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12 - PROJECT PROCUREMENT MANAGEMENT
12.3.2.6 claims Administration
Contested changes and potential constructive changes are those requested changes where the buyer and seller
cannot reach an agreement on compensation for the change or cannot agree that a change has occurred. These
contested changes are variously called claims, disputes, or appeals. Claims are documented, processed, monitored,
and managed throughout the contract life cycle, usually in accordance with the terms of the contract. If the parties
themselves do not resolve a claim, it may have to be handled in accordance with alternative dispute resolution
(ADR) typically following procedures established in the contract. Settlement of all claims and disputes through
negotiation is the preferred method.
12.3.2.7 records Management System
A records management system is used by the project manager to manage contract and procurement
documentation and records. It consists of a specific set of processes, related control functions, and automation
tools that are consolidated and combined as part of the project management information system (Section 4.4.2.3).
The system contains a retrievable archive of contract documents and correspondence.
12.3.3 control Procurements: outputs
12.3.3.1 Work Performance Information
Work performance information provides a basis for identification of current or potential problems to support later
claims or new procurements. By reporting on the performance of a vendor, the organization increases knowledge
of the performance of the procurement, which supports improved forecasting, risk management, and decision
making. Performance reports also assist in the event there is a dispute with the vendor.
Work performance information includes reporting compliance of contracts, which provides procuring
organizations a mechanism to track specific deliverables expected and received from vendors. Contract compliance
reports support improved communications with vendors so that potential issues are addressed promptly to the
satisfaction of all parties.
384 ©2013 Project Management Institute. A Guide to the Project Management Body of Knowledge (PMBOK Guide) – Fifth Edition
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