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Contract Management Toolkit – a step-by-step guide for effective Contract Management –

Contract Management Toolkit – a step-by-step guide for effective Contract Management –.

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Contract Management Toolkit – a step-by-step guide for effective Contract Management –

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  1. Contract Management Toolkit – a step-by-step guide for effective Contract Management – 'The user is licensed to use this toolkit, associated files, CD-Rom and content contained within, in accordance with the Terms and Conditions set out in the Agreement for Contract Management and Consultancy Services between Sheffield City Council and the user. By accessing this toolkit and associated documents, you acknowledge that you agree with these Terms and Conditions.' Self Service Guide Click this link to open the guide

  2. Introduction: Contract Management Toolkit To help you to manage your Contracts & Agreements as effectively as possible, a series of processes have been identified a best practice approach to Contract Management. These processes need to be applied across all commercial relationships to ensure that you are getting best value out of your contract and to ensure that you are keeping legal in your commercial activities. The Contract Management Toolkit will enable you to identify and apply the processes that are relevant to your specific contract, which will vary, depending on the size and risk of the Contract. Toolkit Contents:Click this link to open the toolkit   ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  3. Introduction: Toolkit Contents • This self-service guide will help you to use the Toolkit’s features • in a step-by-step manner to: • Categorise your contract, based on value and risk • Identify all the relevant processes • Access guidance and documents to comply with the corporate approach, and apply currently identified best-practice. Image: FreeDigitalPhotos.net Contract Categorisation:Click this link to categorise a contract    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  4. Step 1 of 7: • Categorise your Contract: • To be able to apply the toolkit to your contract, you first need to determine which category – Major, Medium or Minor – your contract falls into. • Of course, each contract will vary, so some flexibility in the application of the following guidance is perfectly acceptable. • To categorise a Contract, a matrix is used to plot the Annual Cost of the Agreement, against the Level of Risk carried by your organisation. • Assessing the Risk Level is partly subjective, but as a minimum you should assess ‘Risk’ against the following criteria: • Duration of Agreement. • Reputation of your Organisation • Alignment of services to your Organisation priorities/ meeting policy requirements. • Scope of services provided. • Criticality of services provided. • For further assistance with Risk Assessment of your Contract, please contact the Strategic Contracts Management Team. Categorise your contract:Click this link to categorise your contract using the matrix    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  5. Step 2 of 7: Click here for aMinor Contract Click here for a Medium Contract Click here for a Major Contract Categorise yourContract: Instructions: • Determine the Annual Cost of your Contract • Determine the Risk Level of your Contract • Cross reference Cost & Risk using the Matrix opposite, and determine your Contract Category. • Click on the relevant link below to access your Contract Toolkit: - Major Contract Major Contract Major Contract Medium Contract Major Contract Medium Contract Minor Contract Medium Contract Medium Contract    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  6. Step 3 of 7: • Confirm your Contract Category Result: • You have defined your Contract as a: Minor Contract • A Minor Contract is categorised as being: • Below £25k in value, and of a Low Risk • If you are not sure that you have correctly categorised your contract, you can go back to the previous slide and repeat the process. • When you are happy you have categorised your Contract correctly, proceed to Step 2: Contract Management Toolkit Processes Contract Category:Minor Contract ?Still not sure:The Commercial Services Strategic Contract Management Team is available to offer advice & guidance with categorising your contract. Contact:0114 20 53110 Contract Management Processes:Click this link to view the Toolkit of Processes for your Contract    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  7. Step 4of 7: Contract Management Processes Contract Category:Minor Contract • The following Contract Management Toolkit provides guidance for all the processes that relate to a Minor Contract. • These processes are grouped into three types: - • Contract Process Management processes • Contract Performance Management processes • Strategic Relationship Management processes • The following slides will guide you step-by-step through the processes in each of these three categories. • Many of the processes will be fully relevant to your contract, and some processes may only be partially relevant. • The following guidance is designed to inform you which processes should be implemented, and to what extent. Image: Danilo Rizzuti / FreeDigitalPhotos.net Access the Toolkit & view the Process Managementprocesses    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  8. Step 5 of 7: Full Relevance Partial Relevance View the Performance & Strategic Relationship Management processes Contract Process Management: This table lists all the Contract Process Management processes which apply to a Minor Contract. The colour key indicates whether the guidance is Fully Relevant, or Partially Relevant, to the category of Contract. Click on the View Guidance links to access a page of guidance for each process. When you have worked through the guidance for each of these processes, use the link below to move to the Contract Performance Management processes for your contract.    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  9. Step 6 of 7: Full Relevance Partial Relevance Final Step: Summary of the Contract Management Toolkit ContractPerformance & Strategic Relationship Management: These tables list all the Contract Performance & Strategic Relationship Management processes which apply to a Minor Contract. The colour key indicates whether the guidance is Fully Relevant, or Partially Relevant, to the category of Contract. Click on the View Guidance links to access a page of guidance for each process.    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  10. Step 7 of 7: Contract Category:Minor Contract Final Step You have reached the end of this self-service guide to using the Contract Management Toolkit. Working through this step-by-step guide will have provided you with the guidance and tools to implement effective contract management processes for your commercial agreement. We hope that this resource has proved useful to you. We welcome your feedback so that we can improve our tools & guidance – please take a few moments to complete our feedback form. Use the Quick Links below to return to stages within this guide: Back to the Start Categorise your Contract Process Management Processes Performance & Strategic Relationship Processes    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  11. Step 3 of 7: • Confirm your Contract Category Result: • You have defined your Contract as a: Medium Contract • A Medium Contract is categorised as being: • Below £25k in value, and of a Medium Riskor, • Between £25k & £2M, and of a Low or Medium Risk • If you are not sure that you have correctly categorised your contract, you can go back to the previous slide and repeat the process. • When you are happy you have categorised your Contract correctly, proceed to Step 2: Contract Management Toolkit Processes Contract Category:Medium Contract ?Still not sure:The Commercial Services Strategic Contract Management Team is available to offer advice & guidance with categorising your contract. Contact:0114 20 53110 Step 2:Click this link to view the Toolkit of Processes for your Contract    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  12. Step 4 of 7: Contract Management Processes Contract Category:Medium Contract • The following Contract Management Toolkit provides guidance for all the processes that relate to a Medium Contract. • These processes are grouped into three types: - • Contract Process Management processes • Contract Performance Management processes • Strategic Relationship Management processes • The following slides will guide you step-by-step through the processes in each of these three categories. • Many of the processes will be fully relevant to your contract, and some processes may only be partially relevant. • The following guidance is designed to inform you which processes should be implemented, and to what extent. Image: Danilo Rizzuti / FreeDigitalPhotos.net Access the Toolkit & view the Process Managementprocesses    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  13. Step 5 of 7: Full Relevance Partial Relevance View the Performance & Strategic Relationship Management processes Contract Process Management: This table lists all the Contract Process Management processes which apply to a Medium Contract. The colour key indicates whether the guidance is Fully Relevant, or Partially Relevant, to the category of Contract. Click on the View Guidance links to access a page of guidance for each process. When you have worked through the guidance for each of these processes, use the link below to move to the Contract Performance Management processes for your contract.    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  14. Step 6 of 7: Full Relevance Partial Relevance Final Step: Summary of the Contract Management Toolkit ContractPerformance & Strategic Relationship Management: These tables list all the Contract Performance & Strategic Relationship Management processes which apply to a Medium Contract. The colour key indicates whether the guidance is Fully Relevant, or Partially Relevant, to the category of Contract. Click on the View Guidance links to access a page of guidance for each process.    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  15. Step 7 of 7: Contract Category:Medium Contract Final Step You have reached the end of this self-service guide to using the Contract Management Toolkit. Working through this step-by-step guide will have provided you with the guidance and tools to implement effective contract management processes for your commercial agreement. We hope that this resource has proved useful to you. We welcome your feedback so that we can improve our tools & guidance – please take a few moments to complete our feedback form. Use the Quick Links below to return to stages within this guide: Back to the Start Categorise your Contract Process Management Processes Performance & Strategic Relationship Processes    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  16. Step 3 of 7: • Confirm your Contract Category Result: • You have defined your Contract as a: Major Contract • A Major Contract is categorised as being: • Between £25k & £2M, and of a High Riskor, • Above £2M in value,and of a Low, Medium or High Risk • If you are not sure that you have correctly categorised your contract, you can go back to the previous slide and repeat the process. • When you are happy you have categorised your Contract correctly, proceed to Step 2: Contract Management Toolkit Processes Contract Category:Major Contract ?Still not sure:The Commercial Services Strategic Contract Management Team is available to offer advice & guidance with categorising your contract. Contact:0114 20 53110 Step 2:Click this link to view the Toolkit of Processes for your Contract    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  17. Step 4 of 7: Contract Management Processes Contract Category:Major Contract • The following Contract Management Toolkit provides guidance for all the processes that relate to a Major Contract. • These processes are grouped into three types: - • Contract Process Management processes • Contract Performance Management processes • Strategic Relationship Management processes • The following slides will guide you step-by-step through the processes in each of these three categories. • Many of the processes will be fully relevant to your contract, and some processes may only be partially relevant. • The following guidance is designed to inform you which processes should be implemented, and to what extent. Image: Danilo Rizzuti / FreeDigitalPhotos.net Access the Toolkit & view the Process Managementprocesses    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  18. Step 5 of 7: Full Relevance Partial Relevance View the Performance Managementprocesses Contract Process Management: This table lists all the Contract Process Management processes which apply to a Major Contract. The colour key indicates whether the guidance is Fully Relevant, or Partially Relevant, to the category of Contract. Click on the View Guidance links to access a page of guidance for each process. When you have worked through the guidance for each of these processes, use the link below to move to the Contract Performance Management processes for your contract.    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  19. Step 6 of 7: Full Relevance Partial Relevance Final Step: Summary of the Contract Management Toolkit ContractPerformance & Strategic Relationship Management: These tables list all the Contract Performance & Strategic Relationship Management processes which apply to a Major Contract. The colour key indicates whether the guidance is Fully Relevant, or Partially Relevant, to the category of Contract. Click on the View Guidance links to access a page of guidance for each process.    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  20. Step 7 of 7: Contract Category:Major Contract Final Step You have reached the end of this self-service guide to using the Contract Management Toolkit. Working through this step-by-step guide will have provided you with the guidance and tools to implement effective contract management processes for your commercial agreement. We hope that this resource has proved useful to you. We welcome your feedback so that we can improve our tools & guidance – please take a few moments to complete our feedback form. Use the Quick Links below to return to stages within this guide: Back to the Start Categorise your Contract Process Management Processes Performance & Strategic Relationship Processes    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  21. Change Process Definition: - The process of making amendments, however minor, to the Price or Terms & Conditions of a Contract, including all Schedules, Programme Agreements, Documents etc. The Change Process includes managing variations, side letters and verbal agreements. Contract Category:Minor Contract • Why would you apply this process?: - • To ensure proposed Change is legitimate and meets the • service needs. • To effectively manage any proposed amendments of the Contract which may be made by any party. • To control risks & value for money of any proposed amendments. • Create transparency & an audit trail for reaching agreement to the change. • Ensure any amendments are enacted. • Support an easy to use document management and reference system. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  22. Change Process Definition: - The process of making amendments, however minor, to the Price or Terms & Conditions of a Contract, including all Schedules, Programme Agreements, Documents etc. The Change Process includes managing variations, side letters and verbal agreements. Contract Category:Medium Contract • Why would you apply this process?: - • To ensure proposed Change is legitimate and meets the • service needs. • To effectively manage any proposed amendments of the Contract which may be made by any party. • To control risks & value for money of any proposed amendments. • Create transparency & an audit trail for reaching agreement to the change. • Ensure any amendments are enacted. • Support an easy to use document management and reference system. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  23. Change Process Definition: - The process of making amendments, however minor, to the Price or Terms & Conditions of a Contract, including all Schedules, Programme Agreements, Documents etc. The Change Process includes managing variations, side letters and verbal agreements. Contract Category:Major Contract • Why would you apply this process?: - • To ensure proposed Change is legitimate and meets the • service needs. • To effectively manage any proposed amendments of the Contract which may be made by any party. • To control risks & value for money of any proposed amendments. • Create transparency & an audit trail for reaching agreement to the change. • Ensure any amendments are enacted. • Support an easy to use document management and reference system. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  24. Payment Process Definition: - The process of collecting, recording and checking information submitted in accordance with the Contract that is required before payments are processed. Contract Category:Minor Contract • Why would you apply this process?: - • Promote payment certainty for the supply chain. • Optimise payment periods to minimise late payment penalties. • Provide transparent payments for all parties. • Ensure accurate payments are made in accordance with the Contract. • Effective management of financial transactions. • Ensure effective monitoring & auditing of all transactions. • Reduce disputes on payments. • Link Payments to Performance requirements in accordance with the Contract & make deductions for failure in service delivery. • Identify, reduce & remove financial risk. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  25. Payment Process Definition: - The process of collecting, recording and checking information submitted in accordance with the Contract that is required before payments are processed. Contract Category:Medium Contract • Why would you apply this process?: - • Promote payment certainty for the supply chain. • Optimise payment periods to minimise late payment penalties. • Provide transparent payments for all parties. • Ensure accurate payments are made in accordance with the Contract. • Effective management of financial transactions. • Ensure effective monitoring & auditing of all transactions. • Reduce disputes on payments. • Link Payments to Performance requirements in accordance with the Contract & make deductions for failure in service delivery. • Identify, reduce & remove financial risk. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  26. Payment Process Definition: - The process of collecting, recording and checking information submitted in accordance with the Contract that is required before payments are processed. Contract Category:Major Contract • Why would you apply this process?: - • Promote payment certainty for the supply chain. • Optimise payment periods to minimise late payment penalties. • Provide transparent payments for all parties. • Ensure accurate payments are made in accordance with the Contract. • Effective management of financial transactions. • Ensure effective monitoring & auditing of all transactions. • Reduce disputes on payments. • Link Payments to Performance requirements in accordance with the Contract & make deductions for failure in service delivery. • Identify, reduce & remove financial risk. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  27. Risk Management Process Definition: - The process of identifying, documenting, evaluating, mitigating and tracking of risks arising within a Contract/Commercial relationship and is applied throughout the Contract’s whole life. Contract Category:Minor Contract • Why would you apply this process?: - • Identify all risks associated with the Contract, recognising that risks may change throughout the duration of the Contract. • Differentiate between the risks that are transferring to the Service Provider, being retained by the Authority & being shared between both parties & understanding which party is responsible for which risk. • Ensure risks are effectively managed by identifying and actioning appropriate mitigation processes. • Ensure processes are transparent and auditable through stringent recording systems. • Enable monitoring, review & management of ongoing risks. • Provide an effective process which contributes to the Authority’s overall risk management activities. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  28. Risk Management Process Definition: - The process of identifying, documenting, evaluating, mitigating and tracking of risks arising within a Contract/Commercial relationship and is applied throughout the Contract’s whole life. Contract Category:Medium Contract • Why would you apply this process?: - • Identify all risks associated with the Contract, recognising that risks may change throughout the duration of the Contract. • Differentiate between the risks that are transferring to the Service Provider, being retained by the Authority & being shared between both parties & understanding which party is responsible for which risk. • Ensure risks are effectively managed by identifying and actioning appropriate mitigation processes. • Ensure processes are transparent and auditable through stringent recording systems. • Enable monitoring, review & management of ongoing risks. • Provide an effective process which contributes to the Authority’s overall risk management activities. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  29. Risk Management Process Definition: - The process of identifying, documenting, evaluating, mitigating and tracking of risks arising within a Contract/Commercial relationship and is applied throughout the Contract’s whole life. Contract Category:Major Contract • Why would you apply this process?: - • Identify all risks associated with the Contract, recognising that risks may change throughout the duration of the Contract. • Differentiate between the risks that are transferring to the Service Provider, being retained by the Authority & being shared between both parties & understanding which party is responsible for which risk. • Ensure risks are effectively managed by identifying and actioning appropriate mitigation processes. • Ensure processes are transparent and auditable through stringent recording systems. • Enable monitoring, review & management of ongoing risks. • Provide an effective process which contributes to the Authority’s overall risk management activities. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  30. Resource Planning Process Definition: - The organising and effective application of physical, human and financial resources to ensure the successful delivery of the Contract’s programmed activities. Contract Category:Minor Contract • Why would you apply this process?: - • To identify adequate resources in advance of activities • To inform key personnel well in advance of activities requiring their input. • To ensure resources are deployed effectively. • Identify potential risks/issues. • To identify resources required to achieve specified outcomes. • Ensure effective service development and planning. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  31. Resource Planning Process Definition: - The organising and effective application of physical, human and financial resources to ensure the successful delivery of the Contract’s programmed activities. Contract Category:Medium Contract • Why would you apply this process?: - • To identify adequate resources in advance of activities • To inform key personnel well in advance of activities requiring their input. • To ensure resources are deployed effectively. • Identify potential risks/issues. • To identify resources required to achieve specified outcomes. • Ensure effective service development and planning. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  32. Resource Planning Process Definition: - The organising and effective application of physical, human and financial resources to ensure the successful delivery of the Contract’s programmed activities. Contract Category:Major Contract • Why would you apply this process?: - • To identify adequate resources in advance of activities • To inform key personnel well in advance of activities requiring their input. • To ensure resources are deployed effectively. • Identify potential risks/issues. • To identify resources required to achieve specified outcomes. • Ensure effective service development and planning. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  33. Milestones Timeline Process Definition: - The process of identifying and diarising events e.g. payments dates, document submission dates, meeting dates etc; that will occur within the term of a Contract. The timeline is used to check fulfilment of Service Provider commitments as well as a tool for planning the management of future activities. Contract Category:Minor Contract • Why would you apply this process?: - • To identify all the activities, obligations & entitlements in the Contract for the term of the Contract. • To identify responsible parties for each event. • To ensure milestones are captured and recorded to enable effective monitoring and measurement of progress. • To enable effective management of Contracts. • To give a shared understanding and transparency of a Contract. • To identify potential issues, concerns & barriers. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  34. Milestones Timeline Process Definition: - The process of identifying and diarising events e.g. payments dates, document submission dates, meeting dates etc; that will occur within the term of a Contract. The timeline is used to check fulfilment of Service Provider commitments as well as a tool for planning the management of future activities. Contract Category:Medium Contract • Why would you apply this process?: - • To identify all the activities, obligations & entitlements in the Contract for the term of the Contract. • To identify responsible parties for each event. • To ensure milestones are captured and recorded to enable effective monitoring and measurement of progress. • To enable effective management of Contracts. • To give a shared understanding and transparency of a Contract. • To identify potential issues, concerns & barriers. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  35. Milestones Timeline Process Definition: - The process of identifying and diarising events e.g. payments dates, document submission dates, meeting dates etc; that will occur within the term of a Contract. The timeline is used to check fulfilment of Service Provider commitments as well as a tool for planning the management of future activities. Contract Category:Major Contract • Why would you apply this process?: - • To identify all the activities, obligations & entitlements in the Contract for the term of the Contract. • To identify responsible parties for each event. • To ensure milestones are captured and recorded to enable effective monitoring and measurement of progress. • To enable effective management of Contracts. • To give a shared understanding and transparency of a Contract. • To identify potential issues, concerns & barriers. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  36. Service Planning Process Definition: - The planning and implementation process of service objectives developed out of the Service Review process. Contract Category:Minor Contract • Why would you apply this process?: - • To further develop the outcomes of the Service Review. • To support annual budget forecasting. • To support, review and develop Key Performance Indicators if applicable to the Contract. • To ensure that services being provided by an external provider continue to meet the broader service objectives. • To effectively improve service delivery. • To develop service provision in accordance with the Contract. • To ensure the Contract is in line with Corporate and service objectives. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  37. Service Planning Process Definition: - The planning and implementation process of service objectives developed out of the Service Review process. Contract Category:Medium Contract • Why would you apply this process?: - • To further develop the outcomes of the Service Review. • To support annual budget forecasting. • To support, review and develop Key Performance Indicators if applicable to the Contract. • To ensure that services being provided by an external provider continue to meet the broader service objectives. • To effectively improve service delivery. • To develop service provision in accordance with the Contract. • To ensure the Contract is in line with Corporate and service objectives. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  38. Service Planning Process Definition: - The planning and implementation process of service objectives developed out of the Service Review process. Contract Category:Major Contract • Why would you apply this process?: - • To further develop the outcomes of the Service Review. • To support annual budget forecasting. • To support, review and develop Key Performance Indicators if applicable to the Contract. • To ensure that services being provided by an external provider continue to meet the broader service objectives. • To effectively improve service delivery. • To develop service provision in accordance with the Contract. • To ensure the Contract is in line with Corporate and service objectives. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  39. Contract Health Check Process Definition: - The process of reviewing the elements of a Contract that relate to its financial well being. Contract Category:Minor Contract • Why would you apply this process?: - • To ensure that there are no issues likely to affect the performance of the Contract. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  40. Contract Health Check Process Definition: - The process of reviewing the elements of a Contract that relate to its financial well being. Contract Category:Medium Contract • Why would you apply this process?: - • To ensure that there are no issues likely to affect the performance of the Contract. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  41. Contract Health Check Process Definition: - The process of reviewing the elements of a Contract that relate to its financial well being. Contract Category:Major Contract • Why would you apply this process?: - • To ensure that there are no issues likely to affect the performance of the Contract. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  42. Notice/Termination Process Definition: - The process of managing the unplanned ending of a Contract by either party due to breach of conditions by the Service Provider or Contractual voluntary termination by the Authority. Contract Category:Minor Contract • Why would you apply this process?: - • To manage the Contract risks raised by early termination. • To ensure the Contractual relationship is dissolved lawfully. • To manage the continued delivery of Contracted services. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  43. Notice/Termination Process Definition: - The process of managing the unplanned ending of a Contract by either party due to breach of conditions by the Service Provider or Contractual voluntary termination by the Authority. Contract Category:Medium Contract • Why would you apply this process?: - • To manage the Contract risks raised by early termination. • To ensure the Contractual relationship is dissolved lawfully. • To manage the continued delivery of Contracted services. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  44. Notice/Termination Process Definition: - The process of managing the unplanned ending of a Contract by either party due to breach of conditions by the Service Provider or Contractual voluntary termination by the Authority. Contract Category:Major Contract • Why would you apply this process?: - • To manage the Contract risks raised by early termination. • To ensure the Contractual relationship is dissolved lawfully. • To manage the continued delivery of Contracted services. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  45. Dispute Resolution Procedure Process Definition: - The process for settling disputes generally through an escalation process within the Contracts internal Governance structures or within the Contract’s defined dispute resolution forums. Contract Category:Minor Contract • Why would you apply this process?: - • To effectively manage the resolution of disagreements between the Authority & Service Provider. • To minimise costs. • To preserve the working relationship between the Authority & Service Provider. • To minimise impact on service delivery. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  46. Dispute Resolution Procedure Process Definition: - The process for settling disputes generally through an escalation process within the Contracts internal Governance structures or within the Contract’s defined dispute resolution forums. Contract Category:Medium Contract • Why would you apply this process?: - • To effectively manage the resolution of disagreements between the Authority & Service Provider. • To minimise costs. • To preserve the working relationship between the Authority & Service Provider. • To minimise impact on service delivery. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  47. Dispute Resolution Procedure Process Definition: - The process for settling disputes generally through an escalation process within the Contracts internal Governance structures or within the Contract’s defined dispute resolution forums. Contract Category:Major Contract • Why would you apply this process?: - • To effectively manage the resolution of disagreements between the Authority & Service Provider. • To minimise costs. • To preserve the working relationship between the Authority & Service Provider. • To minimise impact on service delivery. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  48. Performance Management Process Definition: - The activity of tracking performance against targets, identifying opportunities for improvements and calculating deductions that may be applied through application of the relevant Contract performance mechanism. Contract Category:Minor Contract • Why would you apply this process?: - • To ensure the provision of service/goods to meet the needs of customers, Stakeholders & the terms of the Contract. • Ensuring best value through the delivery of high quality services & goods. • Measure service performance against agreed performance targets applying calculated deductions when appropriate. • Ensure effective monitoring of service performance and implementing service improvements when standards are not met. • Encourage continual improvement. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  49. Performance Management Process Definition: - The activity of tracking performance against targets, identifying opportunities for improvements and calculating deductions that may be applied through application of the relevant Contract performance mechanism. Contract Category:Medium Contract • Why would you apply this process?: - • To ensure the provision of service/goods to meet the needs of customers, Stakeholders & the terms of the Contract. • Ensuring best value through the delivery of high quality services & goods. • Measure service performance against agreed performance targets applying calculated deductions when appropriate. • Ensure effective monitoring of service performance and implementing service improvements when standards are not met. • Encourage continual improvement. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

  50. Performance Management Process Definition: - The activity of tracking performance against targets, identifying opportunities for improvements and calculating deductions that may be applied through application of the relevant Contract performance mechanism. Contract Category:Major Contract • Why would you apply this process?: - • To ensure the provision of service/goods to meet the needs of customers, Stakeholders & the terms of the Contract. • Ensuring best value through the delivery of high quality services & goods. • Measure service performance against agreed performance targets applying calculated deductions when appropriate. • Ensure effective monitoring of service performance and implementing service improvements when standards are not met. • Encourage continual improvement. Click the icon to access the Guidance Document for this process Return to the Contract Process Managementlist    Back to the beginning ExitShow Back to previous slide Strategic Contract Management Team: Tel: 0114 20 53110 Contract Management Toolkit - Self-Service Guide

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