Provide regular reports on the status of contracts, highlighting any key dates, obligations, or changes
1. Purpose and Scope of Reporting
a. Purpose
The purpose of contract reporting is to:
- Ensure internal stakeholders are informed of critical contract information.
- Monitor compliance with contract terms and milestones.
- Track financial and operational obligations.
- Support risk mitigation and strategic planning.
b. Scope
Reports cover:
- All active contracts, including service agreements, grants, and vendor contracts.
- Pending contracts under negotiation or awaiting renewal.
- Closed contracts that are being archived or audited.
- All related amendments, addenda, and renewal documentation.
2. Types of Contract Reports
a. Standard Contract Status Report
- Frequency: Monthly or quarterly (aligned with SCMR-1)
- Contents:
- Contract title, vendor/partner name, and department
- Start and end dates
- Financial value and payments made to date
- Delivery status and milestone completion
- Risk rating (RAG status)
- Renewal or closure recommendations
b. Key Dates & Obligations Report
- Highlights:
- Upcoming payment schedules
- Milestone delivery deadlines
- Renewal/termination dates (e.g., contracts expiring in 30/60/90 days)
- Performance review checkpoints
- Regulatory compliance deadlines
c. Amendment & Change Log
- Tracks:
- All contract modifications, including scope, pricing, or timeline changes
- Associated approval documentation
- Responsible parties for the changes
- Updated contract version information
d. Executive Summary Reports
- Tailored for senior management.
- Condensed dashboards showing:
- Number of active contracts by category
- Value of contracts under management
- Strategic partnerships and long-term obligations
- Red-flagged contracts requiring intervention
3. Report Generation Process
a. Data Collection and Verification
- Data is pulled from the Contract and Procurement Management System (CPMS).
- Information is verified by Contract Managers, Finance, and Legal for:
- Accuracy of dates and figures
- Confirmation of deliverables met
- Up-to-date compliance information
b. Automation and Real-Time Dashboards
- SayPro uses CPMS reporting modules to:
- Generate real-time contract dashboards.
- Export data into Excel, PDF, or business intelligence tools (e.g., Power BI).
- Automate alerts for overdue actions or upcoming deadlines.
c. Reporting Frequency and Deadlines
- Reports are aligned with the Quarterly Contract Management (QCM) timeline:
- Monthly Internal Reports: Prepared by Contract Managers and submitted to department heads.
- Quarterly Reports: Consolidated for the SCMR-1 review meeting and executive review.
- Annual Summaries: Used for audits, donor reporting, and performance reviews.
4. Stakeholder Use and Distribution
a. Internal Stakeholders
- Finance: Tracks payment obligations and budget vs actual expenditure.
- Legal: Reviews compliance with legal terms and contractual risks.
- Operations: Assesses milestone achievements and resource allocation.
- Procurement: Reviews vendor performance and contract lifecycle status.
b. External Reporting (as needed)
- Donors, partners, or regulators may receive tailored contract performance summaries that include:
- Outcome achievements
- Financial transparency
- Contract compliance and delivery metrics
5. Integration with SayPro Monthly January SCMR-1
a. SCMR-1 Quarterly Review Process
- Reports are prepared as inputs to the SCMR-1 Contract Review Panel, which:
- Reviews performance metrics.
- Identifies risks or delays.
- Makes decisions on amendments, escalations, or renewals.
- Report templates and formats are standardized to ensure comparability across contracts and periods.
b. Audit and Traceability
- All reports and supporting data are archived in the CPMS.
- They form part of SayPro’s documentation for:
- Internal audits.
- Donor or compliance reviews.
- Lessons-learned exercises and historical referencing.
6. Key Metrics and Indicators Monitored
- Contract Lifecycle Stage (e.g., initiated, active, under review, closed)
- Contract Value and Expenditure (initial value vs actual spend)
- SLA/KPI Achievement Rate
- Compliance Score (based on legal and operational checks)
- Risk Level (based on recent events, changes, or performance deviations)
- Renewal and Amendment Frequency
Conclusion:
Generating structured, timely, and accurate contract reports is a cornerstone of SayPro’s commitment to accountability, performance, and strategic contract oversight. By embedding this practice into the SCMR-1 model and aligning it with Quarterly Contract Management, SayPro ensures that every contract is monitored, evaluated, and adjusted based on evidence and performance insights—supporting both operational excellence and stakeholder confidence.
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