This guide is practical, plain-English support for academy trusts and schools. It does not replace the official Academy Trust Handbook or your trust’s own finance and procurement policies. Always refer to the latest official guidance and internal procedures.
Why contract management matters (not just procurement)
A strong procurement process is only half the story. Trusts also need to show that contracts are:
- actively managed
- delivering what was bought
- renewed or re-procured deliberately (not by default)
Good contract management reduces cost, improves service quality, and lowers audit risk.
The MAT contract management checklist
Use this checklist for any significant supplier (services, works, software, facilities, professional services).
1) Assign a contract owner
Do this:
- name a contract owner (role + person)
- confirm who can approve changes (variations, extensions, spend increases)
Keep on file:
- owner details
- approval route
2) Capture the contract basics in one place
Do this:
- record start date, end date, break clauses
- record renewal terms and notice periods
- record pricing model and any indexation
Keep on file:
- contract/order form
- a one-page contract summary
3) Set success measures (KPIs) that match the service
Do this:
- choose 3–6 KPIs that reflect what “good” looks like
- agree how you’ll measure them and how often
Examples of KPIs:
- response times / resolution times
- uptime (for software)
- attendance and completion (for training)
- defect rates / rework (for works)
- customer satisfaction (simple survey)
Keep on file:
- KPI list and reporting schedule
4) Hold regular check-ins (proportionate)
Do this:
- schedule review points (monthly/termly/quarterly depending on risk)
- keep notes of actions and decisions
Keep on file:
- meeting notes or email summaries
- action log
5) Manage changes properly (variations)
Do this:
- document changes to scope, price, or timelines
- confirm approvals before changes start
Keep on file:
- variation request
- approval record
- updated pricing/deliverables
6) Track issues and how they were resolved
Do this:
- keep a simple issues log
- record dates, impact, supplier response, and resolution
Keep on file:
- issues log
- any service credits or remedial actions agreed
7) Avoid risky renewals and auto-renewals
Do this:
- maintain a contract register with notice periods
- set reminders well before notice deadlines
- review performance before deciding to renew
Keep on file:
- contract register entry
- renewal decision note
8) Renewal vs extension vs re-procure (decision prompts)
Before you renew or extend, answer:
- Is the supplier meeting KPIs?
- Has the scope changed since award?
- Has the market changed (new suppliers, better value options)?
- Is the price still reasonable (benchmarking)?
- Would a short extension reduce risk while you re-procure?
Keep on file:
- a one-page decision note
- benchmarking evidence (where used)
Copy/paste: Renewal decision note template
- Supplier/contract:
- Current end date and notice period:
- Performance summary (KPIs/issues):
- Benchmarking/market check completed:
- Decision (renew/extend/re-procure):
- Rationale (best overall value):
- Approvals (names/roles/date):
- Next review date:
Common pitfalls (and fixes)
- No contract register: start with a simple spreadsheet and add notice periods.
- Renewing without performance evidence: keep a short KPI/issue summary.
- Scope creep without approvals: use a variation form and record sign-off.
- No single owner: assign ownership so issues don’t get lost.
This guide is part of the Academy Trust Handbook 2026: Procurement & Value for Money Hub (Audit-Ready Checklist). Add a link back to the hub page near the top of your published article.
Next steps
- Create (or tidy) your trust-wide contract register
- Standardise the renewal decision note template
- Assign contract owners for your top 20 suppliers
You’ll find the related guides below in the procurement hub.