What is Contract Change Control?

HolisTech’s® Contract Management Service (CMS) provides enterprises and Government departments an end to end contract management service from when the Contract is let through to Contract closure. It provides both customer and supplier an independent and thorough means of ensuring proper and complete delivery and a formal change management process to ensure each contract is up to date and understood by all parties at all times.

This particular element is the contract change control service of the CMS where HolisTech® will manage the change process between all parties for the contract(s) in which they are a party.

Change control might include:

• We receipt all change requests as they are received, pass them to the contract manager for consideration and record the change request against the relevant clauses.
• We facilitate the change control meeting for all parties (perhaps via video link) to consider and discuss all changes.
• We record all discussion in the change control meeting and provide the minutes and outcomes of the meeting and publish them on the contract site.
• We change the contract in accordance with the outcomes of the change control meeting, baseline the new version and publish it to the contract site. We ensure all previous baselines are still available for all parties to access.
• We maintain a contract site where all parties can discuss the change and submit their queries and comments, all of which is recorded and made accessible as a history of contract deliberations.

Situations where Contract Change Control is Used

Some of the situations in which HolisTech’s® contract change control service is used are:

• An organisation seeking better and more complete contract management for the contracts it lets.
• The customer and/or supplier seeking more independent contract management.
• A supplier wanting increased client confidence in their contract management capabilities. In this case HolisTech’s® CMS would most likely be offered in the bid process, increasing bid credibility.
• A government department seeking better governance mechanisms in its contract management.
• A private enterprise seeking better management of its contract documentation for its suppliers.

Benefits of Using Contract Change Control

A large government technology project had progressed for several years with considerable difficulties. Frequent project staff changes meant much of the information asset was poorly maintained, including the contract changes and proposals. Accordingly, when litigation was to occur with the government department seeking recompense for the delays and under performing technology, it was difficult to substantiate some of the changes (were they approved, not approved or never addressed) hence litigation was unable to proceed.

HolisTech’s® CMS exists to prevent this sort of expensive occurrence. It is a robust end to end system for any government or private organisation. It removes the worry and resourcing issues for contract management and performance monitoring and reporting and provides an independent approach for customer and supplier alike. Further, there is no need for either party to access the network of the other, as all data and information is available securely on-line to all parties.

For this element of the CMS, HolisTech® will work with your organisation to manage all the change processes of your contracts. Please e-mail or ring us if you want to know more.