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Contract management
Although the majority of the effort is required in the preparation stages, the work does not stop there. The pre-contract planning will make it easier to run the contract – but it will not run itself.
Contract Management can be defined as “a method by which parties to a contract can uphold their obligations”. In other words, a two-way process that ensures that:
- Contracts are delivered as efficiently as they can be
- We get what we are paying for (value for money)
- Ways of improving service and delivery are sought on an ongoing basis
- Problems are dealt with and resolved as soon as possible
- Both the school and the supplier know what they need to do and how to accomplish it
Successful contract management involves developing working relationships as much as measuring performance and maintaining documentation. In order to run a contract effectively, a contract manager needs to understand and manage both the supplier and supply market, the customers and their needs. They should be aware of how changes may affect both supplier/ customer, and the importance of building a relationship with a supplier.
Contract Administration
When managing a contract, the contract manager should maintain a contract file. All contract documentation, correspondence, records of meetings, and similar information should be included for ease of reference. A separate file containing a ‘master copy’ of the contract itself should also be kept. This will provide a record of all the relevant information should someone else need to resolve a problem relating to the contract.
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Related pages
Measuring and managing performance
Supplier relationships
Dealing with problems of underperformance
Continuous improvement in contracts
Changing needs or requirements
Contact
Purchasing Advisory Service for Schools (PASS)
RES 1501, Shire Hall, Castle Hill, Cambridge, CB3 0AP
Chris Goody - Procurement Category Manager - Schools
Tel: 01223 715946
E-mail:
chris.goody@cambridges
hire.gov.uk
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