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:
__________________________________________________________ Action or step: | 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 | Announcement documentation |
| Review and update risks for this stage |
|
|
|
| |||||||||
| Finalise probity plan and requirements |
|
|
|
|
| ||||||||
| Ensure all parties are aware of probity requirements |
|
|
|
|
|
|
|
| |||||
| Develop negotiating strategy |
|
|
|
|
|
|
|
| |||||
| Undertake negotiations |
|
|
|
|
|
|
| ||||||
| Obtain final approval of the agreed contract |
|
|
|
|
|
|
|
|
| ||||
| Obtain all necessary material approvals |
|
| |||||||||||
| Develop announcement and signing approach |
|
|
|
|
| ||||||||
| Contract signing |
|
|
|
|
| ||||||||
| Enter details in financial and contract system(s); arrange public reporting |
|
| |||||||||||
| Advise and debrief unsuccessful tenders |
|
|
| ||||||||||
| Announcement |
|
|
|
| |||||||||
| Hand over of responsibility to contact management team |
|
|
|
|
|
|
| ||||||
| Complete and file all contract tendering, evaluation and decision documentation |
|
|
|
|
|
|
|
|
