Contracts Administration - From Award to Completion

It is well-known that the best tendering and contract writing is of limited value if the contract is not carefully administered from award to completion. Therefore, world-class organizations view best practices in contract administration as essential skill sets needed by all employees involved in the contract management process. The participant will be guided through the many steps of contract administration from the time the award is made through to the final acceptance, payment, and the contract close-out so that the total objectives of entering into the contract are achieved. This program is designed to present contract administration as more than just a job or activity but as an important profession essential to the organization's ability to meet its goals.

Seminar Objectives:

Upon completion of this seminar, participants will know:

  • How To Provide Better Outcomes From Contracts
  • Important Elements Of Contract Administration
  • Preparation of Post Award Meetings
  • Contract Termination Issues
  • What Should be in a Force Majeure Clause
  • Review Contract Close-Out Issues
  • The Inputs And Outputs In Contract Administration

Organizational Outcomes:

The organization will benefit by:

  • Better Outcomes From Contracts For All Outsourced Activities
  • Greater Strategic Focus Of Those Involved In Contracting Administration
  • Higher Productivity Of Contract Administration Personnel
  • Reduced Total Cost Of Ownership Resulting From Better Contract Management
  • Improved Contractor Performance

Personal Outcomes:

Attendees will gain by participation in this program as a result of:

  • Increased Skill Sets In Contract Administration
  • A Greater Sense Of Professionalism
  • Increased Confidence In Dealing With Contract Issues
  • Greater Ability To Lead Contracts To Successful Conclusions
  • Increased Recognition By The Organization Due To Improved Performance

 

Who Should Attend?

  • Contract Administrators, Project Coordinators, Contracts Officers and Managers, Buyers, Procurement/Purchasing Managers, Project Managers,
  • Maintenance Managers and Systems Managers and all others in organizations whose leadership wants world-class skills sets in those involved in contract management activities.
  • The program is a great way to develop those new to the function, prepare for a major project, or use it as a refresher for veterans.

Seminar Outline: Key Learning Objectives

Segment 1:  Effective Contract Administration

  • Objectives Of Contract Administration
  • Steps in the Contract Administration Phase of Contract Management
  • The Most Critical Elements
  • Typical Inputs To Contract Administration

Segment 1 sets the stage for the program and emphasizes that with the ever-increasing quantity of outsourcing by organizations, Contract Administration is emerging as a critical competency for professionals and managers in most functional activities. 

Segment 2:  Analysis of the Contract 

  • Starting The Contract File
  • Understanding the Statement of Work
  • Establishing Major Deliverables
  • Post-Award Conference

Segment 2 focuses on the issues of understanding what the contract covers and the challenges that will be faced in its proper administration.

Segment 3:  Typical Outputs of Contract Administration

  • Forecasting Performance
  • Monitoring Progress
  • Risk Analysis
  • Firm Fixed Price Contracts (Lump Sum)

Segment 3 reviews the typical outputs of good contract administration and establishes additional responsibilities for those having contract management responsibilities.

Segment 4:  Maintaining Schedules & Dealing with Changes

  • Expediting Techniques
  • Contract Changes
  • Example Changes Clause
  • Requesting Cost Breakdowns

Segment 4 presents solutions to two major issues in contract administration: on-time delivery and controlling the impact of changes.

Segment 5:  Issues In Contract Performance

  • Force Majeure
  • Buyer's Rights Before Performance is Due
  • Types Of Contract Termination
  • Breach Of Contract
  • Remedies for Breach of Contract

Segment 5 explores the reality that contracts do not always end in the way that the parties contemplated in the beginning. 

Segment 6:  Acceptance and Close Out

  • Warranties
  • Final Acceptance
  • Supplier Contractor Relations
  • Claims And Disputes
  • Close-Out Procedures
  • Post Contract Review Meeting

Segment 6 will discuss many aspects of the final phases of the contract to ensure that the reasons for entering into the contract were accomplished.