A reporting template that includes contract status, milestones, and any issues or actions taken
Section A: Contract Overview
| Item | Details |
|---|---|
| Contract Title | [Insert full contract title] |
| Supplier/Service Provider | [Insert company name] |
| Contract Start Date | [Insert start date] |
| Contract End Date | [Insert end date] |
| Contract Value | [Insert total contract amount] |
| Type of Contract | [Goods / Services / Consultancy / Framework Agreement] |
| SayPro Department | [Insert responsible department] |
| Contract Manager | [Insert name and contact details] |
🔹 Section B: Milestone Tracking
This section monitors the agreed deliverables and their progress as per the contract timeline.
| Milestone / Deliverable | Due Date | Status (On Track / Delayed / Completed) | Date Delivered | Notes / Variance Explanation |
|---|---|---|---|---|
| [Insert deliverable 1] | [Date] | [Status] | [Date] | [Reason for delay or success] |
| [Insert deliverable 2] | [Date] | [Status] | [Date] | [Add notes if applicable] |
🟢 Overall Progress Summary:
[Summarize performance: e.g., “3 out of 4 milestones completed. One delayed due to supplier equipment failure; extension granted.”]
🔹 Section C: Contract Performance
| KPI / SLA Item | Target | Actual | Status (Met / Not Met / In Progress) | Comments |
|---|---|---|---|---|
| Delivery Timeliness | 100% on-time | 80% | Not Met | 2 out of 5 deliveries were delayed |
| Quality Standards | No quality complaints | 0 | Met | – |
| Report Submission | Monthly | 2 submitted, 1 late | In Progress | January report submitted late |
| Budget Usage | ≤ Budget | 85% of budget used | Met | On track financially |
📊 Performance Rating:
[Use color codes or ratings: e.g., GREEN – On Track, YELLOW – Monitor, RED – Off Track]
🔹 Section D: Financial Overview
| Item | Amount (ZAR) | Comments |
|---|---|---|
| Contract Value | [Insert amount] | |
| Amount Invoiced to Date | [Insert] | |
| Amount Paid | [Insert] | |
| Balance Remaining | [Insert] | |
| Variance (if any) | [Insert] | Explain over/under-spending |
📎 Attach copies of invoices, payment records, and finance summaries where applicable.
🔹 Section E: Risks & Issues
| Risk/Issue | Description | Impact Level (Low/Med/High) | Mitigation / Action Taken | Status |
|---|---|---|---|---|
| Supplier staff turnover | Project delayed in Jan | Medium | Replacement approved | Resolved |
| Delivery delay | Equipment late | High | Schedule adjusted, penalty waived | Ongoing |
⚠️ Escalation Required? [Yes / No]
If yes, detail next steps and stakeholders to engage.
🔹 Section F: Compliance & Reporting
| Requirement | Compliant? (Yes/No) | Notes |
|---|---|---|
| SCMR-1 Monthly Reporting | Yes | All reports submitted |
| Quarterly Contract Review | Yes | Conducted in March 2025 |
| Financial Reporting | Yes | Finance team approved |
| Procurement Policy Adherence | Yes | Verified by compliance |
✅ Audit Ready? [Yes / No]
📝 Comments: [Insert any internal audit notes or requirements for improvement]
🔹 Section G: Stakeholder Feedback
Summarize input from beneficiaries, internal teams, or external stakeholders on performance and value delivered.
Example:
“Training participants rated the delivery 4.7/5. Logistics team noted delays in material delivery. Overall satisfaction is high.”
🔹 Section H: Recommendations & Next Steps
| Action | Responsible | Due Date | Status |
|---|---|---|---|
| Approve extension to May 2025 | Contract Manager | [Date] | In Progress |
| Final Quality Check of Deliverables | M&E Officer | [Date] | Pending |
| Close-out Report Preparation | Vendor | [Date] | Planned |
🔹 Sign-Off
| Name | Role | Signature | Date |
|---|---|---|---|
| Contract Manager | |||
| SCM or Procurement Officer | |||
| Department Head |
📎 Annexures
- Annex A: Updated Project Timeline
- Annex B: Copies of Milestone Reports
- Annex C: Financial Summary Sheet
- Annex D: Stakeholder Feedback Form
- Annex E: Risk Register (if separate)
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