Contract & Vendor Management — RACI Model
RACI = Responsible, Accountable, Consulted, Informed
Itis simply a responsibility matrix that outlines the roles of individuals against various tasks or deliverables.
There can be one or more person Responsible, there can only be a single person Accountable and there are usually multiple
Consulted and many Informed.
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Responsible
Those responsible to do the work to achieve the outcome required
Accountable
Those who authorise the work and who are ultimately accountable for the correct
completion of the work
Consulted
Those who are consulted about the work at various stages of its progress
Informed
Those who are kept informed about the work
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CVM & Procurement — RACI Model
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RACI area Activity area Responsible Accountable Consulted Informed
Contract administration Update contract database (Web3) cM VM VMO Procurement
Mandatory Includes uploading contracts/
CCN/CAF/supporting docs/NDA
Communication ofcontract change CM Head of CM Legal/Procurement Ops Team
Manage contract reporting cM Head of CM vMO ITLB
Contract management/Lifecycle Own contract through life CM/VM. Head of CM Ops Team Procurement
Mandatory Contract Interpretation cM Head of CM
Ongoing management of supply cM vM Procurement Ops Team
Approve simplecontract variations cM Head of CM Legal/Ops/VM Contract Owner/Stakeholders
Approve contract variations >20% in CM/VM Procurement Legal/Ops Contract Owner/Stakeholders
* As software contract management activity value or scope
4 Contract renewals(endof contract)* Procurement vM cM Contract Owner/Stakeholders
areas mentioned separately
Contract renewals (contractual cM Head of CM Legal/Procurement Contract Owner/Stakeholders
option)* VM/Ops
Contract terminations (expiryormove CM Head of CM Legal/Procurement Stakeholders
inhouse) vM
Contract terminations &re cM Procurement ITLB/VM Stakeholders
procurement
IT contracts roadmap - contract cM Head of CM Legal/Procurement ITLB
delivery/supplier capability sPO/VM
S/W contract renewals(non-material) CM vM Procurement Stakeholders
‘S/W contract renewals with new Procurement Procurement CM/Legal/VM Stakeholders
contract T & C’s
New contract handover Signed contract handover Procurement Procurement cM VM
CVM & Procurement — RACI Model cont’d
Accountable
Consulted
Informed
IT VendorStrategy Leadon VendorStrategieswhich VM vM CM/Legal/ ITLB
Mandatory include suppliers/vendors through Procurement
analysis of existing supply base
Procurement Activities Lead on the development of Procurement Head of CM/Legal/VM Ops Team
Procurement Strategies for individual Procurement
Mandatory sath
Procurementactivities
Leadand managetheendtoend Procurement Head of CM/Legal/VM Ops Team
sourcing process, lead the tender Procurement
evaluation and engagement with
Legal
Software Activities Lead on Software Vendor cM VM ITLB Legal/OpsTeam/Procurement
Management- relationship,
governance, budget
Mandatory Lead on Software Contract cM VM Procurement Stakeholders
Management- negotiations,
approvals
IT software asset management (SAM) CM/VMO vM Procurement Stakeholders
Leadon Audit & Compliance planned VM vM CM/Procuremen Legal
and unplanned t
New software procurement Procurement Head of cM/VM Stakeholders
Procurement
Software catalogue management CM VM VMO Procurement
Additional purchases within existing CM VM Procurement Stakeholders
contract scope
Supplier savings Lead the documenting, sign offand CM VM Finance/Ops Procurement
Mandatory reporting of IT related cost reduction, Team
savings oravoidance
Procurementlead cost reduction, Procurement Head of CM/Finance/VM ITLB
savings or avoidance Procurement
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CVM & Procurement — RACI Model cont’d
abana Commercially
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RACI area Activity area Responsible Accountable Consulted Informed
Performance delivery Manage operational delivery Ops Team Ops Dir cM/VM Procurement
Mandatory Collate SLA/KPI outcomes OpsTeam Ops Dir ‘CM/Legal/VM
Lead supplier performance reviews OpsTeam Ops Dir ‘CM/VM Procurement
Service quality Check service quality OpsTeam Ops Dir CM/VM Stakeholders
Ifrelevant Maintain specifications Architects CTO Ops Team CM/VM
Approve alternate work methods Ops Team Ops Dir CM/VM Procurement/Stakeholders
Governance framework Chair steering committee VM cM Stakeholders Governance & Reporting
Ifrelevant
IT Vendor Relationship Management Participate in ITVendorrelationship VM/CM vM Ops Tea, Stakeholders
ane management meetings
ry ;
Execute Supplier Governance cM vM Procurement ITLB
Contract Review Template (CRT) Write CRT CM Head of CM VM/VMO Ops Team/Procurement
Ifrelevant Review CRT cM Head of CM Procurement/Ops Stakeholders
Team/VM
Communicate CRT cM Head of CM Procurement/Ops Stakeholders
Team/VM
Methodology, tools and templates Develop procurement methodology Procurement Head of Procurement CM/Legal/VM__ Stakeholders
0} Produce standard tools and Various Various Various Various
tional
templates
Approve use of IT templates VMO Head of CM CM/VMO Stakeholders
Train and communicate ITtemplates VMO. Head of CM cM/VMO. Stakeholders
Train and communicate Procurement Procurement Head of Procurement CM/VM/VMO Stakeholders
templates ;
Exercise Audit Rights To ensure any contractual Audit cM Head of CM Various I
Rights are excercised
Contract & Vendor Management — RACI Model
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Key Contacts
cM IT Contract Management Team
cTo Chief Technical Officer & Enterprise Architects
Head of CM Head of IT Contract Management Team
Head of Procurement
Head of Procurement Team
ITLB IT Leadership board
Legal Head of IT Legal & Team
Ops/Ops Team Head of Operations & Heads of Service
Procurement IT Procurement Team
Stakeholders
Other key stakeholders involved
Vendor Managers (VM)
IT Vendor Management Team
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