Subcontract Management Plan Template

Subcontract Management Plan for: insert
project name
Version: insert version number
Approval date: insert approval date
Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 i

Subcontract Management Plan for insert project name
DOCUMENT CONTROL PANEL

File Name:
File Location:
Version Number:
Name Date
Created By:
Reviewed By:
Modified By:
Approved By:
Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 ii

Table of Contents
1 Overview ......................................................................................... 1
1.1 Scope .................................................................................................... 1
2 Organization and Responsibilities ............................................... 1
3 Subcontracting Plan / Subcontractor Work Distribution ............ 2
4 Task Work Order Management Process....................................... 2
5 Quality Assurance ......................................................................... 2
6 Staffing ........................................................................................... 2
7 Financial ......................................................................................... 2
8 Technical ........................................................................................ 2
9 Management ................................................................................... 2
9.1 Risk Management ................................................................................ 2
9.2 Change Management .......................................................................... 3
9.3 Subcontract Closeout Management .................................................. 3
10 Invoice and Financial Status Reporting ....................................... 3
10.1 Receipt ................................................................................................. 3
11 Communications and Problem Resolution .................................. 3
12 User Definitions ............................................................................. 3
Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 iii

List of Tables
Table 1: Title .................................................................................................................. 3
List of Figures
Figure 1: Title ................................................................................................................. 3
Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 iv

List of Acronyms and Abbreviations
FDOT .................................................................................... Florida Department of Transportation

ITS.............................................................................................. Intelligent Transportation Systems
SMP.................................................................................................. Subcontract Management Plan
Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 v

1 Overview
The Subcontract Management Plan (SMP) describes the process used by the Florida Department
of Transportation (FDOT) to select qualified intelligent transportation systems (ITS)
subcontractors and manage them efficiently. The SMP combines the concerns of requirements
management, project planning, project tracking, and project oversight for basic management
control, along with necessary coordination of quality assurance and configuration management,
and applies this control to the subcontractor as appropriate.
1.1 Scope
The SMP sets forth the processes for managing and integrating project activities, and provides
methods and guidance for the selection and management of subcontractors using proven
processes and methods that assure successful program execution. The SMP shall be updated
annually or as required to reflect changes in subcontractor management functions and/or
processes.
The scope of the SMP begins at the preproposal stage and continues through subcontract
execution, performance management, and closeout. It provides guidance for subcontract
management activities, including:
 Organization, roles, and responsibilities

 Methods and processes for subcontractor management
 Management oversight for all subcontractors to minimize program impacts due to cost,
schedule, or technical performance
 Distribution of work
 Subcontract task work order allocation
 Quality assurance of deliverables/products
 Status reporting and invoice procedures
 Ongoing communications
2 Organization and Responsibilities

This section describes the organization and responsibilities associated with the subcontract
management process, including:
 Project management
 Business management
 Contracts and subcontract administration
 Engineering
 Environmental; health and safety; and security
 Quality assurance
Form FM-SE-16 Subcontractor Management Plan Template. Effective 11/30/2015 1

3 Subcontracting Plan / Subcontractor Work Distribution

This section describes the allocation/distribution of work among the project’s subcontractor
team.
4 Task Work Order Management Process

This section provides the management process for task work order responsibilities, including:
 Subcontractor task work order management:

 Task work order staffing process
5 Quality Assurance
This section describes the key areas that may be utilized for measuring teammate performance,
including the staffing, financial, technical, and management areas.
6 Staffing
This section describes staffing performance and how it is measured. The performance may be
measured by performing an analysis of the open/filled ratio, and the timeframe required to fill
open or vacant positions.
7 Financial
This section describes the key financial elements that are monitored for ongoing analysis.
8 Technical
This section describes the key factors monitored for subcontractor technical performance,
including:
 Delivery of excellent performance

 Customer support
9 Management
9.1 Risk Management
This section describes the process where performance problems are reported to the project
management. It further establishes the process in which the project manager responds to
problems and develops an action plan to ensure problem resolution.
Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 2

9.2 Change Management

This section describes the control and exercise of all subcontract change or modification actions.
9.3 Subcontract Closeout Management

This section describes the procedure for how closeout of the subcontract will be managed.
10 Invoice and Financial Status Reporting

10.1 Receipt
This section describes the process for receipt of services and how invoices are processed for
payment.
11 Communications and Problem Resolution

This section establishes the key methods for subcontractor communications and how all
issues/concerns are resolved when they arise.
Table 1: Title
Figure 1: Title
12 User Definitions

DOCUMENT REVISION HISTORY

Version Approved Created/
Description of Change(s)
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Subcontract Management Plan for: insert

Version: insert version number

Approval date: insert approval date

Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 i

DOCUMENT CONTROL PANEL

Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 ii

Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 iii

Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 iv

List of Acronyms and Abbreviations

FDOT .................................................................................... Florida Department of Transportation

Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 v

 Organization, roles, and responsibilities

2 Organization and Responsibilities

Form FM-SE-16 Subcontractor Management Plan Template. Effective 11/30/2015 1

3 Subcontracting Plan / Subcontractor Work Distribution

4 Task Work Order Management Process

 Subcontractor task work order management:

 Delivery of excellent performance

Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 2

9.2 Change Management

9.3 Subcontract Closeout Management

10 Invoice and Financial Status Reporting

11 Communications and Problem Resolution

Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 3

DOCUMENT REVISION HISTORY

Form FM-SE-16 Subcontract Management Plan Template. Effective 11/30/2015 4

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