Key steps in this activity include:

a.

Identify channels for communication between all parties for different types of contract issues that may arise. Share with all concerned including the supplier where appropriate.

b.

Establish appropriate response timeframes for contract communications (eg emails might be acknowledged same day and responded to within 24 hours unless the issue is complex).

c.

Set up contract meeting and reporting schedules.

d.

Establish a correspondence log to ensure you don't miss key contractual dates and you appropriately action all issues.

e.

Include this information in the contract management plan (see step 0.1).

Tip - different types of contract meetings

• Regular progress meetings that involve the supplier, your contract management team and other key staff from the procuring entity if required. These meetings are to discuss performance, contract events or milestones, changes to user requirements, review risks and to consider proposed actions or responses to current or potential issues.

• Technical meetings, as required, that involve specialist technical representatives from the contract management team, the contract manager and the supplier, to review technical reports and performance data and discuss technical issues.

• Longer-term reviews and audits to evaluate the achievement of objectives, results against budget, user satisfaction, the extent to which value for money is being achieved and requirements are being met, and how to address any emerging issues.

• Issue specific meetings may be required if an issue emerges that, if not addressed promptly, will have significant impact on the management, performance or delivery of the contract.