Contract Management
Effective contract management is a combination of actionable steps that will help the University improve outcomes and realise maximum value from agreements. It can be divided into three activities;
• Service Delivery: Ensuring service is delivered with agreed performance and quality levels;
• Supplier Relationship: Developing and maintaining an open and constructive relationship;
• Contract Administration: Formal management of the contract.
These activities will improve efficiency, ensure value for money and reduce risk.
Contract management toolkit and supporting guidance
A toolkit and guidance has been produced to help colleagues who are responsible for managing supplier relationships and contracts. It is intended to be accessible to colleagues who have not had professional training in this area, but who have responsibility for managing a contract with a supplier as part of their role. A Frequently Asked Questions document has also been developed to provide answers to commonly asked questions. FAQ document v1.3 [DOCX 33.67KB]
For further information and support please complete this form: Contract support request form v1.3 [DOCX 47.40KB] and email it to contracts@sussex.ac.uk
| Document | Description |
|---|---|
| Introductory guidance on what is involved in contract management. | |
|
Contract Issue or Dispute Resolution Guidance [DOCX 190.66KB] |
Introduction to maintaining relationships. |
| Building and maintaining successful relationships. | |
| Guidance on setting up and reviewing Key Performance Indicators (KPIs). | |
| Supplier relationship management tool. | |
| Guidance on how to plan contract meetings. | |
| Guidance on how to plan a contract. | |
| Good practice contract management checklist. | |
| Action responsibility list. | |
|
University of Sussex - General Conditions - Goods and_or Services (Cont v Proc) [PDF 399.50KB] |
Standard Terms and Conditions for Goods and Services |
- Forms
-
Request for Contract Management Access [DOCX 36.05KB]
Copy of Contract information Required for Proactis [XLSX 14.15KB]
Contract support request form v1.3 [DOCX 47.40KB] - E-Learning (coming soon)
-
Coming soon, please check back later.
- Templates
-
Contract Review Meeting Notes & Actions [DOCX 31.27KB]
Contract Signature Process [PDF 86.67KB]
Terms of Reference Template v1.0 Oct 24 [DOCX 35.85KB]
Contract Review Meeting agenda template v1.0 Oct 24 [DOCX 31.28KB]
- Procurement and Purchasing Policy
- Information
-
UoS Powerpoint KPI's Contract Management v1.2 [PPTX 8.18MB]
Contracts under 25K Process Map Final Aug 2024 [PPTX 44.18KB]
KEY PERFORMANCE INDICATORS (KPIs) FOR CONTRACTS
The Contract Management team has developed a process for monitoring Key Performance Indicators on individual contracts using Proactis.
The KPI’s refer to Service, Quality, Price and Sustainability.
See the KPI slides for information on the indicators and process UoS Powerpoint KPI's Contract Management v1.2 [PPTX 8.18MB]
PROCESS MAP FOR GOODS & SERVICE CONTRACTS UNDER £25K
This process applies when the stakeholder can demonstrate an appropriate route to market activity has taken place to achieve value for money, i.e. a three-quote process.
Where the supplier or University requires a contract when the purchase is under £25k. This is generally, though not exclusively, for goods and service contracts and particularly important where a supplier wishes to use their own T&Cs. Contracts under 25K Process Map Final Aug 2024 [PPTX 44.18KB]
USEFUL LINKS
Governance and Compliance (GDPR) Team:
Data Protection : Information governance & legal compliance : ... : Governance and Compliance : University of Sussex
Strategic Procurement Team:
Procurement and Commercial Services : Teams and services : Finance Division : University of Sussex
Contracts Management Team
- Edward Dunn, Head of Operational Procurement and Supply Chain
- Jane Cossutta, Senior Contract Consultant
- Angelina Kinsey-Cummins, Contract Consultant
- Lynda Robb, Contract Consultant