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Contracting and Supplier Performance Management Procedures

PRM03

Defines contract preparation, contract approvals, contract variations, supplier performance monitoring, delivery acceptance and contract file requirements. Includes supplier due diligence and onboarding, segregation-of-duties controls, procurement planning and threshold guidance, conflict-of-interest declarations, and a complaint and dispute resolution mechanism.

What changes

Improved contract control, stronger supplier accountability, better management of delivery and performance risks, and a clearer route for resolving supplier disputes.

What you get

Contracting and supplier performance management procedure
Supplier due diligence and onboarding form with approved supplier list
Contract approval and variation form with thresholds
Supplier performance and delivery acceptance scorecard
Supplier complaint and dispute resolution log

What has to come first

PRM01Procurement Policy and Governance Manual Module Recommended

Procurement policy and governance manual this sits within
NAHNeeds Assessment Report - National Head Quarters or NABNeeds Assessment Report - Branch/District Recommended

Needs assessment identifies current contracting-control gaps

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS Finance Director	Owns contracting controls
HNS procurement officer	Runs onboarding, contracts and monitoring
HNS programme and budget holders	Define needs, accept delivery
HNS Secretary General and approvers	Approve contracts, per thresholds
Suppliers	Onboarded, contracted, monitored
GFDC delivery team	Drafts and advises

How it is measured

Indicator	Target	Evidence
Contracting and supplier performance procedure approved and issued	Approved within 8 weeks of kick-off	Approval record; issued procedure
Active suppliers onboarded through due diligence to the approved list	100% of active suppliers	Approved supplier list; onboarding forms
Contracts with approval, COI declaration and a complete file	100% of new contracts	Contract files; approval and COI forms
Supplier disputes logged and resolved within target time	45 days	Complaint and dispute resolution log

Standards

COSO Internal Control - Integrated Framework
Recognised procurement and contract-management practice

Describe the problem, not the service

You do not need to know which of the 124 to ask for.

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