Home / Solutions / Subcontract administrators
RoleProcureAudit for Subcontract Administrators | Modifications
The detail work, without the spreadsheet
Modifications, flow downs and supplier documents are all yours to keep current. Most administrators do it with a spreadsheet and a good memory, which works right up until the program gets large.
Modifications, flow downs and documents
These are the three things a subcontract administrator carries, and all three are usually held together by one person's diligence.
Each change carries its own award and funded amounts, its own documents and its own approval, on the award it modifies rather than in a list beside it.
- Own amounts and progress per modification
- Documents filed against the change
- Approval routed and recorded
- No parallel spreadsheet to reconcile
Clauses attached to the subcontract at award are accepted with the order, so proving what a subcontractor accepted does not require finding an old email thread.
- Attached to the subcontract order
- Accepted alongside the award
- Retained on the record permanently
- Answerable years later without a search
Every document carries its expiry date and the supplier is reminded before it lapses, with escalation if they stay quiet. Nobody maintains a list.
- Expiry tracked per document
- Supplier reminded automatically
- Escalated if there is no response
- Current while you are on leave
What the spreadsheet was quietly covering
What the spreadsheet was quietly covering
Recorded on the award with its own amounts and evidence rather than added to a spreadsheet.
- A modification arrives
- A supplier document expires
- You take two weeks off
A modification arrives
Recorded on the award with its own amounts and evidence rather than added to a spreadsheet.
Learn moreA supplier document expires
Chased automatically before it lapses rather than when you notice it on your list.
Learn moreYou take two weeks off
The chasing continues and somebody can cover, because the tracking is a record.
Learn moreSomebody asks what a sub accepted
Answered from the clauses attached to their award rather than an email search.
Learn moreA modification needs approval
Routed to the named reviewer rather than chased individually by you.
Learn moreA new administrator joins
They read the record rather than being taught a spreadsheet only you understood.
Learn moreAward and funded diverge
Held separately on each modification, so the gap is visible rather than reconciled monthly.
Learn moreA historic award is queried
Retrieved by filter, with its modifications individually readable years afterwards.
Learn moreThe spreadsheet and what replaces it
None of this is a criticism of how the job is done today. It is a description of what the tooling forces.
A tracking spreadsheet
Changes listed in a separate file, maintained alongside the system, which means two records that can and do disagree.
On the award record
Each modification lives on the award it changes with its own amounts, documents and approval.
Sent by email
Clauses go out in their own message, and establishing what a subcontractor accepted means locating that thread years afterwards.
Attached to the order
Clauses travel with the subcontract, accepted alongside it and retained on the record.
A list you maintain
Expiry dates in a spreadsheet, reminders sent when you notice, and the whole thing depending on you being at your desk.
Tracked automatically
Each document carries its date, reminders go out before expiry and escalate if ignored.
Nobody else knows
The tracking makes sense to you, which means your absence creates a gap the program feels immediately.
Anybody can pick it up
The record is the tracking, so somebody covering reads it rather than needing you to explain it.
It works until it does not
A well maintained tracking spreadsheet is genuinely effective. The problem is that it depends entirely on one person and disagrees with the system it shadows.
It works until it does not
A well maintained tracking spreadsheet is genuinely effective. The problem is that it depends entirely on one person and disagrees with the system it shadows.
- The tracking lives where the work does
- Chasing happens without you
- Somebody can cover for you
The tracking lives where the work does
Modifications recorded on the award they change rather than in a parallel spreadsheet removes the reconciliation and the disagreement between the two.
Chasing happens without you
Supplier documents tracked to their expiry dates and chased automatically removes the most repetitive part of the role entirely.
Somebody can cover for you
When the tracking is a record rather than a spreadsheet only you understand, your absence stops being an event for the whole program.
Questions from subcontract administrators
Will this replace my tracking spreadsheet?
How are supplier documents chased?
Where do flow down clauses live?
Can somebody cover for me?
How are modifications recorded?
What about modifications from before we started?
Does this replace our contract system?
Other sectors and roles worth reading
Contracts managers
The person who has to produce the file, usually at short notice.
Learn more
Program managers
Subcontract progress across a program without chasing individuals.
Learn more
Bring your tracking spreadsheet
We will show which columns become record fields and which stop being necessary at all.
Book a demo