Key actions and responsibilities matrix: Formalising the contract
| This matrix shows a typical sequence of steps in finalising a contract, the key stakeholder groups involved and documents produced:
| Senior management / Minister | Senior manager | User groups | Negotiation team | Contract management team | Specialist advisers | Preferred contractor | Negotiating strategy | Risk plan | Probity plan | Financial plan | Contract | Contract Management Plan | Announcement documentation | ||||||||||
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| Review and update risks for this stage |
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| Finalise probity plan and requirements |
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| Ensure all parties are aware of probity requirements |
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| Develop negotiating strategy |
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| Undertake negotiations |
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| Obtain final approval of the agreed contract |
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| Obtain all necessary material approvals |
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| Review and update contract management plan |
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| Develop announcement and signing approach |
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| Contract signing |
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| Enter details in financial and contract system(s); arrange public reporting |
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| Advise and debrief unsuccessful tenders |
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| Announcement |
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| Handover of responsibility to contract management team |
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| Complete and file all contract tendering, evaluation and decision documentation |
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