Technology Projects: Vendor and Contract Management

When conducting a health check or a lookback on a technology project,  it's important to assess the contract and vendor management aspects of the project. Effective contract and vendor management play a crucial role in ensuring successful project outcomes. Here are some key contract and vendor management questions to ask:

1. Vendor Selection and Evaluation:

• How was the vendor selection process conducted?
• Were the selection criteria clearly defined and aligned with the project requirements?
• Were there any deficiencies in the vendor evaluation process that may have impacted project success?

2. Contract Negotiation and Terms:

• How well were the contract terms and conditions negotiated with the vendor?
• Were the contract terms realistic, clear, and well-defined?
• Were there any ambiguities or gaps in the contract that led to issues during project execution?

3. Service Level Agreements (SLAs) and Performance Metrics:

• Were there well-defined SLAs and performance metrics in the vendor contracts?
• Were the SLAs aligned with the project goals and expectations?
• Were there any challenges in monitoring and measuring vendor performance against the SLAs?

4. Vendor Communication and Collaboration:

• How effectively did the project team communicate and collaborate with the vendor?
• Were there any communication or collaboration challenges that affected project delivery?
• Were there established channels and protocols for resolving issues or conflicts with the vendor?

5. Vendor Performance Monitoring:

• How was the vendor's performance monitored throughout the project?
• Were there regular assessments and reporting of vendor performance?
• Were there any deviations or shortcomings in vendor performance that impacted the project?

6. Change Management with Vendors:

• How were changes to the project scope, requirements, or timeline managed with the vendor?
• Were change control processes in place to assess the impact and cost of changes?
• Were there any challenges or issues related to managing changes with the vendor?

7. Issue and Dispute Resolution:

• How were issues or disputes with the vendor identified and addressed?
• Were there established procedures for issue escalation and resolution?
• Were there any unresolved issues or disputes that had a significant impact on the project?

8. Vendor Relationship Management:

• How was the overall relationship with the vendor managed?
• Were there regular vendor performance reviews or meetings to discuss project progress?
• Were there any challenges or gaps in managing the vendor relationship?

9. Vendor Contract Closure:

• How was the contract closure managed with the vendor?
• Were all contractual obligations fulfilled by both parties?
• Were there any post-contract issues or challenges that arose?

10. Lessons Learned and Improvement:

• Were lessons learned captured and documented regarding contract and vendor management throughout the project?
• Were the lessons learned shared with relevant stakeholders and future project teams?
• What steps have been taken or will be taken to improve contract and vendor management in future projects?