Copyright © 2010-2011 Sheffield City Council Contract Management Toolkit – a step-by-step guide for effective Contract Management – Self Service Guide.

Copyright © 2010-2011 Sheffield City Council Contract Management Toolkit – a step-by-step guide for effective Contract Management – Self Service Guide Click this link to open the guidethis link '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.'

Copyright © 2010-2011 Sheffield City Council 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 toolkitthis link Contract Management Toolkit - Self-Service Guide Strategic Contract Management Team: Tel: 0114 20 53110  Back to previous slide Introduction:  Exit Show

Copyright © 2010-2011 Sheffield City Council Toolkit Contents Contract Categorisation: Click this link to categorise a contractthis link Contract Management Toolkit - Self-Service Guide  This self-service guide will help you to use the Toolkit’s features in a step-by-step manner to: 1.Categorise your contract, based on value and risk 2.Identify all the relevant processes 3.Access guidance and documents to comply with the corporate approach, and apply currently identified best- practice. Image: FreeDigitalPhotos.net Back to previous slide Back to the beginning  Introduction:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council 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. Back to previous slide Back to the beginning Contract Management Toolkit - Self-Service Guide  Categorise your contract: Click this link to categorise your contract using the matrixthis link  Step 1 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Categorise your Contract: Back to previous slide 1.Determine the Annual Cost of your Contract 2.Determine the Risk Level of your Contract 3.Cross reference Cost & Risk using the Matrix opposite, and determine your Contract Category. 4.Click on the relevant link below to access your Contract Toolkit: - Contract Management Toolkit - Self-Service Guide  Major Contract Major Contract Major Contract Major Contract Medium Contract Medium Contract Medium Contract Minor Contract Click here for a Minor Contract Click here for a Medium Contract Click here for a Major Contract Instructions: Back to the beginning  Step 2 of 7:  Exit Show Medium Contract Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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.go back to the previous slide When you are happy you have categorised your Contract correctly, proceed to Step 2: Contract Management Toolkit Processes ? 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 Contractthis link Contract Category: Minor Contract Back to the beginning  Step 3 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Contract Management Processes 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. Access the Toolkit & view the Process Management processes Process Management Contract Category: Minor Contract Back to the beginning  Step 4of 7: Image: Danilo Rizzuti / FreeDigitalPhotos.net  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Contract Process Management: Minor Contract Processes - Contract Process Management Processes - Change  View guidance Payment  View guidance Risk Management  View guidance Resource Planning  View guidance Milestone Timelines  View guidance Service Planning  View guidance Contract Health Checking  View guidance Notice / Termination  View guidance Dispute Resolution Procedure  View guidance 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. Full Relevance Partial Relevance View the Performance & Strategic Relationship Management processes Performance & Strategic Relationship Back to the beginning  Step 5 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Minor Contract Processes - Contract Performance Management Processes - Performance Management  View guidance Benefits Management  View guidance Service Review  View guidance Audit  View guidance Benchmarking / Market Testing  View guidance - Strategic Relationship Management Processes - Governance  View guidance Communications / Branding  View guidance Relationship Management  View guidance Stakeholder Management  View guidance Contract Performance & 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. Final StepFinal Step: Summary of the Contract Management Toolkit Back to the beginning  Step 6 of 7:  Exit Show Full Relevance Partial Relevance Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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.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  Contract Category: Minor Contract Step 7 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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 Risk or, 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.go back to the previous slide When you are happy you have categorised your Contract correctly, proceed to Step 2: Contract Management Toolkit Processes ? 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 Contractthis link Contract Category: Medium Contract Back to the beginning  Step 3 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Contract Management Processes 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 Management processes Process Management Contract Category: Medium Contract Back to the beginning  Step 4 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Contract Process Management: Medium Contract Processes - Contract Process Management Processes - Change  View guidance Payment  View guidance Project Management  View guidance Risk Management  View guidance Resource Planning  View guidance Milestone Timelines  View guidance Service Planning  View guidance Business Continuity  View guidance Contract Health Checking  View guidance Notice / Termination  View guidance Dispute Resolution Procedure  View guidance Operational Contract Manual  View guidance 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. View the Performance & Strategic Relationship Management processes Performance & Strategic Relationship Back to the beginning  Step 5 of 7:  Exit Show Full Relevance Partial Relevance Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Medium Contract Processes - Contract Performance Management Processes - Performance Management  View guidance Benefits Management  View guidance Service Review  View guidance Audit  View guidance Benchmarking / Market Testing  View guidance - Strategic Relationship Management Processes - Governance  View guidance Communications / Branding  View guidance Relationship Management  View guidance Stakeholder Management  View guidance Contract Performance & 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. Final StepFinal Step: Summary of the Contract Management Toolkit Back to the beginning  Step 6 of 7:  Exit Show Full Relevance Partial Relevance Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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.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  Contract Category: Medium Contract Step 7 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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 Risk or, 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.go back to the previous slide When you are happy you have categorised your Contract correctly, proceed to Step 2: Contract Management Toolkit Processes ? 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 Contractthis link Contract Category: Major Contract Back to the beginning  Step 3 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Image: Danilo Rizzuti / FreeDigitalPhotos.net Back to previous slide Contract Management Toolkit - Self-Service Guide  Contract Management Processes 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. Access the Toolkit & view the Process Management processes Process Management Contract Category: Major Contract Back to the beginning  Step 4 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Contract Process Management: Major Contract Processes - Contract Process Management Processes - Change  View guidance Payment  View guidance Project Management  View guidance Risk Management  View guidance Resource Planning  View guidance Milestone Timelines  View guidance Service Planning  View guidance Business Continuity  View guidance Financial Updates & Modelling  View guidance Financial Strategy  View guidance Contract Health Checking  View guidance Asset Management  View guidance Exit  View guidance Step-in  View guidance Notice / Termination  View guidance Transition / Mobilisation  View guidance Dispute Resolution Procedure  View guidance Operational Contract Manual  View guidance 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. View the Performance Management processes Performance Management Back to the beginning  Step 5 of 7:  Exit Show Full Relevance Partial Relevance Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Major Contract Processes - Contract Performance Management Processes - Performance Management  View guidance Benefits Management  View guidance Service Review  View guidance Audit  View guidance Benchmarking / Market Testing  View guidance Contract Performance & 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. - Strategic Relationship Management Processes - Governance  View guidance Communications / Branding  View guidance Relationship Management  View guidance Stakeholder Management  View guidance Final StepFinal Step: Summary of the Contract Management Toolkit Back to the beginning  Step 6 of 7:  Exit Show Full Relevance Partial Relevance Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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.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  Contract Category: Major Contract Step 7 of 7:  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Payment Process Definition: - The process of collecting, recording and checking information submitted in accordance with the Contract that is required before payments are processed. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Payment Process Definition: - The process of collecting, recording and checking information submitted in accordance with the Contract that is required before payments are processed. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Payment Process Definition: - The process of collecting, recording and checking information submitted in accordance with the Contract that is required before payments are processed. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Service Planning Process Definition: - The planning and implementation process of service objectives developed out of the Service Review process. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Service Planning Process Definition: - The planning and implementation process of service objectives developed out of the Service Review process. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Service Planning Process Definition: - The planning and implementation process of service objectives developed out of the Service Review process. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Contract Health Check Process Definition: - The process of reviewing the elements of a Contract that relate to its financial well being. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Contract Health Check Process Definition: - The process of reviewing the elements of a Contract that relate to its financial well being. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Contract Health Check Process Definition: - The process of reviewing the elements of a Contract that relate to its financial well being. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  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. Return to the Contract Process Management list Contract Process Management 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 Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show 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. 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 Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Benefits Realisation Management Process Definition: - The continuation of the process commenced during the procurement phase to proactively manage the realisation or delivery of Project Benefits in accordance with the Benefits Realisation Plan devised during the procurement phase, and developed throughout the Contract term. Benefits can be both financial and non-financial, but must be measureable and reportable. Benefits must also be in line with key Authority objectives. Return to the Contract Process Management list Contract Process Management Why would you apply this process?: - To adopt the Benefits Realisation Management (BRM) Plan which has been developed and managed throughout the procurement phase. (If a BRM Plan has not been developed, it is essential to develop one at the earliest opportunity & to manage this is to realise Benefits and to demonstrate that the Contract is contributing to the Council’s key objectives). To identify an owner for each Benefit to be managed/realised. To ensure Project Benefits are realised throughout the life of the Contract through the management of the BRM Plan, in conjunction with the execution of the Contract. Monitor progress & report to the relevant board. Review BRM Plan on a regular basis and take corrective action if Benefits are not being achieved. Critically review all proposed changes impacting on the Contract to ensure each change will deliver Benefits, in the context of the Contract, and which align to the Council’s key objectives. Re-process the BRM Plan to take account of agreed changes which will impact upon the Contract. To undergo formal Gateway Reviews for Benefits Realisation. Click the icon to access the Guidance Document for this process Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Benefits Realisation Management Process Definition: - The continuation of the process commenced during the procurement phase to proactively manage the realisation or delivery of Project Benefits in accordance with the Benefits Realisation Plan devised during the procurement phase, and developed throughout the Contract term. Benefits can be both financial and non-financial, but must be measureable and reportable. Benefits must also be in line with key Authority objectives. Why would you apply this process?: - To adopt the Benefits Realisation Management (BRM) Plan which has been developed and managed throughout the procurement phase. (If a BRM Plan has not been developed, it is essential to develop one at the earliest opportunity & to manage this is to realise Benefits and to demonstrate that the Contract is contributing to the Council’s key objectives). To identify an owner for each Benefit to be managed/realised. To ensure Project Benefits are realised throughout the life of the Contract through the management of the BRM Plan, in conjunction with the execution of the Contract. Monitor progress & report to the relevant board. Review BRM Plan on a regular basis and take corrective action if Benefits are not being achieved. Critically review all proposed changes impacting on the Contract to ensure each change will deliver Benefits, in the context of the Contract, and which align to the Council’s key objectives. Re-process the BRM Plan to take account of agreed changes which will impact upon the Contract. To undergo formal Gateway Reviews for Benefits Realisation. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Benefits Realisation Management Process Definition: - The continuation of the process commenced during the procurement phase to proactively manage the realisation or delivery of Project Benefits in accordance with the Benefits Realisation Plan devised during the procurement phase, and developed throughout the Contract term. Benefits can be both financial and non-financial, but must be measureable and reportable. Benefits must also be in line with key Authority objectives. Why would you apply this process?: - To adopt the Benefits Realisation Management (BRM) Plan which has been developed and managed throughout the procurement phase. (If a BRM Plan has not been developed, it is essential to develop one at the earliest opportunity & to manage this is to realise Benefits and to demonstrate that the Contract is contributing to the Council’s key objectives). To identify an owner for each Benefit to be managed/realised. To ensure Project Benefits are realised throughout the life of the Contract through the management of the BRM Plan, in conjunction with the execution of the Contract. Monitor progress & report to the relevant board. Review BRM Plan on a regular basis and take corrective action if Benefits are not being achieved. Critically review all proposed changes impacting on the Contract to ensure each change will deliver Benefits, in the context of the Contract, and which align to the Council’s key objectives. Re-process the BRM Plan to take account of agreed changes which will impact upon the Contract. To undergo formal Gateway Reviews for Benefits Realisation. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Service Review Process Definition: - The framework by which the services provided are critically assessed to ascertain: If existing services are still required. If existing service are required in their current format. Any changes to existing services which may need consideration. Any new elements to the service which may be required. Any areas where greater value for money can be achieve i.e. advances in technology. Return to the Contract Process Management list Contract Process Management Why would you apply this process?: - To ensure the services being delivered are in compliance with the Authority’s key objectives & end user requirements. If a major issues has developed through the current service provision Click the icon to access the Guidance Document for this process Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Service Review Process Definition: - The framework by which the services provided are critically assessed to ascertain: If existing services are still required. If existing service are required in their current format. Any changes to existing services which may need consideration. Any new elements to the service which may be required. Any areas where greater value for money can be achieve i.e. advances in technology. Why would you apply this process?: - To ensure the services being delivered are in compliance with the Authority’s key objectives & end user requirements. If a major issues has developed through the current service provision Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Service Review Process Definition: - The framework by which the services provided are critically assessed to ascertain: If existing services are still required. If existing service are required in their current format. Any changes to existing services which may need consideration. Any new elements to the service which may be required. Any areas where greater value for money can be achieve i.e. advances in technology. Why would you apply this process?: - To ensure the services being delivered are in compliance with the Authority’s key objectives & end user requirements. If a major issues has developed through the current service provision Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Audit Process Definition: - An assurance function that primarily provides an independent and objective opinion to the Authority on the control environment comprising risk management, control & Governance by evaluation its effectiveness in achieving the Authority’s objectives. It objectively examines, evaluates and reports on the adequacy of the control environment as a contribution to the proper, economic, efficient & effective use of resources. Return to the Contract Process Management list Contract Process Management Why would you apply this process?: - To comply with Corporate audit directives. To ensure the Contract’s is being managed in an effective & transparent manner. To protect the Authority & individuals from fraudulent connections. Ensure key Contract processes are in place & operating effectively. To identify auditing requirements of the Contract & develop appropriate reporting systems. To ensure regular independent scrutiny & review of the Contracts processes & operations. To maintain the integrity of the Contract & the Authority’s relationship with the Service Provider. To protect the Authority’s reputation/image with all current Service Providers, future Service Providers & most importantly the public. Click the icon to access the Guidance Document for this process Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Audit Process Definition: - An assurance function that primarily provides an independent and objective opinion to the Authority on the control environment comprising risk management, control & Governance by evaluation its effectiveness in achieving the Authority’s objectives. It objectively examines, evaluates and reports on the adequacy of the control environment as a contribution to the proper, economic, efficient & effective use of resources. Why would you apply this process?: - To comply with Corporate audit directives. To ensure the Contract’s is being managed in an effective & transparent manner. To protect the Authority & individuals from fraudulent connections. Ensure key Contract processes are in place & operating effectively. To identify auditing requirements of the Contract & develop appropriate reporting systems. To ensure regular independent scrutiny & review of the Contracts processes & operations. To maintain the integrity of the Contract & the Authority’s relationship with the Service Provider. To protect the Authority’s reputation/image with all current Service Providers, future Service Providers & most importantly the public. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Audit Process Definition: - An assurance function that primarily provides an independent and objective opinion to the Authority on the control environment comprising risk management, control & Governance by evaluation its effectiveness in achieving the Authority’s objectives. It objectively examines, evaluates and reports on the adequacy of the control environment as a contribution to the proper, economic, efficient & effective use of resources. Why would you apply this process?: - To comply with Corporate audit directives. To ensure the Contract’s is being managed in an effective & transparent manner. To protect the Authority & individuals from fraudulent connections. Ensure key Contract processes are in place & operating effectively. To identify auditing requirements of the Contract & develop appropriate reporting systems. To ensure regular independent scrutiny & review of the Contracts processes & operations. To maintain the integrity of the Contract & the Authority’s relationship with the Service Provider. To protect the Authority’s reputation/image with all current Service Providers, future Service Providers & most importantly the public. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Benchmarking/Market Testing Process Definition: - The process of measuring a supplier’s service or product, according to a specified industry standard, against other suppliers providing the same service or product in the market in order to make a comparison on quality and price. Benchmarking provides a comparative overview of the performance of the supplier providing services to the Authority and supports understanding of where the services or products procured sits within a particular standard. Return to the Contract Process Management list Contract Process Management Why would you apply this process?: - To critically evaluate performance of the services/products of the Contract against similar data. To undertake a commercial assessment of the quality of services procured in line with Best Value. Identify areas of the service that need improving & uncover possible better practices. Identify new Commercial benefits. Ensure the financial viability of the Contract through revisiting pricing structures of the Contract. When specified in the Contract. Market Testing will take place when Benchmarking data indicates a large divergence in comparison, and negotiations do not result in satisfactory results. Market Testing may also take place where Benchmarking data is not available for the combination of services and risk transfer evident within a Contract. Click the icon to access the Guidance Document for this process Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Benchmarking/Market Testing Process Definition: - The process of measuring a supplier’s service or product, according to a specified industry standard, against other suppliers providing the same service or product in the market in order to make a comparison on quality and price. Benchmarking provides a comparative overview of the performance of the supplier providing services to the Authority and supports understanding of where the services or products procured sits within a particular standard. Why would you apply this process?: - To critically evaluate performance of the services/products of the Contract against similar data. To undertake a commercial assessment of the quality of services procured in line with Best Value. Identify areas of the service that need improving & uncover possible better practices. Identify new Commercial benefits. Ensure the financial viability of the Contract through revisiting pricing structures of the Contract. When specified in the Contract. Market Testing will take place when Benchmarking data indicates a large divergence in comparison, and negotiations do not result in satisfactory results. Market Testing may also take place where Benchmarking data is not available for the combination of services and risk transfer evident within a Contract. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Benchmarking/Market Testing Process Definition: - The process of measuring a supplier’s service or product, according to a specified industry standard, against other suppliers providing the same service or product in the market in order to make a comparison on quality and price. Benchmarking provides a comparative overview of the performance of the supplier providing services to the Authority and supports understanding of where the services or products procured sits within a particular standard. Why would you apply this process?: - To critically evaluate performance of the services/products of the Contract against similar data. To undertake a commercial assessment of the quality of services procured in line with Best Value. Identify areas of the service that need improving & uncover possible better practices. Identify new Commercial benefits. Ensure the financial viability of the Contract through revisiting pricing structures of the Contract. When specified in the Contract. Market Testing will take place when Benchmarking data indicates a large divergence in comparison, and negotiations do not result in satisfactory results. Market Testing may also take place where Benchmarking data is not available for the combination of services and risk transfer evident within a Contract. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Governance Process Definition: - The procedures associated with the decision making authority bodies of the Contract who steer the Contract’s management contractually, operationally and strategically. Return to the Contract Process Management list Contract Process Management Why would you apply this process?: - To develop an efficient escalation structure with defined terms of reference. To effectively manage compliance with the Contract. To manage, control and reduce risks. To co-ordinate resources to support service delivery of the Contract. To assign roles and responsibilities and establish scope of power & authority. To establish a framework for decision making within the appropriate context. Click the icon to access the Guidance Document for this process Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Governance Process Definition: - The procedures associated with the decision making authority bodies of the Contract who steer the Contract’s management contractually, operationally and strategically. Why would you apply this process?: - To develop an efficient escalation structure with defined terms of reference. To effectively manage compliance with the Contract. To manage, control and reduce risks. To co-ordinate resources to support service delivery of the Contract. To assign roles and responsibilities and establish scope of power & authority. To establish a framework for decision making within the appropriate context. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Governance Process Definition: - The procedures associated with the decision making authority bodies of the Contract who steer the Contract’s management contractually, operationally and strategically. Why would you apply this process?: - To develop an efficient escalation structure with defined terms of reference. To effectively manage compliance with the Contract. To manage, control and reduce risks. To co-ordinate resources to support service delivery of the Contract. To assign roles and responsibilities and establish scope of power & authority. To establish a framework for decision making within the appropriate context. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Communications & Branding Process Definition: - The Branding process is to ensure that the Authority is positively promoted in conjunction with its Partner’s Branding and to promote the coherence of the organisations. Return to the Contract Process Management list Contract Process Management Why would you apply this process?: - To ensure the Corporate Communication Strategy is implemented. To promote the Authority’s visual identity. To ensure joint branding is implemented in accordance with Corporate Identity Standards. To ensure the Corporate Identity Standards are incorporated in all communications, logo branding & negotiations. Click the icon to access the Guidance Document for this process Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Communications & Branding Process Definition: - The Branding process is to ensure that the Authority is positively promoted in conjunction with its Partner’s Branding and to promote the coherence of the organisations. Why would you apply this process?: - To ensure the Corporate Communication Strategy is implemented. To promote the Authority’s visual identity. To ensure joint branding is implemented in accordance with Corporate Identity Standards. To ensure the Corporate Identity Standards are incorporated in all communications, logo branding & negotiations. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Communications & Branding Process Definition: - The Branding process is to ensure that the Authority is positively promoted in conjunction with its Partner’s Branding and to promote the coherence of the organisations. Why would you apply this process?: - To ensure the Corporate Communication Strategy is implemented. To promote the Authority’s visual identity. To ensure joint branding is implemented in accordance with Corporate Identity Standards. To ensure the Corporate Identity Standards are incorporated in all communications, logo branding & negotiations. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Relationship Management Process Definition: - The process of two parties working towards mutually understood goals to meet the Strategic objectives of both. Return to the Contract Process Management list Contract Process Management Why would you apply this process?: Establishment of joint planning & forecasting at Strategic level. Improve value for both parties. Enhance collaborative approaches & perspectives. Establishment of clear roles & responsibilities. Identify wider supply chain issues & opportunities. Promotion of cross functional team culture. Alignment of objectives & goals, measurement & strategies. Establish joint business review & reporting. Click the icon to access the Guidance Document for this process Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Relationship Management Process Definition: - The process of two parties working towards mutually understood goals to meet the Strategic objectives of both. Why would you apply this process?: Establishment of joint planning & forecasting at Strategic level. Improve value for both parties. Enhance collaborative approaches & perspectives. Establishment of clear roles & responsibilities. Identify wider supply chain issues & opportunities. Promotion of cross functional team culture. Alignment of objectives & goals, measurement & strategies. Establish joint business review & reporting. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Relationship Management Process Definition: - The process of two parties working towards mutually understood goals to meet the Strategic objectives of both. Why would you apply this process?: Establishment of joint planning & forecasting at Strategic level. Improve value for both parties. Enhance collaborative approaches & perspectives. Establishment of clear roles & responsibilities. Identify wider supply chain issues & opportunities. Promotion of cross functional team culture. Alignment of objectives & goals, measurement & strategies. Establish joint business review & reporting. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Stakeholder Management Process Definition: - A Stakeholder is anybody who has a vested interest in the Contract and its outputs. Stakeholder Management involves building & maintaining active support, commitment & relationships with these people to facilitate the management of the Contract & delivery of the services. Return to the Contract Process Management list Contract Process Management Why would you apply this process?: To identify & build relationships with individuals & groups who may have an influence on the Contract. To minimise or resolve issues that may become a barrier. Positively influence activities. Bring together diverse entities to work towards a mutually beneficial goal. To build & maintain positive relationships. Effectively manage projects, changes, decisions etc. Click the icon to access the Guidance Document for this process Back to the beginning  Contract Category: Minor Contract  Exit Show Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Stakeholder Management Process Definition: - A Stakeholder is anybody who has a vested interest in the Contract and its outputs. Stakeholder Management involves building & maintaining active support, commitment & relationships with these people to facilitate the management of the Contract & delivery of the services. Why would you apply this process?: To identify & build relationships with individuals & groups who may have an influence on the Contract. To minimise or resolve issues that may become a barrier. Positively influence activities. Bring together diverse entities to work towards a mutually beneficial goal. To build & maintain positive relationships. Effectively manage projects, changes, decisions etc. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Stakeholder Management Process Definition: - A Stakeholder is anybody who has a vested interest in the Contract and its outputs. Stakeholder Management involves building & maintaining active support, commitment & relationships with these people to facilitate the management of the Contract & delivery of the services. Why would you apply this process?: To identify & build relationships with individuals & groups who may have an influence on the Contract. To minimise or resolve issues that may become a barrier. Positively influence activities. Bring together diverse entities to work towards a mutually beneficial goal. To build & maintain positive relationships. Effectively manage projects, changes, decisions etc. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Project Management Process Definition: - The process of planning the project’s activities; organising and managing resources required to successfully deliver the project’s goals and outcomes. Why would you apply this process?: To effectively manage projects and associated risks. To promote ownership & personal accountability for activities within the Project. To ensure effective communication and reporting is in place to support decision making. To ensure project realises its benefits and outcomes. To deliver the project through effective leadership and a co-ordinated project team approach. To clearly define roles & responsibilities of people involved in a project. To ensure effective planning through the development of management processes appropriate to the scale and complexity on the Project. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Project Management Process Definition: - The process of planning the project’s activities; organising and managing resources required to successfully deliver the project’s goals and outcomes. Why would you apply this process?: To effectively manage projects and associated risks. To promote ownership & personal accountability for activities within the Project. To ensure effective communication and reporting is in place to support decision making. To ensure project realises its benefits and outcomes. To deliver the project through effective leadership and a co-ordinated project team approach. To clearly define roles & responsibilities of people involved in a project. To ensure effective planning through the development of management processes appropriate to the scale and complexity on the Project. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Business Continuity Process Definition: - The ongoing process of risk assessment & management with the purpose of ensuring Contract services continue if risks materialise. Risks could be from external sources which you have no control over e.g. power failure, natural disaster, terrorism, or from within the organisations such as deliberate or accidental damage to systems. Business Continuity is not just concerned with disaster recovery, but also minimising the occurrences of disasters as it addresses everything that could affect the continuity of services over the long term Why would you apply this process?: To ensure the Service Provider has up to date Business Continuity Plans in place for the critical Contract activities. To ensure the Authority has up to date Business Continuity Plans on place for the Contract Management functions. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Business Continuity Process Definition: - The ongoing process of risk assessment & management with the purpose of ensuring Contract services continue if risks materialise. Risks could be from external sources which you have no control over e.g. power failure, natural disaster, terrorism, or from within the organisations such as deliberate or accidental damage to systems. Business Continuity is not just concerned with disaster recovery, but also minimising the occurrences of disasters as it addresses everything that could affect the continuity of services over the long term Why would you apply this process?: To ensure the Service Provider has up to date Business Continuity Plans in place for the critical Contract activities. To ensure the Authority has up to date Business Continuity Plans on place for the Contract Management functions. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Medium Contract  Exit Show Operational Contract Manual Process Definition: - This is a manual detailing all the process within a Contract giving details of scope, frequency, process flow charts and other additional important information. Why would you apply this process?: To provide an easy access document to enable quick identification of key Contract information. To enable people with little knowledge of your Contract to undertake vital process during periods of leave or sickness. To have supportive documents for process management. To aid auditing of the Contract processes. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Operational Contract Manual Process Definition: - This is a manual detailing all the process within a Contract giving details of scope, frequency, process flow charts and other additional important information. Why would you apply this process?: To provide an easy access document to enable quick identification of key Contract information. To enable people with little knowledge of your Contract to undertake vital process during periods of leave or sickness. To have supportive documents for process management. To aid auditing of the Contract processes. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Financial Model Update Process Definition: - The Financial Model of a Contract is a financial tool which calculates & underpins the payments to be made to the Service Provider. It is also an ongoing live tool to ensure open book accounting & transparency, permitting sensitivity analysis to enable the Authority to access the impact of changes to key assumptions on the model outputs. Why would you apply this process?: To enable the testing of scenarios/changes. To develop contingencies. To plan resourcing & assist with budget setting. To improve the reliability of predicated outcomes with a view to manage project outcomes. To calculate the financial implication of Contract changes. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Financial Strategy Process Definition: - The practices that an organisation adopts to pursue its financial objectives in support of other key objectives. Why would you apply this process?: To understand the financial environment the Contract is operating in. To manage the financial resources available for the Contract. To inform the budget setting process for the Contract. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Asset Management Process Definition: - The process of managing Contracts physical assets by way of their selection, maintenance, inspection and renewal as defined in individual Contracts. Why would you apply this process?: To maintain an accurate, up to date record of assets (property, equipment, furniture, people) appertaining to the Contract. To effectively manage assets through the development and application of service standards detailed in the Contract. Ensure Asset Registers are in place for each category of asset within the Contract. Ensure inventories are undertaken in line with the Contract. Ensure planned lifecycle deliverables are provided in line with the Contract. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Exit Process Definition: - The process of ensuring Business Continuity by managing the transition of relevant services to a replacement supplier or back within the Authority without undue disruption to such services when the Contract has come to the end of its term. Why would you apply this process?: To ensure Business Continuity. To ensure there is no undue disruption to the service. To ensure the legal obligations for Exiting have been implemented in accordance with the Contract. To ensure any employee related matters such as TUPE have been considered and enacted where appropriate. To ensure the receipt of key information relating to capability, processes, resources, assets & key documentation. To ensure all final payments are made and that there are no outstanding invoices. Ensure the safe & legal movement of information. To ensure Termination is undertaken in accordance with the Contract. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Step-in Process Definition: - The right given to the Authority to step-in and intervene in a contractually defined set of circumstances i.e. major Contract breach to ensure continued delivery of service. Why would you apply this process?: If the Authority felt a service was being unacceptably delivered over a sustained period of time. If the Service Provider breaches the Contract terms & conditions. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Back to previous slide Contract Management Toolkit - Self-Service Guide  Return to the Contract Process Management list Contract Process Management Back to the beginning  Contract Category: Major Contract  Exit Show Transition/Mobilisation Process Definition: - The process of implementing the transfer of service delivery responsibilities, and if appropriate, assets and information to the incoming Service Provider. Why would you apply this process?: To ensure a smooth transfer of services without the end users noticing a change in provider. To ensure the Service Provider is operationally ready to commence services. To ensure all interested parties are aware of the key processes. To prevent service issues arising after transfer. To review the Service Providers processes to ensure the deliver of correct standard of service. Click the icon to access the Guidance Document for this process Strategic Contract Management Team: Tel: 0114 20 53110

Copyright © 2010-2011 Sheffield City Council Contract Management Toolkit – a step-by-step guide for effective Contract Management – Self Service Guide.

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Copyright © 2010-2011 Sheffield City Council Contract Management Toolkit – a step-by-step guide for effective Contract Management – Self Service Guide.

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Presentation on theme: "Copyright © 2010-2011 Sheffield City Council Contract Management Toolkit – a step-by-step guide for effective Contract Management – Self Service Guide."— Presentation transcript:

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About project

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