Necessary Deliverables

With all contracts there are certain things that are small nuances that can take a lot of time and energy if they are not managed effectively. In my current environment the administrative elements include the Background Investigations, which I mentioned previously, Computer Security Awareness Training and Separation Forms in my Statements of Work. It is a million times easier to just identify each of these things as deliverables and get the contractor to treat them as such than it is to handle these like administrative items.

I also include the notifications of incurred costs as deliverables. The problem I try to address here is the lag on invoicing. If I wait to receive an invoice that tell me we have expended 80% of the funds available then I am likely to already be at 90% because of the invoice lag. To counter this, I am making contract deliverables on T&M contracts that the contractor sends notification within 2 or 3 business days of incurring costs at the 80% and 90% thresholds of funding obligated and awarded to the contract. This avoids the issue of lag and gives me the visibility I need to take action.

• List of Key Personnel - Any change
• Status Meetings - Agenda 2 days prior, Minutes 1 day after
• Project Schedule - Updated with each status meeting
• Risk Register - Updated with each status meeting
• Change Control Register - Updated with each status meeting
• BI Forms - Submitted before the resource begins work
• Separation Forms - Submitted before the resource's last day
• Computer Security Awareness Training - Specified by the COR
• 80% Cost Incurred - In writing within 3 business days
• 90% Cost Incurred - In writing within 3 business days