Course Description
Successful contract management requires a successful closeout. Many agencies struggle with this step in the contract lifecycle because personnel infrequently face this task and it’s considered less important than other tasks. All employees involved in the contracting process need to be able to deploy best practices in post-award contract administration to enable their organisations to get the full benefit from procurement activity. Closing out a contract can be as critical a task as awarding the contract. You will gain the skills to effectively deal with contractors and other stakeholders to ensure that contracts are closed according to the terms laid out and to handle problems or issues that may arise.
This 5 day-training course will provide a practical hands-on approach to the effective creation of contracts and the management of both the contract and the project to which it relates.
What Do Participants Learn?
At the end of this training seminar, you will learn to:
- Be able to provide better outcomes from contracts
- Update their Contract administration techniques
- Monitor contract performance
- Manage the contract change process
- Know how to analyse contract obligations and risks
- Manage contract default, and consider remedies including termination
- Prepare for contract claims and disputes
- Review acceptance and Contract closeout issues
- Discuss organizational structures and players required for closeout
- Execute the steps required to close out different types of contracts
- Handle items of special concern
Who Should Attend?
What Will the Learning Experience Include?
Phase: 1
Introduce
- Comprehensive pre-program activities include:
- Web-based information forms & surveys completed by attendee.
- Direct consultation with the attendee about the expectations.
- During the training, participants engage in data, activities, and conversations that lead to insight and knowledge.
- Participants learn from expert trainers who have both academic and business experiences.
- Highly applicable training content & instructive activities for adding depth to training topics.
- **A half-day site visit for integrating the experience & plan next steps. Opportunities to provide connections, ideas & support.
Phase: 2
Explore & Practice
Phase: 3
Apply
- Apply & sustain the learning experience by using this ongoing support:
- To ensure participant has new skills or behavior progress.
- Optional, fee-based mentoring & coaching with the trainer.
- Training materials & additional documents (e-books, pdf files, presentations and articles)
- Evaluate your training experience by giving us feedbacks and help us to reach our organizational goals.
- Participant's Evaluation
- Trainer's Evaluation
Phase: 4
EVALUATE
Section One: Objectives of Contract Administration
- Effective Contract Administration
- Causes and effects of contract failure
- Analysis of the Contract requirements
- Defining the Job to be done – specifications and statements of work
- Key Players In Contract Administration
- Typical Outputs Of Contract Administration
Section Two: Managing Contract Risks
- Why risk management is key to successful outcomes
- Risks and selecting the right contract structure
- Identifying contract risks
- Assessing and allocating risk
- The risk (and opportunities) of types of contract – including traditional, lump sum, schedule of rates, reimbursable, partnering
- The management information required from the contractor to engender trust
- Consequences of inadequate and misleading data
- Responses To risk
- Contract Types
- Important contract clauses concerning risk
- Using Bonds and guarantees
- Working with service level agreements
Section Three: Contract Closeout Procedures
- Contract Completion Statement
- Physical Completion
- Time Standards for Closing Contract Files
- Organizational Structure
- Personnel Involved
- Types of Contract Files
- Contents of Contract Files
- Closeout Procedures
- Basic Closeout Principles
- Closeout Steps
- Accelerated Closeout
- Areas of Special Concern
- Effects of Contract Termination on Closeout Procedures
Section Four: Dispute Analysis & Assessment
- Executing risk, problem and opportunity management plans
- Skills transfer
- Implementing project control metrics tracking
- Inchstone planning
- Addressing the people, process, product, and timing
- Dealing with non-performance/default – Acquiescence, Dispute or Action plans?
- Dispute Management and Resolution
- The strengths and weaknesses of different approaches to resolving disputes
- Stabilization conceptual overview
- Initial questionnaire
- Performing an assessment
- Process capability studies
- Setting acceptance criteria