The Contract Lifecycle: Stage 5 - Review

This contract stage consists of the contract post-mortem: analysing risk and contractor performance, closing out practical completing, and final closeout and archiving.

Note: By this stage, all deliveries must be completed.

This stage has five or six steps, listed as tabs across the top:

• Step 1 – Risk Review
• Step 2 – Contractor Performance
• Step 3 – Practical Completion Closeout
• Step 4 – In Maintenance Closeout (if contract is In Maintenance)
• Step 5 – Closeout
• Step 6 – Archive

Step 1 – Risk Review 

In this step, you are presented with the project and contract risk assessment completed in Stage 2 of the contract. Scroll down to see the ratings and comments, and make changes to the contract risk rating if needed.  (Project risk ratings cannot be changed at this point.)

Back at the top of this tab, the Risk Review workflow is identical to that of other SurePact records: request risk profile approval, which is then granted (or rejected) by the Contract Manager.

Step 2 – Contractor Performance 

In this step, you can assess contractor and subcontractor performance in several areas: time management, work quality, communication, environmental and safety issues, invoices and variations, etc. For each relevant topic, assign a rating and enter a comment. Then click Save Performance Questions.

Note: If all questions receive answers (including Not Applicable), you’ll move automatically to the next step. If you don’t answer all questions, you can still proceed manually to the next step.

Step 3 – Practical Completion Closeout 

When the contract conditions have been met as agreed upon for practical completion, you’re ready to close out this phase of the contract. Enter a comment and click Submit – PC to Closeout.

Step 4 – In Maintenance Closeout

(Appears only for In Maintenance contracts)

When the contract conditions have been met as agreed upon for In Maintenance completion, you’re ready to close out this phase of the contract. Enter a comment and click Submit – Maintenance Closeout.

Step  5 – Closeout

Closing out the entire contract requires that all deliveries and variations are complete to specifications, and marked as such in the various deliveries tables available in Stage 4.

These conditions should also be met:

• Contractor assessment is complete (Step 2).
• Variations and contingencies are entered accurately, and approved
• Progress claims are finalized, and approved.

The Closeout tab presents a summary of all contact details and activity.  The executive summary appears at the very top.

Scroll down to check everything over, and fill in any required fields. 

Check that all contract delivery costs are current, and fill in any missing data.

In the Time Variations section, be sure to enter actual start and end dates in comparison to the estimated dates.

At the bottom of the tab, enter a comment and choose whether assets were delivered and whether you want to add those assets to the SurePact Assets Register. If you want to save changes without committing, click the Update button. Otherwise click Commit Contract Closeout Report. Keep in mind: all deliveries must be completed in order to close out the contract!

Once the report is committed, all that’s left to do is archive. Add a note, click Archive, and get ready for your next project!

To find an archived contract, open its project and go to the In Delivery stage. In the Contracts tab, click the Filter icon, and tick Show Archived.

Step 6 – Archive

When the contract is complete, and is no longer needed for reference while its project is active, you can archive it. Simply enter a note and submit.

To view archived contracts, return to the project’s In Delivery stage, click the Filter icon in the Contracts tab, and choose Show Archived.