The contract administration manual should outline the range of knowledge management tools to be used to manage the contract. Knowledge management tools and record keeping are discussed in Chapter 7 of the Partnerships Victoria Contract management guide. These tools include a range of registers, policies, protocols, guidelines and procedures used to manage the contract. These tools will need to be updated in order to reflect the project lifecycle phase.
As knowledge management tools are a key input into the contract management function, a useful starting point is to leverage existing government party policies, protocols, guidelines and procedures for managing project information, records and documents. This approach will also ensure consistent contract management information processes are used across government.
In addition the contract administration manual should document any specific contractual arrangements related to the use of proprietary knowledge management tools.
It is critical to have a list of key documents and copies of up to date versions of each document. Over the life of the project, there will be many updates to documents such as the financial model, risk registers, and asset registers.