NAPM InfoEdge
June 1997, Vol. 2 No. 10

Effective Contract Administration


Table of Contents
  • Understanding Contract Administration Members Only Content
    The broadest definition of contract administration is any action, either by the purchaser or supplier (the parties to the contract), from the time the contract was awarded till its close-out. It is the process of ensuring that the intent, requirements, and terms and conditions of the contract are met, and can include follow-up, expediting, and supplier management functions. The main objectives of contract administration are:

  • Managing the Contract Members Only Content
    When a contract administrator receives a contract, a plan should be developed to manage it. The contract administrator should begin by reading the contract to become familiar with it. In cases where the administrator was not involved from the outset, it is important to review with purchasing any major issues that took place during the procurement and negotiation process of the contract award. This procedure will help the contract administrator understand the tone of the relationship and understand the requirements for the completion of a successful contract.


AUTHOR(S)

Ruth Anderson
Ruth Anderson is the director of the Office of Procurement for the University of Wisconsin System, which is comprised of 26 campuses. She previously was a contracting officer, and worked in contract administration at the U.S. Environmental Protection Agency. She was a member of the team that developed a contract administration course for the State of Wisconsin, which she also teaches. Ms. Anderson was co-author of the December 1996 NAPM InfoEdge, Using Cooperative and Consortium Buying for Better Purchasing. She has a B.S. and an M.P.A. from the University of Illinois.

Maytee Aspuro, C.P.M.
Maytee Aspuro is director of procurement for the Wisconsin Department of Workforce Development (DWD). In addition to overseeing DWD's purchasing and asset management operations she is the project leader of RAPIDS, DWD's reengineering efforts of the procurement, accounts payable, and asset management processes. She has previously held the positions of chief of contractual services for the Wisconsin Department of Administration, and district compliance supervisor for the Wisconsin Department of Revenue. Ms. Aspuro presented at the NAPM 81st Annual International Purchasing Conference and the 1997 NAPM—New York Conference, and participated as an NAPM Satellite Seminar panel member for "Purchasing Performance Measures: Effective Measures for Improvement," in November 1996. Ms. Aspuro has a B.B.A. in marketing and an MS in management from the University of Wisconsin.



REFERENCES
  • NAPM Insights, December 1995, "Beware: Written Contracts Are Not Absolute":
  • NAPM Insights, April 1995, "Managing Service Contracts"
  • NAPM Satellite Seminar Series, February 6, 1997, "Supplier Performance: Working Towards Reliability and Continuous Improvement"
  • Purchasing, June 19, 1995, "Ethical Appearance Counts"
  • Purchasing Today™, November 1996, "Legal Ramifications of JIT Purchasing"
  • Purchasing Today™, June 1996, "Your Remedies for Supplier Performance Failures"
  • Wisconsin State Journal, February 20, 1996, "Top State Railroads Regulator Demoted"


FOR FURTHER READING
  • Contract Management, March 1997, "Training the Contract Officer of the Future"
  • Purchasing Today™, September 1996, "Building Flexibility into Your Agreement"
  • NAPM Insights, April 1995, "Managing Service Contracts"
  • Sherman, Stanley N. Contract Management: Post Award, Wordcrafters Publications, 1987

Back to Top