KEY ACTIONS AND RESPONSIBILITIES MATRIX

This matrix outlines a typical sequence of steps during contract management and the key stakeholder groups and documents involved:

Legend

has responsibility for this step

involved in this step (e.g. giving advice, being briefed)

gives formal approval

Document is used

Documents are created or updated (see explanation of this table at the end of Part 2, page 46)

____________________________________________
Action or step:

Senior manager / steering committee

User groups

Contract management team

Specialist advisers

Contractor

Risk plan

Financial plan

Contract-general condition and provisions

Contract-service specification

Contract-performance management arrangements

Performance reports and invoices

Steering committee reports(or equivalent)

User group news letter or equivalent

Commencement

Review and update risk assessments

Finalise any procedural aspects

Ensure all parties understand contract

Double check insurances and indemnities

Arrange contractor access and others as needed

Ongoing operations (for example monthly)

Contractor delivers services

Contractor invoices

Contractor provides performance information

Contract manager assesses performance

Contract manager makes appropriate payments

Contract manager keeps stakeholders informed

Contract manager resolves problems

Formal contract review (for example 3 or 6 monthly)

Contract manager collects cyclic performance information (e.g. user surveys)

Contract manager assesses performance

Review and update of risk plan

Report to senior management on status, issues, recommended actions

Complete or schedule actions arising

Keep stakeholders informed