FED GOV CON - Best Practices For Contract Management

Jennifer Schaus &
Associates
GOV CON WEBINAR SERIES - 2017
Jennifer Schaus & Associates – GOV CON WEBINAR SERIES - 2017 - WASHINGTON DC www.JenniferSchaus.com
Join Us for A Series of Complimentary Webinars

on various US Federal Government Contracting Topics.
Presenters are industry experts
sharing knowledge
about the competitive government contracting sector.
Find all of our Govt Contracting webinars (free download) at www.JenniferSchaus.com
Contact Us @ 2 0 2 – 3 6 5 – 0 5 9 8
ABOUT JENNIFER SCHAUS & ASSOCIATES:

- Based in downtown Washington, DC;
- A la carte services for Federal Contractors;
- Proposal Writing to GSA Schedules and Contract
Administration, etc.;
- Deep bench of industry experts;
- Educational webinars;
- Networking events and seminars;
WEBSITE: http://www.JenniferSchaus.com
ABOUT JENNIFER SCHAUS:

- Began career with D&B;
- Over 20 years in federal contracting;
- Industry speaker and author;
- Board Member: GovLish; NCMA; and NMIA.
- Volunteer Mentor &/or Instructor: VA PTAP; CBP / VBOC; Capitol Post; 1776; Eastern
Foundry, WIT; WDCEP and the Towson University Incubator.
ABOUT OUR SPEAKER
DANIELLE D. CARR
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ABOUT DANIELLE D. CARR:

Education: BA, MS, MBA
# Of Years in Govt Contracting: 12
Position/Title: Acquisitions Program Manager
Phone: 240-784-7418
Email: dcarr@ifas-llc.com
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ABOUT IFAS, LLC:

Integrated Finance & Accounting Solutions, LLC
- Business & Finance Operations
- Acquisitions & Logistics
- Program Management
- IT Support Services
- WEBSITE: http://www.ifas-llc.com
BEST PRACTICES FOR CONTRACT MANAGEMENT
Tuesday, August 1, 2017
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Contract Management
Key contract management activities typically include:
 Ensuring compliance with contract terms and conditions

 Practicing effective communication and control
 Managing contract changes, accounting, invoicing and payment
 Management of government property
 Resolving claims and disputes
 Contract closeout actions
Key Government Roles Key Industry Roles

 Program Manager  Program Manager
 Systems Engineer  Systems Engineer
 Contracting Officer  Contracts Manager
 Lawyer  Subcontract Manager
 Cost/Price Analyst  Bid/Proposal/Capture Manager
 Contracts Specialist/Administrator  Cost/Price Analyst
 Government Property Manager  Logistics/Supply Chain Manager
 Budget/Financial Analyst  Lawyer
 Quality Assurance Specialist  Business Development Manager
 Logistics Manager  Accountants/Financial Manager
 Property Manager
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Contract Management Process

Key Inputs Tools and Techniques Desired Outputs
 Contract  Project management  Documentation
discipline
 Project plans and  Contract analysis and  Payment
schedules planning  Completion of work
 Work results  Kick-off Meeting or Pre-
 Contract change performance Conference
requests  Performance measuring and
 Invoices Reporting
 Payment Process
 Contract change
management process
 Dispute resolution process
 Supply chain management
process
 Contract closeout process
Key Input…
Contract:
 contract document is the primary guide for project execution and
administration of the contract
Project plans and schedules:
 prepare appropriate plans to ensure the work is properly completed on
time, on budget, and meeting contractual requirements
 Work breakdown structure
 Organizational breakdown structure
 Responsibility assignment matrix, schedules (Gantt charts, milestone charts,
project network schedules, etc.)
 Contract requirements matrix
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Key Input…
Work Results:
 Results of performing the requirement will affect contract Administration
Contract change requests
 Amendments, Modifications, Change orders, Supplemental agreements
 Opportunities either to increase or decrease profitability for the seller
 Management of unauthorized contract changes can prove to be very
challenging
Invoices:
 Avoid late payment to sellers
 Buyers can realize savings by developing an efficient and timely payment
process
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Tools and Techniques…

Project management discipline:
o All work to be appropriately led, planned, scheduled, coordinated, communicated,
tracked, evaluated, reported and corrected
Contract analysis and planning
o Develop a contract administration plan and assign the responsibility of
administering the contract to a contract managers
o Usually performed by someone in the purchasing, contracting, or subcontract
management department
Kick-off Meeting or Pre-performance Conference :
 Meet via teleconference, videoconference, Web meeting, or face-to-face meeting
 Establish protocols for written and oral communication and progress measurement
and reporting
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Tools and Techniques…Pre-performance Conference Checklist

Project Name: o Complete requirements analysis
o Summarize contract requirements—complete a contract requirements
Prepared by (Print): matrix
o Establish the project baseline
o Develop in-scope and out-of-scope listings
Date Prepared: o List the contractor’s assumptions about the government’s requirements
o Establish a preliminary schedule of meetings between the parties.
o Inform your team and other affected parties—brief the team members who
Customer: will attend the meeting
o Review meeting findings with all affected people in your organization
o Document who attended, what was discussed, what was agreed to, and
Contract: what follow-up actions are required
o Prepare and send pre-performance conference meeting minutes to the
other parties
Contact Telephone/Email:
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Performance measuring and Reporting:
 Observe performance, collect information, and measure actual contract progress
 Resources devoted to these tasks will depend on the nature of the contract work,
the size and complexity of the contract
Payment Process
 Establish an adequate accounting, cost tracking, invoicing, and payment process
 Prime contractors and their subcontractors must submit proper invoices in a timely
manner
Contract change management process
 Requirements and circumstances change in unexpected ways and contract terms
and conditions must often be changed as a result
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Dispute Resolution Process
 Disagreement about the correct interpretation of contract terms and conditions
 To avoid litigation, parties should create a cost-effective dispute resolution process using
negotiation, arbitration, facilitation, or mediation methods
Supply chain management process
 Efficiently and cost-effectively manage subcontractors and vendors
 Vital to improve performance results, including the appropriate flow-down of mandatory
government contract clauses
Contract closeout process
 Verification that all administrative matters are concluded on a contract that is otherwise
physically complete
 Contractor has delivered the required supplies or performed the required services and the
government has inspected and accepted the supplies or services
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Tools and Techniques…Contract Closeout Checklist

Project Name:
Prepared by (Print):
Date Prepared:
Customer:
Contract:
Contact Telephone/Email:
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Outputs…
Documentation
 provide proof of performance, management of changes, justification for claims,
and evidence in the unlikely event of litigation
 Contract copy, External and internal correspondence, Meeting minutes, Reports,
Logs
Payment
 Timely payments to sellers
 Government should seek product and service discounts for early payments
Completion of Work
 Actual accomplishment of the government’s requirement for products, services,
systems, or solutions
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Contract Management — Best Practices
ENGAGE
• Supplier Relationship Management throughout organization
• Network – Contract Manager should ensure effective cross functional team to
support contract management process
• Dispute resolution – Handle directly with supplier to prevent third party
engagement where possible
MANAGE
• Performance – KPI (Key Performance Indicator) development and reviews
• Cost – TCO, payments, budgets, cost forecasts
• Keep Records for reporting and audit purposes
• Contract Compliance – supplier and client auditing
• Risk Management
• Safety
• Supplier Financial Stability
• Legal and Liability
• Business Continuity
• Sustainability
• Cyber Security Risk
• Environmental Exposure
BE FLUID
• Understand and identify issues, prioritize and resolve
• Change Management –contract changes, verbal agreements to change,
performance changes
• To enhance planning capabilities, gain understanding of the specific category of
spend under contract, and the impacts of exponential technologies (ex. Artificial
Intelligence/Machine Learning, Internet of Things, blockchain, etc.) on that
category; Disruptive exponential technology can dramatically change how
contracts are constructed for client value optimization
PLAN
• Demand and supply forecasting – track changing business needs and supply base
support capabilities
• Understand markets – market players, industry changes, market price drivers
• Continuous Improvement – How will client continue to improve and how will
supplier proactively improve and support changing client needs
Contract Management Plans
• A systematic plan to achieve both short and long-term goals for a defined
spend segment to optimize Total Cost of Ownership (TCO) and Reliability.
Why documented strategies?

• To ensure complete alignment and joint ownership of strategy, goals,
metrics and priorities between the business and Supply Chain
• To expand value creation focus, with emphasis on quantified benefits
• To generate a collaborative focus on sourcing decisions
• To right-size segments of spend based on TCO and Reliability
• To foster improved institutional knowledge, organizational succession
planning, and continuous improvement
Contract Management — Milestone Considerations
• Assess Opportunities (Review spend, demand plans)

• Update Contract Management Plans
• Contract Management Plan Review events with leadership
• Contract Management Plan Review with Business Units
• Share Market Intelligence with Business Unit to plan budget
Contract Management — Best Practices Recap

 Develop and implement a project  Measure, monitor, and track
management discipline performance
 Comply with contract terms and  Manage the invoice and payment
conditions - contract compliance matrix process
 Report the progress internally and
 Maintain effective communications externally
 Proactive change management  Identify variances between planned
 Resolve disputes promptly and versus actual performance
dispassionately  Appoint authorized people to negotiate
 Use negotiation or arbitration, not contract changes
litigation, to resolve disputes  Provide copies of the contract to all
affected organizations
 Develop a work breakdown structure to  Understand the effects of change on
assist in planning and assigning work cost, schedule, and quality
 Conduct pre-performance conferences or  Prepare contract closeout checklists
a project kick-off meeting  Document & share lessons learned
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Jennifer Schaus & Associates
GOV CON WEBINAR SERIES - 2017
QUESTIONS?
CONTACT OUR SPEAKER Danielle D. Carr AT 2 4 0 – 7 8 4 – 7 4 1 8 AND AT dcarr@ifas-llc.com
THANK YOU FOR ATTENDING!! WWW.JENNIFERSCHAUS.COM

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Jennifer Schaus &

Join Us for A Series of Complimentary Webinars

Find all of our Govt Contracting webinars (free download) at www.JenniferSchaus.com

ABOUT JENNIFER SCHAUS & ASSOCIATES:

ABOUT JENNIFER SCHAUS:

ABOUT OUR SPEAKER

Your logo here

ABOUT DANIELLE D. CARR:

ABOUT IFAS, LLC:

BEST PRACTICES FOR CONTRACT MANAGEMENT

Tuesday, August 1, 2017

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 Ensuring compliance with contract terms and conditions

Key Government Roles Key Industry Roles

Contract Management Process

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Tools and Techniques…

Tools and Techniques…Pre-performance Conference Checklist

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Tools and Techniques…

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Tools and Techniques…

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Tools and Techniques…Contract Closeout Checklist

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Why documented strategies?

• Assess Opportunities (Review spend, demand plans)

Contract Management — Best Practices Recap

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THANK YOU FOR ATTENDING!! WWW.JENNIFERSCHAUS.COM

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