The Contract Management Plan serves as a critical governance document for organizations operating in New Zealand, providing a structured approach to managing contractual relationships and obligations. This document becomes essential when organizations need to standardize their contract management practices, ensure compliance with New Zealand legislation, and maintain consistent oversight of their contractual relationships. The CMP includes comprehensive guidance on contract lifecycle management, risk assessment, performance monitoring, and compliance requirements specific to the New Zealand business environment. It is particularly relevant in contexts where organizations manage multiple contracts, deal with significant contract values, or operate in regulated industries. The plan should align with the Contract and Commercial Law Act 2017, Fair Trading Act 1986, and other relevant New Zealand legislation while incorporating best practices in contract management.
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1. Executive Summary: High-level overview of the contract management plan's purpose, scope, and key objectives
2. Introduction: Context setting, purpose of the CMP, and its alignment with organizational objectives
3. Scope and Application: Details of what contracts are covered by this plan and any exclusions
4. Roles and Responsibilities: Definition of key roles in contract management and their specific responsibilities
5. Contract Lifecycle Management Process: Detailed description of each phase of contract management from initiation to closeout
6. Risk Management Framework: Approach to identifying, assessing, and managing contract-related risks
7. Performance Management: Methods for monitoring and measuring contract performance and supplier relationships
8. Communication Plan: Structure and protocols for internal and external communications related to contract management
9. Document Management: Procedures for maintaining contract documentation and records
10. Compliance and Reporting: Requirements for ensuring regulatory compliance and internal reporting procedures
1. Procurement Interface: Include when there's significant interaction with procurement processes
2. Supplier Relationship Management: Add for complex contracts with strategic suppliers requiring detailed relationship management
3. Financial Management Procedures: Include when contract management involves significant financial operations or complex payment structures
4. Change Management Process: Add for contracts likely to require frequent variations or amendments
5. Dispute Resolution Procedures: Include for high-value or complex contracts where detailed dispute resolution processes are needed
6. Transition and Exit Management: Add for critical contracts requiring detailed exit planning or transition arrangements
7. Sustainability and Social Responsibility: Include when contracts have significant environmental or social impact considerations
1. Contract Register Template: Template for maintaining records of all contracts under management
2. Risk Assessment Matrix: Detailed risk assessment criteria and scoring framework
3. KPI Monitoring Templates: Standard templates for tracking and reporting contract performance metrics
4. Stakeholder Contact Matrix: List of key stakeholders and their contact information
5. Standard Operating Procedures: Detailed procedures for routine contract management tasks
6. Reporting Templates: Standard formats for various contract management reports
7. Contract Review Checklist: Standardized checklist for contract reviews and audits
8. Escalation Matrix: Framework for issue escalation and resolution procedures
9. Document Control Register: Template for tracking document versions and changes
10. Training and Competency Framework: Requirements and guidelines for contract management staff training
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