Why report on the end of the contract?
Agencies may require reporting at the end of a contract to:
- ensure contract closure activities are conducted in line with policy
- ensure project processes and outcomes are recorded, enabling later audit or review
How to implement contract reporting activities
Step 1: Create and maintain records
Create and maintain records on how the:
- contract was planned
- invitation documents were developed
- how the service provider was selected
- contract was delivered and managed
- contract was concluded
Step 2: Review the contract
Review contract documents to identify reporting requirements.
Contract reporting requirements may include:
- reconciling expenditure
- reconciling income generated by the contract
- confirming all deliverables have been received
- stakeholder satisfaction surveys
Step 3: Special reporting requirements
Additional reporting requirements may apply under procurement-related policies. See Reporting activities under procurement-related policies.
Ensure reporting requirements under the Standing Directions 2018 made under the Financial Management Act, are completed.
Step 4: Complete contract reporting activities
Complete reporting activities, using:
- local Agency templates
- templates developed policy owners or regulators
Step 5: Communicate findings to service provider
Communicate findings of end of contract reporting to the service provider, where applicable.
Pass this information on in a timely manner.
Step 6: Invite service provider to respond
Invite the service provider to respond to findings of end of contract reporting, where applicable.
Step 7: Report outcomes of contract review
Follow Agency processes to report the outcomes of contract review activities.
For goods and services contracts, Contract management – Goods and services guide sets out a scalable framework for reporting.
Consider:
Manage probity and conflicts of interest
Manage probity – consider issues raised at Probity issues by stage and task.
Conflicts of interest can arise during this task. Identify, declare and manage these.
Address Agency rules
Consult Agency procurement team for advice on meeting:
- procurement rules and policies
- Agency specific rules and policies related to monitoring performance
Follow Agency specific rules on when to seek an approval and who can give the approval.
Follow Agency specific rules for recording decisions and storing records.
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