Acc-Administration of Commercial Contracts

Course Outline
Administration of Commercial Contracts Contract Management
Contract Administration: A Proactive Process
- Purpose of contract administration
- Main tasks in contract administration
- Contract administration realities
- Contract administration is a team effort
- Buyer’s perspective vs. seller’s perspective
Contract Administration: Planning – Who Does What, Where, and When
- Contract work breakdown structure
(CWBS) as a tool
- Responsibility matrix
- Schedules
- Contract administration plans are a must
- Pre-performance meetings
• Internal kick-off meeting
• Meeting with the other party
Dispute Avoidance and Resolution – A Proactive Approach to Problem Solving
- Open communication is critical
- Early identification of potential problems
- Measure/assess potential impacts
- Seek prompt resolution
- Importance of documentation
- Rules of contract interpretation
- Dispute resolution methods
• Negotiation
• Mediation
• Arbitration
• Litigation
Changes Management – Risk vs. Opportunity
- Types of changes
- Analysing impacts
- Principles of changes management
• Identification
• Authorisation
• Estimation
• Negotiation
• Documentation
• Implementation
- Do’s and Don’ts
- Delegation of authority issues
Monitoring Progress – Tools and Techniques
- Performance observation
- Progress reports
- Performance variances
- Records
- Corrective action
Quality Assurance and Acceptance – What Works
- Inspections and tests
- ISO 9000 series
- ISO 9001 and ANSI/ASQC Q91 and Q94
- Acceptance methods - what is best
- Acceptance criteria - what to do
- Types of warranties
- Warranty issues - cost vs.risk
Invoice and Payment Management
– Cash is King
- Payment objectives
- Payment procedures
- Types of payments
• Advance payments
• Progress payments
• Partial payments
• Final payments
- Invoice Preparation
- Early payment discounts
- Late payment penalties
Terminations – What to Know, What to do
- Mutual agreement
- Default or cause
- Notification - what to say
- Settlements
Contract Closeout – Final Actions
- Administrative closeout
- Completion of work
- Closeout checklists
- Lessons learned database

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