Policy, Program and Procedures

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  • 1.  contract management procedures

    This message was posted by a user wishing to remain anonymous
    Posted 11-26-2021 09:42 AM
    This message was posted by a user wishing to remain anonymous

    GM ThinkTank

    recently, I received some excellent feedback and advice re building a Contract Mgt Policy and have have drafted it and it was well received - thanks for that!

    I am now tasked with creating the procedures around that policy...for example, the RACI and steps/tasks to complete that can impact contract mgt, such as Vendor Onboarding activities, Ongoing monitoring (period reviews) assessments, including continuous monitoring and termination.

    can anyone assist with some advice and direction? Also, what would a procedures doc look like re the sections to be included in addition to the actual procedural steps

    regards,


  • 2.  RE: contract management procedures

    Posted 12-01-2021 12:22 PM

    Hello,

    In regards to your Contract Mgmt Policy, I wanted to provide some suggestions and considerations for you.  You mentioned the  Vendor Management activities (Risk Assessment Onboarding, Monitoring etc., it seems like you are referencing items that should be captured in a separate Vendor Risk Management policy. So the first suggestion is to have a separate Vendor Risk Management policy if you don't already. From there, you could consider referencing the vendor risk management policy within the contract management policy and procedures.

    As far as the actual procedures go, you are on the right path by identifying the RACI and steps or tasks required. Procedures can be developed in several formats, and there isn't a "right" way to do it. However, I have found the following to work well.

    1. Identify the process. (Document one process at a time)
    2. Provide a summary statement: Why this procedure, what does it accomplish?
    3. A list of tools, systems, system access, forms, or other required resources to complete the procedure
    4. A RACI chart
    5. A flow chart (consider a swimlane type chart if there are multiple stakeholders)
    6. Detailed actions, including inputs, outputs, reviews, and approvals, in the order in which they must occur. If you can arrange this in the form of a checklist, that is even better.
    7. Make sure to include any information about exceptions and whom to contact if there are issues.
    8. Use templates whenever possible to ensure standard formatting across the organization

     

    Best practices include:

    • Keep the narrative short and to the point.
    • Reflect the actual or current state of the process
    • Let the user know which tasks are manual vs. automated
    • Is action or outcome-oriented
    • It is not repeated elsewhere, there should be one procedure per process, and it should not be included in multiple documents. Use hyperlinks in documents to reference specific procedures.
    • Uses active language like "must" vs. "should"

     

    I hope this information is helpful, and of course, if other members have ideas, I would love to hear them.




  • 3.  RE: contract management procedures

    Posted 16 days ago

    Very informative!

    Can you share an example of what a contract management RACI chart might look like? I'm familiar with the concept of a RACI chart but have not seen one used in the contract management context.




  • 4.  RE: contract management procedures

    Posted 15 days ago
      |   view attached
    Hi Joe,
    I put this example together to show how a RACI is constructed and to illustrate its purpose. I hope this is useful. I would love to see other member's examples if they have them

    Attachment(s)



  • 5.  RE: contract management procedures

    Posted 15 days ago
    Good Morning All,
    I would be interested also in seeing an example of a RACI constructed for contract review. Can anyone share?

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    T. Pierce
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  • 6.  RE: contract management procedures

    Posted 2 days ago
    This is great. Thanks, Hilary!