Procurement Transformation Division
12 – 17 September 2014
Presented by Samantha Mathers
Centre of Excellence, Procurement Transformation Division

1. Purpose & objectives of this workshop
2. Why is contract management important?
3. QAO Audit Report Recommendations
4. Overview of One Government CMF
5. Supporting tools and templates
6. Effective contract management begins with early planning
7. Value / risk approach to contract management
8. Roles and responsibilities defined in the CMF
9. Contract management plans
10. Contract extensions & renewals
11. Operationalising the CMF in Agencies
12. Re-cap key messages
13. Further training and next steps
Introduction to Contract Management Workshop 12 - 17 September 2014

“
”
Which do you choose to be?
Introduction to Contract Management Workshop 12 - 17 September 2014

Purpose of this introductory workshop:
• to provide you with important information and improve your understanding of the new
Contract Management Framework (CMF) and supporting tools,
• so you can share knowledge and provide similar workshops within your own Agency.
Directed at ‘contract management leaders’
Objectives are to provide attendees with :
• an overview of the new CMF and supporting tools/templates & key messages
• an understanding of the key drivers behind the establishment of a contract management framework and supporting tools
• a better understanding of how some of the most frequently used tools are intended to be used (e.g. value risk matrix, contract management checklist, contract management plan, contract extension & renewal checklist)
• a presentation pack, that can be used to conduct training & information sessions within your Agency.
Not a substitute for more comprehensive contract management training
Introduction to Contract Management Workshop 12 - 17 September 2014

Benefits of contract management:
The effective management of contracts with suppliers is critical to Queensland
Government maximising benefits from procurement:
• Obtaining value for money
• Managing risk
• Maximising end user outcomes
Role of contract management in retaining and improving value for money
Effective contract / supplier management
Procurement
Activities
VfM achieved through procurement
Contract management benefit
Poor contract management
Ongoing contract management
(& category management activities)
Time
Introduction to Contract Management Workshop 12 - 17 September 2014

Introduction to Contract Management Workshop 12 - 17 September 2014

Develop and implement a contract management capability framework
 On-line procurement induction program to include contract management module
 Contract management training
Apply a value/risk matrix to define expectations for contract management and appropriate resource allocation to contracts
 Value/risk matrix
 One Government CMF
 Contract management plan &
Contract management checklist templates
Validate value for money before extending/renewing a contract, through assessment of contract risk, demand, supply market & supplier performance
 Checklist for contract extensions/renewals
 Fact Sheet (including FAQ’s)
 Contract Review Report template
 One Govt CMF
Introduction to Contract Management Workshop
Implement a contract management lifecycle system to enable spend analysis, monitoring of supplier performance, early triggers to prepare for contract expiry
 Q-Contracts
 Supporting processes
 Contract register
12 - 17 September 2014

Background to its development
Purpose
• Consistency
• Ensure contractual obligations are met, risks are managed, value obtained
• Describes the 3 major phases of the contract management lifecycle and key activities:
• Phase 1 – Contract set up
• Phase 2 – Contract management
• Phase 3 – Contract close out
Scope: focus is on contract management once a contract is in place (although planning is key)
Supporting materials:
• Tools & templates (see next slide)
• Fact sheets: Value Risk Matrix, Extending & Renewing Contracts
• Procurement guidance – Managing and monitoring supplier performance
Introduction to Contract Management Workshop 12 - 17 September 2014

Phase 1 – Contract set up tools and templates
Value/risk matrix
Contract management checklist
Classify a contract (as either routine, focused or strategic) based on value and risk.
Suitable for routine contracts – a brief summary of key information relevant to contract management.
Contract management plan Define the key activities and responsibilities for managing the contract.
Contract kick-off meeting template A guide for the contract kick-off meeting.
Phase 2 – Contract management tools and templates
Contract performance review meeting template
Support the contract manager to conduct and document a contract performance review meeting.
Risk register template
Checklist for contract extensions/renewals
Contract review report
Record and maintain a single repository for contract risks.
Record the value for money assessment of a contract extension or renewal (suitable for routine contracts)
Record the analysis performed and recommendation to extend or renew a contract, or transition to other suppliers.
Phase 3 – Contract close-out tools and templates
Lessons learned log template Document lessons learned throughout the contract lifecycle.
Close-out check list Confirm all close-out activities have been performed.
Introduction to Contract Management Workshop 12 - 17 September 2014

Contract management requires involvement during the Procurement process and not simply after the contract has been awarded.
Effective contract management starts at the sourcing process through to the relationship management of the supplier to ensure the optimum efficiency and increased service levels so as to avoid having to utilise contractual terms to achieve the performance expectations.
It’s a process that requires teamwork and partnership skills through regular reviews and engagement.
Introduction to Contract Management Workshop 12 - 17 September 2014

Value risk approach to contract management provides flexibility, requiring common sense & good judgment
• Contract management framework adopts a value/risk approach. Depending on how the contract is classified based on value and risk, the activities, focus and amount of effort can vary (see table on page 7 of CMF identifying whether key activities are required, recommended or optional).
• Discretion allowed, based on value & risk of contract. Apply common sense & good judgment. E.g. ‘routine’ contracts should be ‘light touch’.
• Value/risk assessment helps identify capability required to manage a contract
What is the role of the value/risk matrix (VRM)?
• VRM available at: http://www.hpw.qld.gov.au/aboutus/ReportsPublications/Guidelines/Pages/ContractManagementGuidelines.aspx
• How to use the matrix
• Some background about the questions on value (cost and ‘non-cost’ value) and risk
• Flexibility for Agencies to apply their own risk assessment methodology to answer questions about risk
Introduction to Contract Management Workshop 12 - 17 September 2014

• a Contract Owner?
• a Contract Manager?
• a Contract Administrator?
• Early identification of contract management skills/capability needed
• Contract managers contribute subject matter expertise & experience
• Sourcing lead in best position to develop contract management plan
(in consultation with contract manager – see next slide)
Better handover between sourcing lead & contract manager = smoother transition
Don’t “throw it over the fence!”
Introduction to Contract Management Workshop 12 - 17 September 2014

“…To support the contract start-up and effective contract management, most of the work required for developing a contract management plan can and should be done before the contract is signed …”
(Australian National Audit Office Better Practice
Guide on Contract Management http://www.anao.gov.au/Publications/Better-Practice-Guides
Sourcing lead is responsible for developing the CMP
(see below extract from RACI in Contract Management Framework)
Activity Sourcing Lead Contract
Owner
Contract
Manager
Contract
Administrator
1.4 Finalise contract management plan
R I A
Supplier
C
Key users
C
• Sourcing lead in best position to develop contract management plan
• Incorporate knowledge acquired through sourcing process & contract negotiations (e.g. risks to manage)
• Develop in consultation with contract manager
Our templates: Contract Management Checklist & Contract Management Plan
• You can use a CMP for multiple contracts (e.g. to manage a group of contracts under a SOA)
• Save a copy in Q-Contracts.
• Keep it up to date – the CMP is a living document (not ‘set and forget).
Introduction to Contract Management Workshop 12 - 17 September 2014

• QAO findings & recommendations
• Defensible position
• Checklist for contract extensions and renewals – what is its purpose?
• Contract Review Report template – when should it be used?
• Fact Sheet for Contract Extensions and Renewals – FAQ’s and useful examples
• Examples of when contracts might be extended/renewed (see Fact Sheet)
• Record keeping – keep a copy in Q-
Contracts (or contract management system used by your Agency)
Introduction to Contract Management Workshop 12 - 17 September 2014

What can agencies do to start ‘operationalising’ the CMF?
•
Deliver introductory workshops (like this one).
• Develop process and Agency specific guidance (if necessary)
•
Review & update any existing policies, procedures, guidance material to align with CMF and use tools available.
• Adapt the templates to further improve them as a ‘custom fit’ for your Agency.
•
Participate in training & capability development initiatives
• Identify contract managers in your Agency (and share contacts with PTD)
•
Share learnings & materials with PTD and other Agencies
• Ask for help if you need it
Introduction to Contract Management Workshop 12 - 17 September 2014

• One Government CMF and supporting tools and templates are available to use
• Become familiar with the roles and responsibilities identified in the CMF
• Need for greater collaboration between procurement/sourcing teams and contract managers in planning and development of contracts, and contract handover.
• Sourcing lead (procurement) is responsible for developing contract management plan
• Identify contract managers early so the ‘right people’ manage the ‘right contracts’
• Templates can be adapted by Agencies & modified to suit
• Value / risk approach to contract management requires sound judgment and common sense to be applied
• For contract extensions & renewals use the Checklist and other tools / guidance material available
• Be diligent with record keeping
• Contract management implementation by Agencies should be consistent with CMF
Introduction to Contract Management Workshop 12 - 17 September 2014

Contract management capability training & development … coming soon
•
PTD is in the process of selecting a training provider (to be appointed by end Sept 2014)
• 3 discrete contract management training workshops to be developed:
– Contract management fundamentals (1 day)
– Advanced contract management (2 days)
– Master class (1 day)
• Training provider will offer coaching and support program (for 6 months) after workshops
•
Pilots (of workshop) will begin in October-November
•
Roll-out ready by mid November 2014, with training schedule to be developed by supplier based on forecast demand from agencies
Next steps:
•
PTD is looking into the best way to deliver introduction workshops to regional areas
• Agencies can begin ‘operationalising’ CMF
• Contract management ‘leaders’ deliver introductory workshops within Agencies
Questions:
• Contact Sam Mathers at Samantha.mathers@hpw.qld.gov.au
or
•
Gully Chaudhry at Gulistan.CHAUDHRY@hpw.qld.gov.au
or
• betterprocurement@hpw.qld.gov.au
Introduction to Contract Management Workshop 12 - 17 September 2014