Contract Closure Report
Post Contract Review Report
DXC Authority instructions
The Contract Management Policy requires the PM to prepare a post-contract
review report (also known as a contract closure report) for all routine, complex or
strategic contracts.
The depth and detail of the review can be determined by the management and
may depend on the contract length and complexity as well as whether it is likely to
procure similar goods or services in the future.
The Contract Closure Guideline recommends conducting a post-contract review to
enable the client and the supplier to:
• Assess effectiveness of deliverables
• Achieve unexpected benefits.
• Achieve the performance outcome.
• Assess contract or purchase value for money.
• Review issues/risks identified during the contract, and how they are
mitigated.
• Provide feedback.
• Review contract management effectiveness.
User specific instructions
This template is provided as a guide only and can be customized for individual contract closures.
Project Management Page 1
Contract Closure Report Effective Date: 28.04.2024
Version 1.1 Next Review: 01.07.2026
Contract Closure Report
To: PM Name
Re: Contract Closure Report - contract name
Date: date of this report
CONTRACT OVERVIEW
Business Unit Business unit that is responsible for managing the
contract
Procurement title / contract name As per the approved Purchase Recommendation /
executed contract
Supplier entity name As per the executed contract
File / Reference number Internal file / reference number
Contract Complexity Transactional, Routine, Complex, Strategic
Contract Management Plan Was a contract management plan prepared?
Risk Management Plan Was a risk management plan prepared?
Contract Register Was the contract recorded in the contract register?
Contract start date As per the executed contract
Summary of extensions and
Summarize # (both planned and unplanned) of all
variations during the contract
approved variation(s) to scope/quantity, pricing
period (both planned and
schedule, and/or timelines to date.
unplanned)
Contract expiry date As per the executed contract and if applicable, any
extensions
Contract Management Meetings Detail of meetings: dates, attendees, overview of
agenda items and actions during the contract period
(could be provided as a separate attachment)
ALLOCATED RESOURCES
Contract Owner Name and position title
Contract Owner Name and position title
Staff allocation (FTE) Number of FTEs that managed the contract
Staff Turnover (Contract Owner and Detail any staff changes during the contract period
Contract Manager)
CONTRACT EXPENDITURE (GST inclusive)
Base contract value As recorded in the Purchase Recommendation / Report
Value of any planned contract As recorded in the Purchase Recommendation / Report
extensions
Total contract value As recorded in the Purchase Recommendation / Report
Actual contract expenditure Value of approved value vs actual expenditure
Value of savings achieved or increase
Budget Did the contract meet or exceed the
estimated/contracted budget?
Project Management Page 2
Contract Closure Report Effective Date: 28.04.2024
Version 1.1 Next Review: 01.07.2026
Savings Were any direct financial savings achieved?
Additional Value Savings may be non-financial (Do not affect cash flow)
but contribute other value if other economic and/or social
benefits
CONTRACT OUTCOMES
Contract outcomes Have the anticipated outcomes been achieved? The list
relevant outcomes achieved and their effectiveness,
success or otherwise.
Overall outcomes achieved within contract period.
Were any unexpected benefits achieved?
Achievement/Completion of targets, Commentary against each (where they achieved, and
KPIs, deliverables, milestones etc. were they achieved on time and within budget)
Quality Did the goods/service meet/exceed contract
outcomes/service expectations?
Was there sign-off and acceptance of products/ goods?
Other - please specify Green procurement outcomes, social and economic
procurement outcomes
Value for money Overall, did the contract achieve value for money and
achieve the requirements?
What savings or improvements were achieved?
SUPPLIER PERFORMANCE
Compliance Were all insurances, employee/contractor screening
checks, accreditations maintained and up to date?
Reports Were all supplier reports satisfactory and submitted on
time? Were risk and issues registers maintained?
Management of contract by supplier Detail supplier key staff or management personnel turn-
over, disputes/complaints, maintenance of records and
data, impact of using subcontractors (if applicable),
frequency and quality of supplier communication,
receptive to feedback.
Performance issues that required Detail the issues and the remedy/s and how this was
remedy during the contract period managed. Do any remain unresolved? If yes, what is the
planned course of action?
Supplier liabilities Does the supplier have any outstanding liabilities?
Relating to work carried out that may require contract
administration until the supplier’s liability ends
Contract renewal / handover Is the service or product still needed? Would you use
supplier again? If not, why not?
Were client records handed over to the new supplier?
Supplier’s overall performance, Detail any problems with product delivery, service
standards, budget, product quality, reporting etc.
Detail how risks relating to the goods/services, or the
supplier were managed.
Risk Management Detail if any risk reviews were conducted and outcome
of risks controlled/ treated during the contract period
compared to risks originally identified.
Project Management Page 3
Contract Closure Report Effective Date: 28.04.2024
Version 1.1 Next Review: 01.07.2026
NEXT STEPS / FUTURE RECOMMENDATIONS
Describe learnings and opportunities to improve contract
Learnings at contract end
management practices and contract outcomes
Client or customer response What was the end-user experience (customer
satisfaction)?
Were there any complaints? How were these managed.
Has there been any public, media or client concern about
contract end? How was this / will this be managed?
Was a contract evaluation undertaken? Yes/No.
Formal evaluations Was the evaluation conducted internally or through an
independent evaluator? What was the outcome?
Identify opportunities for continuous improvement.
Continuous improvement
Would you manage this contract differently in the future?
Issues and recommendations for Are there any recommendations or other relevant issues
future procurements to consider for future procurement processes?
SIGN OFF
Signed: _______________________ Name: ____________________________
Date: _____________ Position: Contract Manager
Signed: _______________________ Name: ____________________________
Date: _____________ Position: Contract Owner
Signed: _______________________ Name: ____________________________
Date: _____________ Position: Chief Executive (or authorized person)
Project Management Page 4
Contract Closure Report Effective Date: 28.04.2024
Version 1.1 Next Review: 01.07.2026
