Contract Management Performance Support System Project

In partnership with Three-E Training Inc., BrainWave Solutions members developed a self-paced instruction program in contract management for a provincial government department responsible for acquiring and managing a complex array of services and programs contracts worth over $64 million per annum.

The client required a performance solution that would ensure:

• equitable and cost-effective purchase of results from a wide range of private and not-for-profit service providers
• a consistent application of contract management policy and procedures across the province while allowing for a necessary degree of flexibility in dealing with special-case contracts
• proper documentation of all critical processes and decisions to demonstrate accountability and facilitate audits
  

The solution had to allow for varying levels of staff expertise, from new contract managers through to highly experienced staff.

A blended mix of instructor-led training and self-paced instruction complemented by a robust Human Performance Support System.

The HPSS consisted of an integrated suite of 46 forms that covered all stages of the contracting cycle, from identification of a need for services through to contract evaluation.

To facilitate use even without prior experience or training, each form:

• had a companion Summary Sheet that set forth exactly when, where, how, and why the form was to be used
• contained embedded instructions for its completion, including references to additional instructions and resource materials

The forms were created to allow for easy :

• migration onto the branch’s intranet
• management from a central location
• updating and amendment

The HPSS also included reports on document management and deployment, including detailed instructions on how to amend the forms in Word.

The solution we devised achieved results which met and/or exceeded the expectations of the Department, based on feedback from a wide range of Department representatives.

The HPSS:

• enhanced consistency of performance by providing clear guidelines on task completion on a when-needed basis
• ensured that tasks were accurately performed through the use of checklists and sign-off requirements
• generated a clear document trail for accountability and auditing purposes

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