Contract Management Responsibilities Matrix

1. CONTRACT MANAGEMENT RESPONSIBILITIES MATRIX
PROJECT: DATE:
LOCATION: DOC. REV. NO.: 00
MAIN TASK SUB-TASK 1 SUB-TASK 2 SUB-TASK 3 SUB-TASK 4 SUB-TASK 5
Develop and
Maintain Contract
Management
Responsibilities
Matrix
Review matrix,
modify as necessary
for project
requirements
Assign
responsibilities
Maintain/update
matrix
Lead: Assigned to: Assigned to: Assigned to:
Establish Contract
Baseline
Review whole
contract package
and establish
baseline
Maintain baseline
following changes
Train the team
Lead: Assigned to: Assigned to: Assigned to:
Form Contract
Requirements
Action List
Develop the list Assign individuals
who are responsible
for actions
Monitor actions Maintain/update list
Lead: Assigned to: Assigned to: Assigned to: Assigned to:
Handle
Correspondences
Maintain and update
correspondence log
Assign responsible
individuals for
raising/answering
correspondence
Review outgoing
correspondence for
commercial
appropriateness
Act as authorized
signatory
Perform contract
archiving
requirements
Lead: Assigned to: Assigned to: Assigned to: Assigned to: Assigned to:
Manage Project
Submittals
Identify submittal
requirements
Develop and
maintain submittal
schedule
Monitor open
submittals for
acknowledgment or
returns
Prepare and submit
notices for delays in
responding to
submittals
Perform contract
archiving
requirements
Lead: Assigned to: Assigned to: Assigned to: Assigned to: Assigned to:

2. CONTRACT MANAGEMENT RESPONSIBILITIES MATRIX
PROJECT: DATE:
LOCATION: DOC. REV. NO.: 00
MAIN TASK SUB-TASK 1 SUB-TASK 2 SUB-TASK 3 SUB-TASK 4 SUB-TASK 5
Perform contract
flow-downs
Identify contract
clauses to be flowed
down to
subcontracts
Obtain HQ review of
revised contract
terms to ensure
proper flow-down
Lead: Assigned to: Assigned to:
Manage Drawing
Submittals
Identify the
requirements and
review/approval
process
Log, monitor and
follow-up submittals
Prepare notices for
delays or unfair
rejections
Perform contract
archiving
requirements
Lead: Assigned to: Assigned to: Assigned to: Assigned to:
Manage Project
Schedule
Identify the
requirements
Prepare and submit
project baseline and
update schedules
Monitor, update,
maintain historical
file of schedule
Log, monitor delay
events and prepare
notices
Perform time impact
analysis
Lead: Assigned to: Assigned to: Assigned to: Assigned to: Assigned to:
Record Project
Progress
Lead:
Establish progress
measurement
system
Assigned to:
Prepare and submit
daily reports:
Assigned to:
Prepare and submit
weekly/monthly
reports:
Assigned to:
Take photos/videos:
Assigned to:
Manage
Subcontracting and
Subcontracts
Tender for
subcontract
packages
Perform technical
and commercial bid
evaluation
Get commitment
authorization and do
award
Provide Notice to
Proceed and kick-off
the works
Administer
subcontracts
Lead: Assigned to: Assigned to: Assigned to: Assigned to: Assigned to:
Perform Risk
Management
Identify contractual
risks
Prepare Contract
Liability Plan
Monitor the risks Administer all
insurance policies
Conduct regular risk
workshops
Lead: Assigned to: Assigned to: Assigned to: Assigned to: Assigned to:

3. CONTRACT MANAGEMENT RESPONSIBILITIES MATRIX
PROJECT: DATE:
LOCATION: DOC. REV. NO.: 00
MAIN TASK SUB-TASK 1 SUB-TASK 2 SUB-TASK 3 SUB-TASK 4 SUB-TASK 5
Handle Bonds and
Guarantees
Lead:
Log, monitor bonds
and guarantees
Assign to:
Keep original copies
of subcontract
bonds/guarantees
Assign to:
Renew the bonds
before expiry dates
Assigned to:
Manage Client-
issued resources
Identify
requirements for
Client-issued
resources
Log, monitor, update
Client-issued
resources
Prepare notices for
inadequate and/or
delayed resources
Lead: Assigned to: Assigned to: Assigned to:
Handle Progress
Payments
Prepare and submit
payment
applications
Submit invoices Monitor payments
Lead: Assigned to: Assigned to: Assigned to:
Administer Changes Develop changes
procedures and
determine
authorizations
Monitor changes
and prepare
required notices
Develop change
proposals
Log, monitor, update
changes log and
keep records for
change
Negotiate and settle
changes
Lead: Assigned to: Assigned to: Assigned to: Assigned to: Assigned to:
Handle Claims Develop claim
procedures
Monitor claims and
prepare notices,
draft claim
narratives
Price claims Log, monitor, update
claims log and keep
records for claims
Negotiate and settle
claims
Lead: Assigned to: Assigned to: Assigned to: Assigned to: Assigned to:

4. CONTRACT MANAGEMENT RESPONSIBILITIES MATRIX
PROJECT: DATE:
LOCATION: DOC. REV. NO.: 00
MAIN TASK SUB-TASK 1 SUB-TASK 2 SUB-TASK 3 SUB-TASK 4 SUB-TASK 5
Handle Backcharges Prepare
acknowledgement or
return notices
Forward
backcharges to
subcontractors
Log, monitor, update
backcharge log
Negotiate and settle
backcharges
Lead: Assigned to: Assigned to: Assigned to: Assigned to:
Manage Requests
for Information
(RFIs)
Raise RFIs Develop, maintain,
and update RFI log
Identify responses
resulting in changes
and prepare notices
Lead: Assigned to: Assigned to: Assigned to:
Manage Warranties Gather and submit
warranties
Develop, maintain,
and update
Warranty log
Extend warranties
before expiry if
extended timeline
Lead: Assigned to: Assigned to: Assigned to:
Manage Material
and Equipment
Approval Requests
Raise Material and
Equipment Approval
Requests
Develop, maintain,
and update log
Lead: Assigned to: Assigned to:
Manage Costs Establish
commitment value
Monitor cost against
commitment value
Provide notice to
Client when reached
to cost limit
Lead: Assigned to: Assigned to: Assigned to:
Manage Close-out
Lead:
Verify fulfilment of
prerequisites for
taking over
Assigned to:
Invite and participate
final inspection
Assigned to:
Apply Taking Over
Certificate
Assigned to:
Prepare and
manage punch list
Assigned to:
Ensure document
retention
Assigned to:

5. CONTRACT MANAGEMENT RESPONSIBILITIES MATRIX
PROJECT: DATE:
LOCATION: DOC. REV. NO.: 00
MAIN TASK SUB-TASK 1 SUB-TASK 2 SUB-TASK 3 SUB-TASK 4 SUB-TASK 5
Handle Waiver and
Release of Lien
Obtain
releases/waivers
from
suppliers/subcontrac
tors
Obtain legal review
before formalizing
releases/waivers
Verify the payment
status of
suppliers/subcontrac
tors
Lead: Assigned to: Assigned to: Assigned to:
Perform Lessons
Learned Workshops
Input to lesson
learned database:
Lead: Assigned to:
Provide Legal
Advice
Draft subcontract
terms and conditions
Draft contract
amendments
Process dispute
resolution
Lead: Assigned to: Assigned to: Assigned to: