The actions and responsibilities matrixes in this Guide bring together information on:
• key actions and decisions;
• the main stakeholders;
• the key documents; and key responsibilities.
The matrix on the following page relates to the contract development stage; there are similar matrixes in the next three parts of this Guide for the subsequent stages of contracting.
The matrixes provide an overview of the process steps, the role of each stakeholder group in these process steps, and the creation, use and amendment of key records.
The matrixes provide a guide for a generic contracting process. Contract managers are encouraged to prepare a tailored version suited to their particular contract and their entity's accountability framework. These matrixes can assist in ensuring stakeholders have a common understanding of the contracting process as well as their respective responsibilities.
The matrix is organised as follows:
• Key activities are listed in the left most column, in approximate sequential order. In some cases there may be some iteration of steps to achieve the required quality.
• Key stakeholders are listed as column headings above the next set of columns. These vary slightly in the four matrixes, as different stakeholders are involved at different stages. In the following matrix, the term 'senior manager' refers to the manager who has direct responsibility for the contract, and whose staff will undertake the necessary work. The term 'negotiation team' refers to the person or people who develop the contract and negotiate the contract through to contract signing. The term 'contract management team' refers to those responsible for managing the contract after signing. In some cases these roles may be done by the same person; in some cases there may be two teams, with some overlapping membership; and in other cases there may be a complete changeover.
• Key documents are identified in the final set of columns (shaded) list used in the contracting process. Again, there are some minor variations at the different stages.
For each row of action steps, a symbol is shown in the column for relevant stakeholders and documents indicating who has responsibility for the step, who is involved, and what documentation is used or updated. For example, in the following matrix, the second action (update risk plan) shows that this is the responsibility of the negotiating team, who update the risk plan, which is approved by the senior manager).
Looking down each column (one each for key stakeholder and documents) identifies the steps in which they have a particular role or responsibility. For example, in the following matrix, looking at the column for the risk plan shows it is updated early by the negotiating team, and then used on a number occasions to guide decisions (for example, choosing which stakeholders to involve will be guided by the risk analysis).