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Evidence Guide: PSPPROC503A - Manage contract performance

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

PSPPROC503A - Manage contract performance

What evidence can you provide to prove your understanding of each of the following citeria?

Manage the business relationship

  1. Probity is managed in accordance with organisational requirements, legislation, policy and public sector standards
  2. Obligations to the contractor are met in accordance with contractual arrangements
  3. Consideration of conflicts of interest and their resolution are recorded in accordance with public sector standards and organisational requirements
  4. Relationship with contractor is managed through formal and informal mechanisms in accordance with organisational policy and procedures
  5. Business relationship is managed in the public interest in accordance with public sector standards and organisational requirements
Probity is managed in accordance with organisational requirements, legislation, policy and public sector standards

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Obligations to the contractor are met in accordance with contractual arrangements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Consideration of conflicts of interest and their resolution are recorded in accordance with public sector standards and organisational requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Relationship with contractor is managed through formal and informal mechanisms in accordance with organisational policy and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Business relationship is managed in the public interest in accordance with public sector standards and organisational requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage performance of the contract

  1. Start-up or transition arrangements are implemented in accordance with contract requirements and organisational procedures
  2. Contract management plan is monitored for effectiveness on a regular basis and adapted as necessary during the life of the contract
  3. Performance of the contract is monitored against key performance indicators and tracking milestones to ensure all obligations under the agreement are being met
  4. E-procurement, financial and other resources are managed as necessary in accordance with contractual requirements and organisational procedures
  5. Emerging and potential risks are identified and managed in accordance with organisational risk management procedures
Start-up or transition arrangements are implemented in accordance with contract requirements and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract management plan is monitored for effectiveness on a regular basis and adapted as necessary during the life of the contract

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Performance of the contract is monitored against key performance indicators and tracking milestones to ensure all obligations under the agreement are being met

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

E-procurement, financial and other resources are managed as necessary in accordance with contractual requirements and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Emerging and potential risks are identified and managed in accordance with organisational risk management procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage contract issues

  1. Contract variations are managed in accordance with the contract management plan and organisational policy and procedures
  2. Early signs of under-performance are identified and action is taken to improve performance to the agreed level and is documented in accordance with the contract communication/information policy
  3. Disputes/complaints are investigated and resolved or referred in accordance with contract management plan and contractual arrangements
  4. Negotiation of issues relating to the contract is conducted and approvals are obtained in accordance with stipulations in the contract
  5. Conflict is addressed and resolved where possible or other actions are taken in accordance with contractual arrangements
Contract variations are managed in accordance with the contract management plan and organisational policy and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Early signs of under-performance are identified and action is taken to improve performance to the agreed level and is documented in accordance with the contract communication/information policy

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Disputes/complaints are investigated and resolved or referred in accordance with contract management plan and contractual arrangements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Negotiation of issues relating to the contract is conducted and approvals are obtained in accordance with stipulations in the contract

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Conflict is addressed and resolved where possible or other actions are taken in accordance with contractual arrangements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Implement communication/information strategy

  1. Communication on the performance of the contract is maintained with all stakeholders in accordance with organisational protocols and public sector standards
  2. Management reporting is carried out in accordance with tracking milestones and organisational requirements
  3. Contract information is maintained for organisational purposes in accordance with organisational policy and procedures
Communication on the performance of the contract is maintained with all stakeholders in accordance with organisational protocols and public sector standards

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Management reporting is carried out in accordance with tracking milestones and organisational requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Contract information is maintained for organisational purposes in accordance with organisational policy and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The Evidence Guide specifies the evidence required to demonstrate achievement in the unit of competency as a whole. It must be read in conjunction with the Unit descriptor, Performance Criteria, the Range Statement and the Assessment Guidelines for the Public Sector Training Package.

Units to be assessed together

Pre-requisite units that must be achieved prior to this unit: Nil

Co-requisite units that must be assessed with this unit: Nil

Co-assessed units that may be assessed with this unit to increase the efficiency and realism of the assessment process include, but are not limited to:

PSPETHC501B Promote the values and ethos of public service

PSPGOV505A Promote diversity

PSPGOV507A Undertake negotiations

PSPGOV508A Manage conflict

PSPGOV511A Provide leadership

PSPGOV512A Use complex workplace communication strategies

PSPLEGN501B Promote compliance with legislation in the public sector

PSPPROC501A Manage contract risk

PSPPROC502A Establish contract management arrangements

PSPPROC504A Finalise contracts

Overview of evidence requirements

In addition to integrated demonstration of the elements and their related performance criteria, look for evidence that confirms:

the knowledge requirements of this unit

the skill requirements of this unit

application of the Employability Skills as they relate to this unit (see Employability Summaries in Qualifications Framework)

management of contract performance in a range of (3 or more) contexts (or occasions, over time)

Resources required to carry out assessment

These resources include:

legislation, policy, procedures and protocols relating to contract management

case studies and workplace scenarios to capture the range of contract management situations likely to be encountered

Where and how to assess evidence

Valid assessment of this unit requires:

a workplace environment or one that closely resembles normal work practice and replicates the range of conditions likely to be encountered when managing contract performance, including coping with difficulties, irregularities and breakdowns in routine

management of contract performance in a range of (3 or more) contexts (or occasions, over time)

Assessment methods should reflect workplace demands, such as literacy, and the needs of particular groups, such as:

people with disabilities

people from culturally and linguistically diverse backgrounds

Aboriginal and Torres Strait Islander people

women

young people

older people

people in rural and remote locations

Assessment methods suitable for valid and reliable assessment of this competency may include, but are not limited to, a combination of 2 or more of:

case studies

portfolios

questioning

scenarios

authenticated evidence from the workplace and/or training courses

For consistency of assessment

Evidence must be gathered over time in a range of contexts to ensure the person can achieve the unit outcome and apply the competency in different situations or environments

Required Skills and Knowledge

REQUIRED SKILLS AND KNOWLEDGE

This section describes the essential skills and knowledge and their level, required for this unit.

Skill requirements

Look for evidence that confirms skills in:

using communication and negotiation with contractor and stakeholders involving complex oral and written exchanges

reading and applying complex documents such as contracts, legislation and guidelines

resolving disputes/conflict/complaints or making judgments about when to refer them to others

building/managing effective working relationships

writing management reports and keeping records of meetings, liaisons, notes and follow-up action, requiring precision of expression

responding to diversity, including gender and disability

applying occupational health and safety and environmental requirements in the context of contract management

Knowledge requirements

Look for evidence that confirms knowledge and understanding of:

Commonwealth/State/Territory Government legislation, policies, practices and guidelines relating to contract management, including environmental purchasing guidance

contract management for a range of contractual situations

privacy and confidentiality issues

probity principles and issues

whole-of-life considerations

equal employment opportunity, equity and diversity principles

financial and accounting issues relevant to the contract

public sector legislation including occupational health and safety and environment

legal aspects of negotiation

aspects of law of contracts, trade practices law and commercial law relevant to the management of contracts relating to complex procurement

Range Statement

The Range Statement provides information about the context in which the unit of competency is carried out. The variables cater for differences between States and Territories and the Commonwealth, and between organisations and workplaces. They allow for different work requirements, work practices and knowledge. The Range Statement also provides a focus for assessment. It relates to the unit as a whole. Text in italics in the Performance Criteria is explained here.

Probity principles are

accountability

transparency

confidentiality

management of conflicts of interest

maintained to:

ensure conformity to processes

facilitate accountability

ensure proponents are treated in a fair and equitable manner

encourage commercial competition, where appropriate

preserve public and private sector confidence in government processes

Legislation, policy and standards may include

financial management legislation

government procurement/purchasing/contracting legislation, policy and guidelines

public sector standards

ethics standards

codes of conduct/ethics

cross-cultural and social justice issues

environmental purchasing

Formal and informal mechanisms may include

non-confrontational interaction

hospitality

formal contract variations

formal negotiations

Contract management plan may include

risk management plan

contingency plan

communication/public relations plans

human resource management plan

disposal plan

contract review plan

setting up routines

checking quality assurance systems

transfer of legal responsibility

insurances

strategies to avoid implied acceptance of varied conditions through non-enforcement of contractual obligations

environmental/green issues

industry policy

Contracts may include

memoranda of understanding/memoranda of agreement

in-house option directives

common use arrangements/standing offers

inter/intra-government agreements

letters of intent

licensing

purchases from suppliers

standing offers

Risks might include

suppliers' inability to meet agreements

end users' or buyers' inability to meet obligations

limited number of suppliers

client considerations not fully understood

options for people with limited language/literacy skills

implications if dependence on one supplier is enshrined versus risks in lack of continuity and consistency in services provided

other environmental influences

Variation to agreements may include arise from

change of scope

negotiation of new terms and conditions

dissolution of contracts

inability to deliver

Early signs of under-performance may be detected through

tracking milestones

regular meetings

meeting records and follow-ups

file management - audit trail

stakeholder surveys on performance

ongoing review of deliverables

Actions to improve performance may include

discussion with contractor

regular interaction

ongoing performance feedback

expert advice

Disputes may include

disputes over:

requirements

delivery schedules

price changes

additional tasking

payment schedules

complaints from third parties

formal versus informal eg unethical versus criminal behaviour

Techniques available to resolve disputes include

conference

negotiation

mediation

arbitration

resort to contractual agreements

legal considerations

Negotiation of issues may include

contract variations

continuous improvement

innovations

non-compliance

consequences

Actions (as a result of unresolved conflict) may include

mediation

court action

termination of contract

Effective communication strategies may include

clear communication

understanding the needs of the service provider and the client

setting regular times to talk, meet or check on progress

protocols for dealing with other stakeholders

emergency contact arrangements

a diary system to monitor milestones, timeframes, receipt of deliverables etc

strategies for ensuring information flow at critical stages of the contract

Organisational purposes may include

probity

governance requirements

relevant details extracted, collated and arranged in a format for reports and other documents