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The company standard template has been

used as the basis for the contractual

A complete and validated Project Plan was

attached to the Agreement.

The contract clauses are understood by

Management and the Project Team.

There are procedures for problem escalation

and resolution in case of disagreement.

There are defined processes for authorizing

work, handling contract changes and change
orders, and obtaining written authorization
from all parties to changes.

There is a resolution mechanism for

determining if changes are within the scope of
the contract.

There is a resolution mechanism for closure

of detailed acceptance issues.





There are procedures to resolve other

frequently occurring issues, such as: elapsed
time delays; staffing and turnover problems;
productivity problems; contingency budgets
(release); management and oversight needs;
ongoing education and support needs.

There is recourse for delays caused by the


All contractual obligations with subcontractors and suppliers have been reflected
in the contracts and are properly
synchronized (e.g., delivery dates,
extensions, warranty periods, licences).

The proprietary information of both parties

has been adequately protected.

The contract has been reviewed and

approved by Corporate Legal Counsel, where

The contract has the required sign-offs as

defined in the Quality System.

The original signed contract is filed in

Accounting/ Contract Management files, and
a copy is filed in the Project Book.

Updated Financial Plan information has been

given to Accounting.

If work on the project commenced without a

formal contract, either a contract equivalent
was in place or an exception was granted in
accordance with the procedures in the Quality

Statement of Work

The Statement of Work, including

specifications and due dates, are consistent
with the proposal as modified by the

There is a clear definition of scope.

There are clear and precisely defined

acceptance procedures.

The quality and acceptance criteria specified

are sufficient to guide completion and
acceptance of all deliverables and release of
all payments.

Every opportunity has been taken to reduce

risk (and this has been portrayed as reducing
the risk to the customer).

There is a detailed list of specific



The terms and conditions for hardware and

software licences are precisely specified.

The terms and conditions for hardware and

software licences are adequate (especially,
for example, in international situations).

Contract Duration

There are provisions for keeping the contract


There are provisions for contract time frame

extensions, if necessary.

The time required to terminate is defined.

Customer Responsibilities

Customer days-off and closures are identified.

There are provisions to ensure no hiring of

our staff.

If the customer is furnishing any property, the

schedules and quantities for that property are

Provision has been made for such things as

beepers, pagers, cellular phones, remote dialup capabilities (e.g., lines from home or other

Provision has been made for workstations:

PCs, SME tools, software, etc.

Provision has been made for facilities

including administrative and word processing

Pricing, Billing and Payment Terms

Rates are based on a pricing model that is

visible to management and appropriate for the
market place.

The number of working hours have been

defined if daily rates are quoted.

There is an overtime agreement defined.

We are able to charge the customer directly

for overtime.

Rate schedules are attached.

Rates for specialist resources are included.

Rates for administrative support are included

if we supply word processing.

The expiration date of current rates is


There is provision for overtime for on call


Travel time to customer sites is included in


Travel and living charges are defined and


We are able to charge the customer directly

for long distance telephone.

We are able to charge the customer directly

for extraordinary amounts of photocopying
(e.g., more than 10 pages).

We are able to charge the customer directly

for taxi and/or mileage and parking expense

related to visits to customer sites.

We are able to charge the customer directly

for facility costs if we are housing customer
personnel on our premises.

We are able to charge the customer

premiums for use of special expertise.

We are able to charge the customer

interoffice premiums for use of non-local

We are able to charge the customer for travel

and living by non-local resources.

We are able to charge the customer for

interest charges resulting from failure to either
collect cash from the customer in a timely
manner, or to receive interest on overdue

We are able to charge the customer directly

for use of functional expertise in areas such
as Finance, Contracts, Human Resources,
Marketing and Executives.

The payment terms allow for promotions of

our staff and increases in rate (e.g.,

promotion notification).

There is provision for annual increases of

rates or of fixed price indexed to the
Consumer Price Index.

If there are penalties or liquidated damages,

their financial impact is understood by
Management and the Project Team.

If there are penalties or liquidated damages,

we have done everything possible to avoid
having to pay them (or at least to put off the
date when they would start to apply).

If there is an incentive plan, it is properly


Method of Payment

The invoicing procedures are specified (PO

number, name, frequency).

The payment terms are defined.

Taxes are extra.

Interest is applicable for late payment.

Key Clauses

The limitation of liability clause is acceptable

as per standard contracting policy.

Any warranty provisions are acceptable as

per standard contracting policy.

The provisions to protect our rightful

intellectual property are adequate as per
standard contracting policy.

There is a standard notice on the cover page

of each document to protect company
confidential or proprietary information such as
that contained in proposals, statements of
work, costing, pricing or rate data, and items
generated by us using our proprietary

There is a standard legend on each page

which contains information to the effect that
use is subject to the restriction on the cover


A single deliverer has been identified for each


A single identified Acceptor has been

identified for each sub-contract. The Acceptor
is one of the Project Manager, the Application
Architect, the Technical Architect or the
Quality Assurance Officer.

Clear provisions have been set for subcontractor default.

We have recourse for delays caused by the


The scope, deliverables and responsibilities

have been clearly defined for each subcontract.

The sub-contract was finalized before the

proposal/ contract was submitted to our

The sub-contractor's Project Plan is similar in

content to our standard template.

The dates in the sub-contract are reflected

consistently in the proposal/contract
submitted to our customer.

The Responsibilities section of the subcontractor's Project Plan reflects all

requirements of our customer (e.g., meeting

or testing time).

Our Project Plan includes sufficient time for

managing the sub-contractors.

A Contingency Plan for each sub-contractor is

in place.

Procedures equivalent to those in our Quality

System are being followed by the subcontractor for life cycle activities, quality
assurance, and project control.

Change Request and Decision Request

disciplines are followed with each subcontractor.

There are provisions for keeping the

agreements current.

All sub-contracted components have been

acceptance tested and signed off using
Personal Acceptance Documents.

Transfer of title and transfer of risk is

consistent for the prime and subcontracts.
Assessment of Supplier Quality

(not required for suppliers who have ISO 9000 certification, or are our strategic partners, or who
contribute less than 1 percent of contract value, or are resources participating as project team

Suppliers have been provided with the

Supplier Quality Principles defined in the
Quality System.

Suppliers have been provided with clear

specifications of our expectations for the
product or service being purchased.

Suppliers have responded to the Supplier

Quality Questions defined in the Quality
System, and their responses have been

On-site assessments of suppliers' quality

practices have been conducted for applicable
sub-contracts (as defined in the Quality

Suppliers have been selected based on:

Ability to meet specifications,

Price competitiveness,

Supplier Quality rating,

Commitment to quality
demonstrated in an on-site visit.

Partnerships and alliances have been

approved in accordance with company policy
if the partner or technology will be used on
more than one project.

Payment approaches have been reviewed

with each supplier, and the most appropriate
method for the service or product has been

Hardware/Software Purchasing

Purchase Order Requisitions have been

prepared for all hardware/software

Purchase Order Requisitions and Capital

Expenditure Requests have the required
approvals documented in the Quality System.

A Capital Expenditure Request has

accompanied each Purchase Order
Requisition for non-recoverable acquisition
items greater than the threshold defined in the
Quality System.

Monthly Invoicing

Backup information for invoices for physical

inventory items have been produced from the
Integration Tracking System (ITS) or an
equivalent system and submitted to
Accounting each month.

All Expense Reports have been submitted to

Accounting at each month end.

Each month Customer invoices have been

prepared, approved, delivered to the
Customer, and filed in Accounting.

Additional Considerations for Software Asset Management Contracts

There is a clear definition of coverage

requirements, service levels, response times,
performance guarantees.

There is an amending formula if the system

grows larger through change (software asset
maintenance costs do not go down if the
system is growing).

There are threshold limits for size of change

requests by person days (e.g., 20).

There are minimum hours chargeable per


There is a surcharge for change requests

classified as urgent to discourage the overuse of this class and the stress associated
with operating in continual emergency mode.

Deficiency Evaluation (to be completed by Project Reviewer)

Demerit Points Description (DP)
0 Not applicable (the statement does not apply to the project being reviewed) or no
deficiency (the letter and the spirit of the statement is completely true).
1 Minor deficiency (the statement is mostly true).
3 Major deficiency (the statement is partially true).
5 Serious deficiency (the statement is largely not true).
10 Critical deficiency (the statement is not true) or the statement cannot be
evaluated at this time (which is given a demerit point rating of 20 because of the
risk(s) which could be associated with the review item and to encourage the review
process to evaluate all statements of compliance).

Maximum possible demerit points (A)

Total demerit points assigned (B)

Rating (1-B/A)