 7:
Contract Management
Processes
Contract Category:
Minor Contract
The following Contract Management Toolkit provides guidance for
all the processes that relate to a Minor Contract.
These processes are grouped into three types: • Contract Process Management processes
• Contract Performance Management processes
• Strategic Relationship Management processes
The following slides will guide you step-by-step through the
processes in each of these three categories.
Image: Danilo Rizzuti / FreeDigitalPhotos.net
Many of the processes will be fully relevant to your contract, and
some processes may only be partially relevant.
Access the Toolkit &
view the Process
The following guidance is designed to inform you which processes
should be implemented, and to what extent.
Management
processes

Back to
the beginning

Exit
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Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 5 of 7:
Minor Contract Processes
- Contract Process Management Processes -
Change
 View guidance
Payment
 View guidance
Risk Management
 View guidance
Resource Planning
 View guidance
Milestone Timelines
 View guidance
Service Planning
 View guidance
Contract Health Checking
 View guidance
Notice / Termination
 View guidance
Dispute Resolution Procedure
 View guidance

Back to
the beginning
Contract Process
Management:
This table lists all the Contract Process Management
processes which apply to a Minor Contract.
The colour key indicates whether the guidance is Fully
Relevant, or Partially Relevant, to the category of
Contract.
Click on the View Guidance links to access a page of
guidance for each process.
When you have worked through the guidance for each
of these processes, use the link below to move to the
Contract Performance Management processes for your
contract.
Full Relevance
View the Performance &
Partial Relevance
Management processes

Exit
Show
Strategic Relationship
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Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 6 of 7:
Minor Contract Processes
- Contract Performance Management Processes -
Performance Management
 View guidance
Benefits Management
 View guidance
Service Review
 View guidance
Audit
 View guidance
Benchmarking / Market Testing
 View guidance
Contract
Performance &
Strategic Relationship
Management:
These tables list all the Contract Performance &
Strategic Relationship Management processes
which apply to a Minor Contract.
- Strategic Relationship Management Processes -
Governance
 View guidance
Communications / Branding
 View guidance
Relationship Management
 View guidance
Stakeholder Management
 View guidance

Back to
the beginning
The colour key indicates whether the guidance is
Fully Relevant, or Partially Relevant, to the category
of Contract.
Click on the View Guidance links to access a page
of guidance for each process.
Full Relevance
Final Step: Summary of
Partial Relevance
the Contract Management
Toolkit

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 7 of 7:
Contract Category:
Final Step
Minor Contract
You have reached the end of this self-service guide to using the
Contract Management Toolkit.
Working through this step-by-step guide will have provided you with
the guidance and tools to implement effective contract
management processes for your commercial agreement.
We hope that this resource has proved useful to you. We welcome
your feedback so that we can improve our tools & guidance –
please take a few moments to complete our feedback form.
Use the Quick Links below to return to stages within this guide:
Back to the Start
Categorise your Contract
Process Management Processes
Performance & Strategic Relationship Processes

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 3 of 7:
Confirm your Contract
Category Result:
You have defined your Contract as a: Medium
A Medium
Contract Category:
Medium Contract
Contract
Contract is categorised as being:
• Below £25k in value, and of a Medium Risk
or,
• Between £25k & £2M, and of a Low or Medium Risk
?Still not sure:
The Commercial Services Strategic
Contract Management Team is
available to offer advice & guidance
with categorising your contract.
Contact: 0114 20 53110
If you are not sure that you have correctly categorised your
contract, you can go back to the previous slide and repeat the
process.
Step 2:
Click this link to view
the Toolkit of
Processes for your
Contract
When you are happy you have categorised your Contract
correctly, proceed to Step 2: Contract Management Toolkit
Processes

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 4 of 7:
Contract Management
Processes
Contract Category:
Medium Contract
The following Contract Management Toolkit provides guidance for
all the processes that relate to a Medium Contract.
These processes are grouped into three types: • Contract Process Management processes
• Contract Performance Management processes
• Strategic Relationship Management processes
The following slides will guide you step-by-step through the
processes in each of these three categories.
Image: Danilo Rizzuti / FreeDigitalPhotos.net
Many of the processes will be fully relevant to your contract, and
some processes may only be partially relevant.
Access the Toolkit &
view the Process
The following guidance is designed to inform you which processes
should be implemented, and to what extent.
Management
processes

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 5 of 7:
Medium Contract Processes
- Contract Process Management Processes -
Change
 View guidance
Payment
 View guidance
Project Management
 View guidance
Risk Management
 View guidance
Resource Planning
 View guidance
Milestone Timelines
 View guidance
Service Planning
 View guidance
Business Continuity
 View guidance
Contract Health Checking
 View guidance
Notice / Termination
 View guidance
Dispute Resolution Procedure
 View guidance
Operational Contract Manual
 View guidance

Back to
the beginning
Contract Process
Management:
This table lists all the Contract Process Management
processes which apply to a Medium Contract.
The colour key indicates whether the guidance is Fully
Relevant, or Partially Relevant, to the category of
Contract.
Click on the View Guidance links to access a page of
guidance for each process.
When you have worked through the guidance for each
of these processes, use the link below to move to the
Contract Performance Management processes for your
contract.
Full Relevance
View the Performance &
Partial Relevance
Management processes

Exit
Show
Strategic Relationship
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 6 of 7:
Medium Contract Processes
- Contract Performance Management Processes -
Performance Management
 View guidance
Benefits Management
 View guidance
Service Review
 View guidance
Audit
 View guidance
Benchmarking / Market Testing
 View guidance
Contract
Performance &
Strategic Relationship
Management:
These tables list all the Contract Performance &
Strategic Relationship Management processes
which apply to a Medium Contract.
- Strategic Relationship Management Processes -
Governance
 View guidance
Communications / Branding
 View guidance
Relationship Management
 View guidance
Stakeholder Management
 View guidance

Back to
the beginning
The colour key indicates whether the guidance is
Fully Relevant, or Partially Relevant, to the category
of Contract.
Click on the View Guidance links to access a page
of guidance for each process.
Full Relevance
Final Step: Summary of
Partial Relevance
the Contract Management
Toolkit

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 7 of 7:
Contract Category:
Final Step
Medium Contract
You have reached the end of this self-service guide to using the
Contract Management Toolkit.
Working through this step-by-step guide will have provided you with
the guidance and tools to implement effective contract
management processes for your commercial agreement.
We hope that this resource has proved useful to you. We welcome
your feedback so that we can improve our tools & guidance –
please take a few moments to complete our feedback form.
Use the Quick Links below to return to stages within this guide:
Back to the Start
Categorise your Contract
Process Management Processes
Performance & Strategic Relationship Processes

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 3 of 7:
Confirm your Contract
Category Result:
You have defined your Contract as a: Major
A Major
Contract Category:
Major Contract
Contract
?Still not sure:
Contract is categorised as being:
•Between £25k & £2M, and of a High Risk
or,
• Above £2M in value, and of a Low, Medium or High Risk
The Commercial Services Strategic
Contract Management Team is
available to offer advice & guidance
with categorising your contract.
Contact: 0114 20 53110
If you are not sure that you have correctly categorised your
contract, you can go back to the previous slide and repeat the
process.
Step 2:
Click this link to view
the Toolkit of
Processes for your
Contract
When you are happy you have categorised your Contract
correctly, proceed to Step 2: Contract Management Toolkit
Processes

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 4 of 7:
Contract Management
Processes
Contract Category:
Major Contract
The following Contract Management Toolkit provides guidance for
all the processes that relate to a Major Contract.
These processes are grouped into three types: • Contract Process Management processes
• Contract Performance Management processes
• Strategic Relationship Management processes
The following slides will guide you step-by-step through the
processes in each of these three categories.
Image: Danilo Rizzuti / FreeDigitalPhotos.net
Many of the processes will be fully relevant to your contract, and
some processes may only be partially relevant.
Access the Toolkit &
view the Process
The following guidance is designed to inform you which processes
should be implemented, and to what extent.
Management
processes

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 5 of 7:
Major Contract Processes
- Contract Process Management Processes -
Change
 View guidance
Payment
 View guidance
Project Management
 View guidance
Risk Management
 View guidance
Resource Planning
 View guidance
Milestone Timelines
 View guidance
Service Planning
 View guidance
Business Continuity
 View guidance
Financial Updates & Modelling
 View guidance
Financial Strategy
 View guidance
Contract Health Checking
 View guidance
Asset Management
 View guidance
Exit
 View guidance
Step-in
 View guidance
Notice / Termination
 View guidance
Transition / Mobilisation
 View guidance
Dispute Resolution Procedure
 View guidance
Operational Contract Manual
 View guidance

Back to
the beginning

Exit
Show
Contract Process
Management:
This table lists all the Contract Process Management
processes which apply to a Major Contract.
The colour key indicates whether the guidance is Fully
Relevant, or Partially Relevant, to the category of
Contract.
Click on the View Guidance links to access a page of
guidance for each process.
When you have worked through the guidance for each
of these processes, use the link below to move to the
Contract Performance Management processes for your
contract.
View the
Full Relevance
Performance
Management
Partial Relevance
Back to
previous slide
Contract Management Toolkit - Self-Service Guide
processes

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 6 of 7:
Major Contract Processes
- Contract Performance Management Processes -
Performance Management
 View guidance
Benefits Management
 View guidance
Service Review
 View guidance
Audit
 View guidance
Benchmarking / Market Testing
 View guidance
- Strategic Relationship Management Processes -
Governance
 View guidance
Communications / Branding
 View guidance
Relationship Management
 View guidance
Stakeholder Management
 View guidance

Back to
the beginning
Contract
Performance &
Strategic Relationship
Management:
These tables list all the Contract Performance &
Strategic Relationship Management processes
which apply to a Major Contract.
The colour key indicates whether the guidance is
Fully Relevant, or Partially Relevant, to the category
of Contract.
Click on the View Guidance links to access a page
of guidance for each process.
Full Relevance
Final Step: Summary of
Partial Relevance
the Contract Management
Toolkit

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Step 7 of 7:
Contract Category:
Final Step
Major Contract
You have reached the end of this self-service guide to using the
Contract Management Toolkit.
Working through this step-by-step guide will have provided you with
the guidance and tools to implement effective contract
management processes for your commercial agreement.
We hope that this resource has proved useful to you. We welcome
your feedback so that we can improve our tools & guidance –
please take a few moments to complete our feedback form.
Use the Quick Links below to return to stages within this guide:
Back to the Start
Categorise your Contract
Process Management Processes
Performance & Strategic Relationship Processes

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Change Process
Contract Category:
Minor Contract
Definition: -
The process of making amendments, however minor, to the Price or Terms & Conditions
of a Contract, including all Schedules, Programme Agreements, Documents etc.
The Change Process includes managing variations, side letters and verbal agreements.
Why would you apply this process?: • To ensure proposed Change is legitimate and meets the
service needs.
• To effectively manage any proposed amendments of the
Contract which may be made by any party.
• To control risks & value for money of any proposed
Click the icon to access
the Guidance Document
for this process
amendments.
• Create transparency & an audit trail for reaching
agreement to the change.
Return to the Contract
• Ensure any amendments are enacted.
Process Management
• Support an easy to use document management and
list
reference system.

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Change Process
Contract Category:
Medium Contract
Definition: -
The process of making amendments, however minor, to the Price or Terms & Conditions
of a Contract, including all Schedules, Programme Agreements, Documents etc.
The Change Process includes managing variations, side letters and verbal agreements.
Why would you apply this process?: • To ensure proposed Change is legitimate and meets the
service needs.
• To effectively manage any proposed amendments of the
Contract which may be made by any party.
• To control risks & value for money of any proposed
Click the icon to access
the Guidance Document
for this process
amendments.
• Create transparency & an audit trail for reaching
agreement to the change.
Return to the Contract
• Ensure any amendments are enacted.
Process Management
• Support an easy to use document management and
list
reference system.

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Change Process
Contract Category:
Major Contract
Definition: -
The process of making amendments, however minor, to the Price or Terms & Conditions
of a Contract, including all Schedules, Programme Agreements, Documents etc.
The Change Process includes managing variations, side letters and verbal agreements.
Why would you apply this process?: • To ensure proposed Change is legitimate and meets the
service needs.
• To effectively manage any proposed amendments of the
Contract which may be made by any party.
• To control risks & value for money of any proposed
Click the icon to access
the Guidance Document
for this process
amendments.
• Create transparency & an audit trail for reaching
agreement to the change.
Return to the Contract
• Ensure any amendments are enacted.
Process Management
• Support an easy to use document management and
list
reference system.

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Payment Process
Contract Category:
Minor Contract
Definition: -
The process of collecting, recording and checking information submitted in accordance
with the Contract that is required before payments are processed.
Why would you apply this process?: • Promote payment certainty for the supply chain.
• Optimise payment periods to minimise late payment
penalties.
• Provide transparent payments for all parties.
• Ensure accurate payments are made in accordance with
the Contract.
• Effective management of financial transactions.
• Ensure effective monitoring & auditing of all transactions.
• Reduce disputes on payments.
• Link Payments to Performance requirements in
accordance with the Contract & make deductions for
failure in service delivery.
• Identify, reduce & remove financial risk.

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide
Click the icon to access
the Guidance Document
for this process
Return to the Contract
Process Management
list

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Payment Process
Contract Category:
Medium Contract
Definition: -
The process of collecting, recording and checking information submitted in accordance
with the Contract that is required before payments are processed.
Why would you apply this process?: • Promote payment certainty for the supply chain.
• Optimise payment periods to minimise late payment
penalties.
• Provide transparent payments for all parties.
• Ensure accurate payments are made in accordance with
the Contract.
• Effective management of financial transactions.
• Ensure effective monitoring & auditing of all transactions.
• Reduce disputes on payments.
• Link Payments to Performance requirements in
accordance with the Contract & make deductions for
failure in service delivery.
• Identify, reduce & remove financial risk.

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide
Click the icon to access
the Guidance Document
for this process
Return to the Contract
Process Management
list

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Payment Process
Contract Category:
Major Contract
Definition: -
The process of collecting, recording and checking information submitted in accordance
with the Contract that is required before payments are processed.
Why would you apply this process?: • Promote payment certainty for the supply chain.
• Optimise payment periods to minimise late payment
penalties.
• Provide transparent payments for all parties.
• Ensure accurate payments are made in accordance with
the Contract.
• Effective management of financial transactions.
• Ensure effective monitoring & auditing of all transactions.
• Reduce disputes on payments.
• Link Payments to Performance requirements in
accordance with the Contract & make deductions for
failure in service delivery.
• Identify, reduce & remove financial risk.

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide
Click the icon to access
the Guidance Document
for this process
Return to the Contract
Process Management
list

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Risk Management Process
Contract Category:
Minor Contract
Definition: -
The process of identifying, documenting, evaluating, mitigating and tracking of risks
arising within a Contract/Commercial relationship and is applied throughout the
Contract’s whole life.
Why would you apply this process?: • Identify all risks associated with the Contract, recognising that
risks may change throughout the duration of the Contract.
• Differentiate between the risks that are transferring to the
Service Provider, being retained by the Authority & being
shared between both parties & understanding which party is
responsible for which risk.
• Ensure risks are effectively managed by identifying and
actioning appropriate mitigation processes.
• Ensure processes are transparent and auditable through
stringent recording systems.
• Enable monitoring, review & management of ongoing risks.
• Provide an effective process which contributes to the
Authority’s overall risk management activities.

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide
Click the icon to access
the Guidance Document
for this process
Return to the Contract
Process Management
list

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Risk Management Process
Contract Category:
Medium Contract
Definition: -
The process of identifying, documenting, evaluating, mitigating and tracking of risks
arising within a Contract/Commercial relationship and is applied throughout the
Contract’s whole life.
Why would you apply this process?: • Identify all risks associated with the Contract, recognising that
risks may change throughout the duration of the Contract.
• Differentiate between the risks that are transferring to the
Service Provider, being retained by the Authority & being
shared between both parties & understanding which party is
responsible for which risk.
• Ensure risks are effectively managed by identifying and
actioning appropriate mitigation processes.
• Ensure processes are transparent and auditable through
stringent recording systems.
• Enable monitoring, review & management of ongoing risks.
• Provide an effective process which contributes to the
Authority’s overall risk management activities.

Back to
the beginning

Exit
Show
Back to
previous slide
Contract Management Toolkit - Self-Service Guide
Click the icon to access
the Guidance Document
for this process
Return to the Contract
Process Management
list

Strategic Contract Management
Team: Tel: 0114 20 53110
Copyright © 2010-2011 Sheffield City Council
Risk Management Process
Contract Category:
Major Contract
Definition: -
The process of identifying, documenting, evaluating, mitigating and tracking of risks
arising within a Contract/Commercial relationship and is applied throughout the
Contract’s whole life.
Why would you apply this process?: • Identify all risks associated with the Contract, recognising that
risks may change throughout the duration of the Contract.
• Differentiate between the risks that are transferring to the
Service Provider, being retained by the Authority & being
shared between both parties & understanding which party is
responsible for which risk.
• Ensure risks are effectively managed by identifying and
actioning appropriate mitigation processes.
• Ensure processes are transparent and auditable through
stringent recording systems.
• Enable monitoring, review & management of ongoing risks.
• Provide an effective process which contributes to the
Authority’s overall risk management activities.
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Resource Planning
Process
Contract Category:
Minor Contract
Definition: The organising and effective application of physical, human and financial resources to
ensure the successful delivery of the Contract’s programmed activities.
Why would you apply this process?: • To identify adequate resources in advance of activities
• To inform key personnel well in advance of activities
requiring their input.
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• To ensure resources are deployed effectively.
• Identify potential risks/issues.
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• To identify resources required to achieve specified
Process Management
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• Ensure effective service development and planning.
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Resource Planning
Process
Contract Category:
Medium Contract
Definition: The organising and effective application of physical, human and financial resources to
ensure the successful delivery of the Contract’s programmed activities.
Why would you apply this process?: • To identify adequate resources in advance of activities
• To inform key personnel well in advance of activities
requiring their input.
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the Guidance Document
for this process
• To ensure resources are deployed effectively.
• Identify potential risks/issues.
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• To identify resources required to achieve specified
Process Management
outcomes.
• Ensure effective service development and planning.
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Resource Planning
Process
Contract Category:
Major Contract
Definition: The organising and effective application of physical, human and financial resources to
ensure the successful delivery of the Contract’s programmed activities.
Why would you apply this process?: • To identify adequate resources in advance of activities
• To inform key personnel well in advance of activities
requiring their input.
Click the icon to access
the Guidance Document
for this process
• To ensure resources are deployed effectively.
• Identify potential risks/issues.
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• To identify resources required to achieve specified
Process Management
outcomes.
• Ensure effective service development and planning.
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Milestones Timeline
Process
Contract Category:
Minor Contract
Definition: The process of identifying and diarising events e.g. payments dates, document submission dates, meeting
dates etc; that will occur within the term of a Contract. The timeline is used to check fulfilment of Service
Provider commitments as well as a tool for planning the management of future activities.
Why would you apply this process?: • To identify all the activities, obligations & entitlements in
the Contract for the term of the Contract.
• To identify responsible parties for each event.
• To ensure milestones are captured and recorded to enable
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for this process
effective monitoring and measurement of progress.
• To enable effective management of Contracts.
• To give a shared understanding and transparency of a
Contract.
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• To identify potential issues, concerns & barriers.
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Milestones Timeline
Process
Contract Category:
Medium Contract
Definition: The process of identifying and diarising events e.g. payments dates, document submission dates,
meeting dates etc; that will occur within the term of a Contract. The timeline is used to check fulfilment
of Service Provider commitments as well as a tool for planning the management of future activities.
Why would you apply this process?: • To identify all the activities, obligations & entitlements in
the Contract for the term of the Contract.
• To identify responsible parties for each event.
• To ensure milestones are captured and recorded to enable
Click the icon to access
the Guidance Document
for this process
effective monitoring and measurement of progress.
• To enable effective management of Contracts.
• To give a shared understanding and transparency of a
Contract.
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• To identify potential issues, concerns & barriers.
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Milestones Timeline
Process
Contract Category:
Major Contract
Definition: The process of identifying and diarising events e.g. payments dates, document submission dates,
meeting dates etc; that will occur within the term of a Contract. The timeline is used to check fulfilment
of Service Provider commitments as well as a tool for planning the management of future activities.
Why would you apply this process?: • To identify all the activities, obligations & entitlements in
the Contract for the term of the Contract.
• To identify responsible parties for each event.
• To ensure milestones are captured and recorded to enable
Click the icon to access
the Guidance Document
for this process
effective monitoring and measurement of progress.
• To enable effective management of Contracts.
• To give a shared understanding and transparency of a
Contract.
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list
• To identify potential issues, concerns & barriers.
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Service Planning Process
Contract Category:
Minor Contract
Definition: -
The planning and implementation process of service objectives developed out of the
Service Review process.
Why would you apply this process?: • To further develop the outcomes of the Service Review.
• To support annual budget forecasting.
• To support, review and develop Key Performance
Indicators if applicable to the Contract.
• To ensure that services being provided by an external
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provider continue to meet the broader service objectives.
• To effectively improve service delivery.
• To develop service provision in accordance with the
Contract.
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Process Management
• To ensure the Contract is in line with Corporate and
list
service objectives.
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Service Planning Process
Contract Category:
Medium Contract
Definition: -
The planning and implementation process of service objectives developed out of the
Service Review process.
Why would you apply this process?: • To further develop the outcomes of the Service Review.
• To support annual budget forecasting.
• To support, review and develop Key Performance
Indicators if applicable to the Contract.
• To ensure that services being provided by an external
Click the icon to access
the Guidance Document
for this process
provider continue to meet the broader service objectives.
• To effectively improve service delivery.
• To develop service provision in accordance with the
Contract.
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Process Management
• To ensure the Contract is in line with Corporate and
list
service objectives.
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Service Planning Process
Contract Category:
Major Contract
Definition: -
The planning and implementation process of service objectives developed out of the
Service Review process.
Why would you apply this process?: • To further develop the outcomes of the Service Review.
• To support annual budget forecasting.
• To support, review and develop Key Performance
Indicators if applicable to the Contract.
• To ensure that services being provided by an external
Click the icon to access
the Guidance Document
for this process
provider continue to meet the broader service objectives.
• To effectively improve service delivery.
• To develop service provision in accordance with the
Contract.
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Process Management
• To ensure the Contract is in line with Corporate and
list
service objectives.
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Contract Health Check
Process
Contract Category:
Minor Contract
Definition: The process of reviewing the elements of a Contract that relate to its financial well being.
Why would you apply this process?: • To ensure that there are no issues likely to affect the
Click the icon to access
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for this process
performance of the Contract.
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Contract Health Check
Process
Contract Category:
Medium Contract
Definition: The process of reviewing the elements of a Contract that relate to its financial well being.
Why would you apply this process?: • To ensure that there are no issues likely to affect the
Click the icon to access
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for this process
performance of the Contract.
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Contract Health Check
Process
Contract Category:
Major Contract
Definition: The process of reviewing the elements of a Contract that relate to its financial well being.
Why would you apply this process?: • To ensure that there are no issues likely to affect the
Click the icon to access
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for this process
performance of the Contract.
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Notice/Termination
Process
Contract Category:
Minor Contract
Definition: The process of managing the unplanned ending of a Contract by either party due to
breach of conditions by the Service Provider or Contractual voluntary termination by the
Authority.
Why would you apply this process?: • To manage the Contract risks raised by early termination.
• To ensure the Contractual relationship is dissolved
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lawfully.
• To manage the continued delivery of Contracted services.
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Notice/Termination
Process
Contract Category:
Medium Contract
Definition: The process of managing the unplanned ending of a Contract by either party due to
breach of conditions by the Service Provider or Contractual voluntary termination by the
Authority.
Why would you apply this process?: • To manage the Contract risks raised by early termination.
• To ensure the Contractual relationship is dissolved
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lawfully.
• To manage the continued delivery of Contracted services.
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Notice/Termination
Process
Contract Category:
Major Contract
Definition: The process of managing the unplanned ending of a Contract by either party due to
breach of conditions by the Service Provider or Contractual voluntary termination by the
Authority.
Why would you apply this process?: • To manage the Contract risks raised by early termination.
• To ensure the Contractual relationship is dissolved
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for this process
lawfully.
• To manage the continued delivery of Contracted services.
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Dispute Resolution
Procedure Process
Contract Category:
Minor Contract
Definition: The process for settling disputes generally through an escalation process within the
Contracts internal Governance structures or within the Contract’s defined dispute
resolution forums.
Why would you apply this process?: • To effectively manage the resolution of disagreements
between the Authority & Service Provider.
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for this process
• To minimise costs.
• To preserve the working relationship between the
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Authority & Service Provider.
• To minimise impact on service delivery.
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Dispute Resolution
Procedure Process
Contract Category:
Medium Contract
Definition: The process for settling disputes generally through an escalation process within the
Contracts internal Governance structures or within the Contract’s defined dispute
resolution forums.
Why would you apply this process?: • To effectively manage the resolution of disagreements
between the Authority & Service Provider.
Click the icon to access
the Guidance Document
for this process
• To minimise costs.
• To preserve the working relationship between the
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Authority & Service Provider.
• To minimise impact on service delivery.
Process Management
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Dispute Resolution
Procedure Process
Contract Category:
Major Contract
Definition: The process for settling disputes generally through an escalation process within the
Contracts internal Governance structures or within the Contract’s defined dispute
resolution forums.
Why would you apply this process?: • To effectively manage the resolution of disagreements
between the Authority & Service Provider.
Click the icon to access
the Guidance Document
for this process
• To minimise costs.
• To preserve the working relationship between the
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Authority & Service Provider.
• To minimise impact on service delivery.
Process Management
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Performance Management
Process
Contract Category:
Minor Contract
Definition: The activity of tracking performance against targets, identifying opportunities for improvements and
calculating deductions that may be applied through application of the relevant Contract performance
mechanism.
Why would you apply this process?: • To ensure the provision of service/goods to meet the needs of
customers, Stakeholders & the terms of the Contract.
• Ensuring best value through the delivery of high quality
services & goods.
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for this process
• Measure service performance against agreed performance
targets applying calculated deductions when appropriate.
• Ensure effective monitoring of service performance and
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implementing service improvements when standards are not
Process Management
met.
list
• Encourage continual improvement.
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Performance Management
Process
Contract Category:
Medium Contract
Definition: The activity of tracking performance against targets, identifying opportunities for improvements and
calculating deductions that may be applied through application of the relevant Contract performance
mechanism.
Why would you apply this process?: • To ensure the provision of service/goods to meet the needs of
customers, Stakeholders & the terms of the Contract.
• Ensuring best value through the delivery of high quality
services & goods.
Click the icon to access
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for this process
• Measure service performance against agreed performance
targets applying calculated deductions when appropriate.
• Ensure effective monitoring of service performance and
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implementing service improvements when standards are not
Process Management
met.
list
• Encourage continual improvement.
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Performance Management
Process
Contract Category:
Major Contract
Definition: The activity of tracking performance against targets, identifying opportunities for improvements and
calculating deductions that may be applied through application of the relevant Contract performance
mechanism.
Why would you apply this process?: • To ensure the provision of service/goods to meet the needs of
customers, Stakeholders & the terms of the Contract.
• Ensuring best value through the delivery of high quality
services & goods.
Click the icon to access
the Guidance Document
for this process
• Measure service performance against agreed performance
targets applying calculated deductions when appropriate.
• Ensure effective monitoring of service performance and
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implementing service improvements when standards are not
Process Management
met.
list
• Encourage continual improvement.
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Benefits Realisation
Management Process
Contract Category:
Minor Contract
Definition: The continuation of the process commenced during the procurement phase to proactively manage the realisation or delivery of Project Benefits in
accordance with the Benefits Realisation Plan devised during the procurement phase, and developed throughout the Contract term. Benefits can be
both financial and non-financial, but must be measureable and reportable. Benefits must also be in line with key Authority objectives.
Why would you apply this process?: • To adopt the Benefits Realisation Management (BRM) Plan which has been developed
and managed throughout the procurement phase. (If a BRM Plan has not been
developed, it is essential to develop one at the earliest opportunity & to manage this is to
realise Benefits and to demonstrate that the Contract is contributing to the Council’s key
objectives).
• To identify an owner for each Benefit to be managed/realised.
• To ensure Project Benefits are realised throughout the life of the Contract through the
management of the BRM Plan, in conjunction with the execution of the Contract.
• Monitor progress & report to the relevant board.
• Review BRM Plan on a regular basis and take corrective action if Benefits are not being
achieved.
• Critically review all proposed changes impacting on the Contract to ensure each change
will deliver Benefits, in the context of the Contract, and which align to the Council’s key
objectives.
• Re-process the BRM Plan to take account of agreed changes which will impact upon the
Contract.
• To undergo formal Gateway Reviews for Benefits Realisation.
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Benefits Realisation
Management Process
Contract Category:
Medium Contract
Definition: The continuation of the process commenced during the procurement phase to proactively manage the realisation or delivery of Project Benefits in
accordance with the Benefits Realisation Plan devised during the procurement phase, and developed throughout the Contract term. Benefits can be
both financial and non-financial, but must be measureable and reportable. Benefits must also be in line with key Authority objectives.
Why would you apply this process?: • To adopt the Benefits Realisation Management (BRM) Plan which has been developed
and managed throughout the procurement phase. (If a BRM Plan has not been
developed, it is essential to develop one at the earliest opportunity & to manage this is to
realise Benefits and to demonstrate that the Contract is contributing to the Council’s key
objectives).
• To identify an owner for each Benefit to be managed/realised.
• To ensure Project Benefits are realised throughout the life of the Contract through the
management of the BRM Plan, in conjunction with the execution of the Contract.
• Monitor progress & report to the relevant board.
• Review BRM Plan on a regular basis and take corrective action if Benefits are not being
achieved.
• Critically review all proposed changes impacting on the Contract to ensure each change
will deliver Benefits, in the context of the Contract, and which align to the Council’s key
objectives.
• Re-process the BRM Plan to take account of agreed changes which will impact upon the
Contract.
• To undergo formal Gateway Reviews for Benefits Realisation.
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Benefits Realisation
Management Process
Contract Category:
Major Contract
Definition: The continuation of the process commenced during the procurement phase to proactively manage the realisation or delivery of Project Benefits in
accordance with the Benefits Realisation Plan devised during the procurement phase, and developed throughout the Contract term. Benefits can be
both financial and non-financial, but must be measureable and reportable. Benefits must also be in line with key Authority objectives.
Why would you apply this process?: • To adopt the Benefits Realisation Management (BRM) Plan which has been developed
and managed throughout the procurement phase. (If a BRM Plan has not been
developed, it is essential to develop one at the earliest opportunity & to manage this is to
realise Benefits and to demonstrate that the Contract is contributing to the Council’s key
objectives).
• To identify an owner for each Benefit to be managed/realised.
• To ensure Project Benefits are realised throughout the life of the Contract through the
management of the BRM Plan, in conjunction with the execution of the Contract.
• Monitor progress & report to the relevant board.
• Review BRM Plan on a regular basis and take corrective action if Benefits are not being
achieved.
• Critically review all proposed changes impacting on the Contract to ensure each change
will deliver Benefits, in the context of the Contract, and which align to the Council’s key
objectives.
• Re-process the BRM Plan to take account of agreed changes which will impact upon the
Contract.
• To undergo formal Gateway Reviews for Benefits Realisation.
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Service Review Process
Contract Category:
Minor Contract
Definition: -
The framework by which the services provided are critically assessed to ascertain:
• If existing services are still required.
• If existing service are required in their current format.
• Any changes to existing services which may need consideration.
• Any new elements to the service which may be required.
• Any areas where greater value for money can be achieve i.e. advances in technology.
Why would you apply this process?: • To ensure the services being delivered are in compliance with
the Authority’s key objectives & end user requirements.
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for this process
• If a major issues has developed through the current service
provision
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Service Review Process
Contract Category:
Medium Contract
Definition: -
The framework by which the services provided are critically assessed to ascertain:
• If existing services are still required.
• If existing service are required in their current format.
• Any changes to existing services which may need consideration.
• Any new elements to the service which may be required.
• Any areas where greater value for money can be achieve i.e. advances in technology.
Why would you apply this process?: • To ensure the services being delivered are in compliance with
the Authority’s key objectives & end user requirements.
Click the icon to access
the Guidance Document
for this process
• If a major issues has developed through the current service
provision
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Service Review Process
Contract Category:
Major Contract
Definition: -
The framework by which the services provided are critically assessed to ascertain:
• If existing services are still required.
• If existing service are required in their current format.
• Any changes to existing services which may need consideration.
• Any new elements to the service which may be required.
• Any areas where greater value for money can be achieve i.e. advances in technology.
Why would you apply this process?: • To ensure the services being delivered are in compliance with
the Authority’s key objectives & end user requirements.
Click the icon to access
the Guidance Document
for this process
• If a major issues has developed through the current service
provision
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list
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Audit Process
Contract Category:
Minor Contract
Definition: -
An assurance function that primarily provides an independent and objective opinion to the Authority on the control
environment comprising risk management, control & Governance by evaluation its effectiveness in achieving the
Authority’s objectives. It objectively examines, evaluates and reports on the adequacy of the control environment
as a contribution to the proper, economic, efficient & effective use of resources.
Why would you apply this process?: • To comply with Corporate audit directives.
• To ensure the Contract’s is being managed in an effective & transparent
manner.
• To protect the Authority & individuals from fraudulent connections.
• Ensure key Contract processes are in place & operating effectively.
• To identify auditing requirements of the Contract & develop appropriate
Click the icon to access
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reporting systems.
• To ensure regular independent scrutiny & review of the Contracts
processes & operations.
• To maintain the integrity of the Contract & the Authority’s relationship with
the Service Provider.
• To protect the Authority’s reputation/image with all current Service
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Providers, future Service Providers & most importantly the public.
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Audit Process
Contract Category:
Medium Contract
Definition: -
An assurance function that primarily provides an independent and objective opinion to the Authority on the control
environment comprising risk management, control & Governance by evaluation its effectiveness in achieving the
Authority’s objectives. It objectively examines, evaluates and reports on the adequacy of the control environment
as a contribution to the proper, economic, efficient & effective use of resources.
Why would you apply this process?: • To comply with Corporate audit directives.
• To ensure the Contract’s is being managed in an effective & transparent
manner.
• To protect the Authority & individuals from fraudulent connections.
• Ensure key Contract processes are in place & operating effectively.
• To identify auditing requirements of the Contract & develop appropriate
Click the icon to access
the Guidance Document
for this process
reporting systems.
• To ensure regular independent scrutiny & review of the Contracts
processes & operations.
• To maintain the integrity of the Contract & the Authority’s relationship with
the Service Provider.
• To protect the Authority’s reputation/image with all current Service
Return to the Contract
Process Management
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Providers, future Service Providers & most importantly the public.
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Audit Process
Contract Category:
Major Contract
Definition: -
An assurance function that primarily provides an independent and objective opinion to the Authority on the control
environment comprising risk management, control & Governance by evaluation its effectiveness in achieving the
Authority’s objectives. It objectively examines, evaluates and reports on the adequacy of the control environment
as a contribution to the proper, economic, efficient & effective use of resources.
Why would you apply this process?: • To comply with Corporate audit directives.
• To ensure the Contract’s is being managed in an effective & transparent
manner.
• To protect the Authority & individuals from fraudulent connections.
• Ensure key Contract processes are in place & operating effectively.
• To identify auditing requirements of the Contract & develop appropriate
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reporting systems.
• To ensure regular independent scrutiny & review of the Contracts
processes & operations.
• To maintain the integrity of the Contract & the Authority’s relationship with
the Service Provider.
• To protect the Authority’s reputation/image with all current Service
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Providers, future Service Providers & most importantly the public.
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Benchmarking/Market
Testing Process
Contract Category:
Minor Contract
Definition: The process of measuring a supplier’s service or product, according to a specified industry standard, against other suppliers
providing the same service or product in the market in order to make a comparison on quality and price. Benchmarking
provides a comparative overview of the performance of the supplier providing services to the Authority and supports
understanding of where the services or products procured sits within a particular standard.
Why would you apply this process?: • To critically evaluate performance of the services/products of the Contract against similar
data.
• To undertake a commercial assessment of the quality of services procured in line with
Best Value.
• Identify areas of the service that need improving & uncover possible better practices.
• Identify new Commercial benefits.
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• Ensure the financial viability of the Contract through revisiting pricing structures of the
Contract.
• When specified in the Contract.
• Market Testing will take place when Benchmarking data indicates a large divergence in
comparison, and negotiations do not result in satisfactory results.
• Market Testing may also take place where Benchmarking data is not available for the
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combination of services and risk transfer evident within a Contract.
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Benchmarking/Market
Testing Process
Contract Category:
Medium Contract
Definition: The process of measuring a supplier’s service or product, according to a specified industry standard, against other suppliers
providing the same service or product in the market in order to make a comparison on quality and price. Benchmarking
provides a comparative overview of the performance of the supplier providing services to the Authority and supports
understanding of where the services or products procured sits within a particular standard.
Why would you apply this process?: • To critically evaluate performance of the services/products of the Contract against similar
data.
• To undertake a commercial assessment of the quality of services procured in line with
Best Value.
• Identify areas of the service that need improving & uncover possible better practices.
• Identify new Commercial benefits.
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• Ensure the financial viability of the Contract through revisiting pricing structures of the
Contract.
• When specified in the Contract.
• Market Testing will take place when Benchmarking data indicates a large divergence in
comparison, and negotiations do not result in satisfactory results.
• Market Testing may also take place where Benchmarking data is not available for the
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combination of services and risk transfer evident within a Contract.
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Benchmarking/Market
Testing Process
Contract Category:
Major Contract
Definition: The process of measuring a supplier’s service or product, according to a specified industry standard, against other suppliers
providing the same service or product in the market in order to make a comparison on quality and price. Benchmarking
provides a comparative overview of the performance of the supplier providing services to the Authority and supports
understanding of where the services or products procured sits within a particular standard.
Why would you apply this process?: • To critically evaluate performance of the services/products of the Contract against similar
data.
• To undertake a commercial assessment of the quality of services procured in line with
Best Value.
• Identify areas of the service that need improving & uncover possible better practices.
• Identify new Commercial benefits.
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for this process
• Ensure the financial viability of the Contract through revisiting pricing structures of the
Contract.
• When specified in the Contract.
• Market Testing will take place when Benchmarking data indicates a large divergence in
comparison, and negotiations do not result in satisfactory results.
• Market Testing may also take place where Benchmarking data is not available for the
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combination of services and risk transfer evident within a Contract.
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Governance Process
Contract Category:
Minor Contract
Definition: -
The procedures associated with the decision making authority bodies of the
Contract who steer the Contract’s management contractually, operationally
and strategically.
Why would you apply this process?: • To develop an efficient escalation structure with defined terms
of reference.
• To effectively manage compliance with the Contract.
• To manage, control and reduce risks.
• To co-ordinate resources to support service delivery of the
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Contract.
• To assign roles and responsibilities and establish scope of
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power & authority.
• To establish a framework for decision making within the
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Governance Process
Contract Category:
Medium Contract
Definition: -
The procedures associated with the decision making authority bodies of the
Contract who steer the Contract’s management contractually, operationally
and strategically.
Why would you apply this process?: • To develop an efficient escalation structure with defined terms
of reference.
• To effectively manage compliance with the Contract.
• To manage, control and reduce risks.
• To co-ordinate resources to support service delivery of the
Click the icon to access
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Contract.
• To assign roles and responsibilities and establish scope of
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power & authority.
• To establish a framework for decision making within the
list
appropriate context.
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Governance Process
Contract Category:
Major Contract
Definition: -
The procedures associated with the decision making authority bodies of the
Contract who steer the Contract’s management contractually, operationally
and strategically.
Why would you apply this process?: • To develop an efficient escalation structure with defined terms
of reference.
• To effectively manage compliance with the Contract.
• To manage, control and reduce risks.
• To co-ordinate resources to support service delivery of the
Click the icon to access
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for this process
Contract.
• To assign roles and responsibilities and establish scope of
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power & authority.
• To establish a framework for decision making within the
list
appropriate context.
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Communications
& Branding Process
Contract Category:
Minor Contract
Definition: The Branding process is to ensure that the Authority is positively promoted in conjunction with its
Partner’s Branding and to promote the coherence of the organisations.
Why would you apply this process?: • To ensure the Corporate Communication Strategy is
implemented.
• To promote the Authority’s visual identity.
• To ensure joint branding is implemented in accordance with
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Corporate Identity Standards.
• To ensure the Corporate Identity Standards are incorporated in
all communications, logo branding & negotiations.
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Communications
& Branding Process
Contract Category:
Medium Contract
Definition: The Branding process is to ensure that the Authority is positively promoted in conjunction with its
Partner’s Branding and to promote the coherence of the organisations.
Why would you apply this process?: • To ensure the Corporate Communication Strategy is
implemented.
• To promote the Authority’s visual identity.
• To ensure joint branding is implemented in accordance with
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Corporate Identity Standards.
• To ensure the Corporate Identity Standards are incorporated in
all communications, logo branding & negotiations.
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Communications
& Branding Process
Contract Category:
Major Contract
Definition: The Branding process is to ensure that the Authority is positively promoted in conjunction with its
Partner’s Branding and to promote the coherence of the organisations.
Why would you apply this process?: • To ensure the Corporate Communication Strategy is
implemented.
• To promote the Authority’s visual identity.
• To ensure joint branding is implemented in accordance with
Click the icon to access
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for this process
Corporate Identity Standards.
• To ensure the Corporate Identity Standards are incorporated in
all communications, logo branding & negotiations.
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Relationship Management
Process
Contract Category:
Minor Contract
Definition: The process of two parties working towards mutually understood goals to meet the Strategic
objectives of both.
Why would you apply this process?:
• Establishment of joint planning & forecasting at Strategic level.
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for this process
• Improve value for both parties.
• Enhance collaborative approaches & perspectives.
• Establishment of clear roles & responsibilities.
• Identify wider supply chain issues & opportunities.
• Promotion of cross functional team culture.
• Alignment of objectives & goals, measurement & strategies.
• Establish joint business review & reporting.
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Relationship Management
Process
Contract Category:
Medium Contract
Definition: The process of two parties working towards mutually understood goals to meet the Strategic
objectives of both.
Why would you apply this process?:
• Establishment of joint planning & forecasting at Strategic level.
Click the icon to access
the Guidance Document
for this process
• Improve value for both parties.
• Enhance collaborative approaches & perspectives.
• Establishment of clear roles & responsibilities.
• Identify wider supply chain issues & opportunities.
• Promotion of cross functional team culture.
• Alignment of objectives & goals, measurement & strategies.
• Establish joint business review & reporting.
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Relationship Management
Process
Contract Category:
Major Contract
Definition: The process of two parties working towards mutually understood goals to meet the Strategic
objectives of both.
Why would you apply this process?:
• Establishment of joint planning & forecasting at Strategic level.
Click the icon to access
the Guidance Document
for this process
• Improve value for both parties.
• Enhance collaborative approaches & perspectives.
• Establishment of clear roles & responsibilities.
• Identify wider supply chain issues & opportunities.
• Promotion of cross functional team culture.
• Alignment of objectives & goals, measurement & strategies.
• Establish joint business review & reporting.
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Stakeholder Management
Process
Contract Category:
Minor Contract
Definition: A Stakeholder is anybody who has a vested interest in the Contract and its outputs. Stakeholder
Management involves building & maintaining active support, commitment & relationships with
these people to facilitate the management of the Contract & delivery of the services.
Why would you apply this process?:
• To identify & build relationships with individuals & groups who
may have an influence on the Contract.
• To minimise or resolve issues that may become a barrier.
• Positively influence activities.
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• Bring together diverse entities to work towards a mutually
beneficial goal.
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• To build & maintain positive relationships.
• Effectively manage projects, changes, decisions etc.
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Stakeholder Management
Process
Contract Category:
Medium Contract
Definition: A Stakeholder is anybody who has a vested interest in the Contract and its outputs. Stakeholder
Management involves building & maintaining active support, commitment & relationships with
these people to facilitate the management of the Contract & delivery of the services.
Why would you apply this process?:
• To identify & build relationships with individuals & groups who
may have an influence on the Contract.
• To minimise or resolve issues that may become a barrier.
• Positively influence activities.
Click the icon to access
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for this process
• Bring together diverse entities to work towards a mutually
beneficial goal.
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• To build & maintain positive relationships.
• Effectively manage projects, changes, decisions etc.
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Stakeholder Management
Process
Contract Category:
Major Contract
Definition: A Stakeholder is anybody who has a vested interest in the Contract and its outputs. Stakeholder
Management involves building & maintaining active support, commitment & relationships with
these people to facilitate the management of the Contract & delivery of the services.
Why would you apply this process?:
• To identify & build relationships with individuals & groups who
may have an influence on the Contract.
• To minimise or resolve issues that may become a barrier.
• Positively influence activities.
Click the icon to access
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for this process
• Bring together diverse entities to work towards a mutually
beneficial goal.
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• To build & maintain positive relationships.
• Effectively manage projects, changes, decisions etc.
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Project Management
Process
Contract Category:
Medium Contract
Definition: The process of planning the project’s activities; organising and managing resources required to
successfully deliver the project’s goals and outcomes.
Why would you apply this process?:
• To effectively manage projects and associated risks.
• To promote ownership & personal accountability for activities within the
Project.
• To ensure effective communication and reporting is in place to support
decision making.
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for this process
• To ensure project realises its benefits and outcomes.
• To deliver the project through effective leadership and a co-ordinated
project team approach.
• To clearly define roles & responsibilities of people involved in a project.
• To ensure effective planning through the development of management
processes appropriate to the scale and complexity on the Project.
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Project Management
Process
Contract Category:
Major Contract
Definition: The process of planning the project’s activities; organising and managing resources required to
successfully deliver the project’s goals and outcomes.
Why would you apply this process?:
• To effectively manage projects and associated risks.
• To promote ownership & personal accountability for activities within the
Project.
• To ensure effective communication and reporting is in place to support
decision making.
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for this process
• To ensure project realises its benefits and outcomes.
• To deliver the project through effective leadership and a co-ordinated
project team approach.
• To clearly define roles & responsibilities of people involved in a project.
• To ensure effective planning through the development of management
processes appropriate to the scale and complexity on the Project.
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Business Continuity
Process
Contract Category:
Medium Contract
Definition: The ongoing process of risk assessment & management with the purpose of ensuring Contract
services continue if risks materialise. Risks could be from external sources which you have no
control over e.g. power failure, natural disaster, terrorism, or from within the organisations such as
deliberate or accidental damage to systems. Business Continuity is not just concerned with
disaster recovery, but also minimising the occurrences of disasters as it addresses everything that
could affect the continuity of services over the long term
Why would you apply this process?:
• To ensure the Service Provider has up to date Business
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Continuity Plans in place for the critical Contract activities.
• To ensure the Authority has up to date Business Continuity
Plans on place for the Contract Management functions.
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Business Continuity
Process
Contract Category:
Major Contract
Definition: The ongoing process of risk assessment & management with the purpose of ensuring Contract
services continue if risks materialise. Risks could be from external sources which you have no
control over e.g. power failure, natural disaster, terrorism, or from within the organisations such as
deliberate or accidental damage to systems. Business Continuity is not just concerned with
disaster recovery, but also minimising the occurrences of disasters as it addresses everything that
could affect the continuity of services over the long term
Why would you apply this process?:
• To ensure the Service Provider has up to date Business
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Continuity Plans in place for the critical Contract activities.
• To ensure the Authority has up to date Business Continuity
Plans on place for the Contract Management functions.
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Operational Contract
Manual Process
Contract Category:
Medium Contract
Definition: This is a manual detailing all the process within a Contract giving details of scope, frequency,
process flow charts and other additional important information.
Why would you apply this process?:
• To provide an easy access document to enable quick
identification of key Contract information.
• To enable people with little knowledge of your Contract to
Click the icon to access
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for this process
undertake vital process during periods of leave or sickness.
• To have supportive documents for process management.
• To aid auditing of the Contract processes.
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Operational Contract
Manual Process
Contract Category:
Major Contract
Definition: This is a manual detailing all the process within a Contract giving details of scope, frequency,
process flow charts and other additional important information.
Why would you apply this process?:
• To provide an easy access document to enable quick
identification of key Contract information.
• To enable people with little knowledge of your Contract to
Click the icon to access
the Guidance Document
for this process
undertake vital process during periods of leave or sickness.
• To have supportive documents for process management.
• To aid auditing of the Contract processes.
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Financial Model Update
Process
Contract Category:
Major Contract
Definition: The Financial Model of a Contract is a financial tool which calculates & underpins the payments to
be made to the Service Provider.
It is also an ongoing live tool to ensure open book accounting & transparency, permitting sensitivity
analysis to enable the Authority to access the impact of changes to key assumptions on the model
outputs.
Why would you apply this process?:
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• To enable the testing of scenarios/changes.
• To develop contingencies.
• To plan resourcing & assist with budget setting.
• To improve the reliability of predicated outcomes with a view to
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manage project outcomes.
• To calculate the financial implication of Contract changes.
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Financial Strategy
Process
Contract Category:
Major Contract
Definition: The practices that an organisation adopts to pursue its financial objectives in support of other key
objectives.
Why would you apply this process?:
• To understand the financial environment the Contract is
operating in.
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• To manage the financial resources available for the Contract.
• To inform the budget setting process for the Contract.
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Asset Management
Process
Contract Category:
Major Contract
Definition: The process of managing Contracts physical assets by way of their selection, maintenance,
inspection and renewal as defined in individual Contracts.
Why would you apply this process?:
• To maintain an accurate, up to date record of assets (property,
equipment, furniture, people) appertaining to the Contract.
• To effectively manage assets through the development and
application of service standards detailed in the Contract.
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• Ensure Asset Registers are in place for each category of asset
within the Contract.
• Ensure inventories are undertaken in line with the Contract.
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• Ensure planned lifecycle deliverables are provided in line with
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Exit Process
Contract Category:
Major Contract
Definition: -
The process of ensuring Business Continuity by managing the transition of relevant services to a
replacement supplier or back within the Authority without undue disruption to such services when
the Contract has come to the end of its term.
Why would you apply this process?:
• To ensure Business Continuity.
• To ensure there is no undue disruption to the service.
• To ensure the legal obligations for Exiting have been implemented
in accordance with the Contract.
• To ensure any employee related matters such as TUPE have been
considered and enacted where appropriate.
• To ensure the receipt of key information relating to capability,
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processes, resources, assets & key documentation.
• To ensure all final payments are made and that there are no
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outstanding invoices.
• Ensure the safe & legal movement of information.
Process Management
• To ensure Termination is undertaken in accordance with the
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Step-in Process
Contract Category:
Major Contract
Definition: -
The right given to the Authority to step-in and intervene in a contractually defined set of
circumstances i.e. major Contract breach to ensure continued delivery of service.
Why would you apply this process?:
• If the Authority felt a service was being unacceptably delivered
over a sustained period of time.
• If the Service Provider breaches the Contract terms &
conditions.
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Transition/Mobilisation
Process
Contract Category:
Major Contract
Definition: The process of implementing the transfer of service delivery responsibilities, and if appropriate,
assets and information to the incoming Service Provider.
Why would you apply this process?:
• To ensure a smooth transfer of services without the end users
noticing a change in provider.
• To ensure the Service Provider is operationally ready to
commence services.
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• To ensure all interested parties are aware of the key processes.
• To prevent service issues arising after transfer.
• To review the Service Providers processes to ensure the
deliver of correct standard of service.
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