Our Implementation Process

The broad implementation process is:

• Discuss your Requirements.  We need to get a shared understanding of your needs.  Our service can be provided for one contract, a suite of contracts or for all your contracts.  You may wish to start with a just a few contracts before you commit to a fuller relationship with us.
• HolisTech® Submits a Proposal.  Based upon your requirements we will submit a proposal to you for your consideration including our standard contract terms and conditions. 
• Negotiate Contract and Sign Contract.  Should the proposal be to your satisfaction, we would expect to enter into contract negotiations and to then sign the contract.
• Provide the Service.  You would then be provided with the service and we could also manage our contract with you using HolisTech’s® Contract Management Service.  We use different tools for the delivery of the service but the core tools are the well known Microsoft® suite including Microsoft® SharePoint.
• Close or Extend Contract.  We would expect to close or extend the contract after its agreed period is complete or its agreed outcome is achieved.

• 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.

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

• An organisation seeking better and more complete contract management for the contracts it lets and requiring robust justification for repeat use of particular suppliers.
• A government department seeking better governance mechanisms in its contract management by understanding delivery performance against its existing contracts.
• A supplier wanting increased client confidence in their contract delivery schedule seeking to demonstrate their performance to their client. In this case HolisTech’s® CMS would most likely be offered in the bid process, increasing bid credibility.

Auditing can involve any number of mechanisms. Here are a few examples:

• We check and certify that the service has been provided to the level of performance required in the contract. For example the lawns mowed and weeds removed, the ablutions cleaned, the bins emptied, the dinners served, the photocopier maintained, or the windows cleaned.
• We check and certify that the products or items have been delivered in the quantities and configuration required by the contract and in accordance with the agreed schedule. For example the office furniture has been delivered and assembled correctly.
• In certain circumstances we can certify that the products delivered meet the specifications requested. This might require specialist expertise that may need to be outsourced by HolisTech®.
• We can conduct a survey to garner feedback on the performance of a contractor. For example survey all staff on their satisfaction with the cleaning, survey all students on the service of the tuckshop, or survey all workers on the performance of a contractor or supplier.

HolisTech’s® Contract Management Service 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.