5.6. Knowledge Management

One of the key objectives of contract maintenance and knowledge management is ensuring the continuous availability of project related knowledge and information through the project lifecycle. This objective is achieved through efficient knowledge management by the contract management team.

Efficient knowledge management requires, among other things:

1. Maintaining a document/information management system - the degree of complexity and need of automation of the system would be dependent on project variables like project duration, scope, inter-linkages etc.

2. Establishing necessary tools and processes - these include policies and procedures for managing information, records and documents

3. Fostering an enabling culture - this helps adherence to specified policies and procedures and information/knowledge exchange at appropriate levels

To ensure continued service delivery, the contract administration function should define a contract expiry strategy which would come into effect at the end of the contract term. It should define the resources and procedures for ensuring continued service delivery after contract expiry. Developing, testing and periodically updating a contract expiry strategy is important in ensuring a smooth transition of services and continuity of service at the end of the agreement term.

The activities that form part of knowledge management is set out in the diagram given below: