Mastering Contractor Administration

Introduction:

This contract administration training course equips participants with the knowledge and skills to supervise and manage contracts effectively post-award. The course focuses on best practices in managing contracts, ensuring participants are well-prepared to fulfill contractual obligations, manage costs, perform services, and deliver within set timeframes and scopes of work.

The program covers all processes and activities essential for administrative tasks related to contracts, from definition to management. Achieving certification as a contract administrator signifies a significant career milestone, demonstrating the holder's expertise, commitment to professional development, and adherence to industry standards.

The course aims to enhance contractual performance throughout the administration cycle by introducing and adhering to best practices, computer-aided tools, control systems, and services that improve partner relationships and minimize conflicts.

Objectives:

By the end of this contract administration course, participants will be able to:

• Design detailed contract management documents, such as ITTs, scope of work, and award strategies.
• Understand major steps in the contract administration process, including all stages.
• Develop effective mobilization and contract management strategies.
• Craft reconciliation strategies for contract variations and claims, negotiating favorable resolutions.
• Assess various contract administration tools for different implementation stages.
• Establish procedures for evaluating contractor performance, promoting a collaborative approach to contract management.
• Allocate resources effectively to manage contracts within budgets and timelines.
• Understand legal aspects of contract management.
• Define and implement Key Performance Indicators (KPIs) and Service Level Agreements (SLAs) to enhance contractor performance.
• Handle claims, variations, and disputes professionally and amicably.
• Differentiate between types of variation orders, claims, and damages.

Training Methodology:

• Developing stakeholders’ strategy case studies
• Team-based interactions
• Simulated exercises
• Games and scenarios
• Problem-based learning activities
• Lectures

Course Outline:

Unit 1: Principles of Contracts

• Identify key parties and institutions involved in contracts.
• Define the contract implementation structure.
• Understand the administrator’s role and functions.
• Recognize factors that may hinder contract success.
• Learn fundamental processes in contract administration.
• Describe essential skills for contract administrators.

Unit 2: Contract Administration Tools

• Explore fundamental aspects of contract-related activities.
• Understand staff capabilities for effective contract management.
• Discuss administrative skills and techniques.
• Establish record retention and change management systems.
• Efficiently manage claims and incidents.
• Prepare risk management plans and performance reports.
• Apply international contracting lessons.

Unit 3: Contractor Evaluation

• Use questionnaires and surveys for contractor assessment.
• Understand the impact of contractor ratings on relationships.
• Define Key Performance Indicators (KPIs) and benchmarks.
• Write effective Service Level Agreements (SLAs).
• Manage subcontractors and foster partnerships.

Unit 4: Changes, Claims, and Disputes

• Propose and manage change orders and variations.
• Address circumstances leading to breaches and handle them effectively.
• Manage claims and disputes, including ADR and arbitration.
• Understand dispute resolution processes.

Unit 5: Negotiation

• Identify negotiation requirements in contract administration.
• Set deal goals and achieve settlements.

Unit 6: Negotiation Strategies, Tactics, and Trust-Building

• Learn essential negotiation tactics and avoid common pitfalls.
• Handle difficult negotiators and build trust.
• Rank trust-building behaviors in negotiation contexts.

Conclusion:

This course prepares participants to create effective contract administration plans for their organizations. Certification in contract administration signifies expertise and successful completion of comprehensive training in the field.