Determinants of successful works Contract Management in Public Institutions: Perspectives from Tanzania Public Service College

Abstract

Despite the fact that proper management of works contracts results into attainment of value for money, many public institutions still experience works contracts being completed beyond the time schedule with poor quality and costs overruns. The main purpose of the study was to establish the impact of key critical success determinants of works contract management in public institutions. Specifically, the study aimed at accomplishing three specific objectives which are to identify the determinants of a successful works contracts management, to establish the effects of contract determinants on management of works contracts, and to propose the strategies for achieving a successful works contracts management. The study was conducted at Tanzania Public Service College located in Dar es Salaam, Tabora, Mtwara, Singida, Tanga, and Mbeya. The study employed case study design whereby 193 respondents were involved. This sample size comprised of staff from Procurement Management Unit, Internal Audit Unit, Campus Managers, Accounting Officer and the user departments which included Quality Assurance, Planning and Monitoring, Human Resource and Administration, Accounts and Finance and Academic departments. Data were collected through questionnaires, Focus Group Discussion and interviews. Quantitative data was analyzed by use of descriptive and inferential statistics through the help of Statistical Package for Social Sciences (SPSS) version 20. Furthermore; content analysis was employed in analyzing qualitative data. The descriptive and inferential numeric analysis was done by using frequencies, percentages, standard deviation, and arithmetic mean and results presented in form of tables, figures and Charts. The findings of the study indicate that the key critical success determinants of successfully managed works contracts include management of human resources, contracts risks, time, cost, quality and communications. It has also been found that effective management of these factors determines the extent of performance between the parties to the works contract. It has been concluded that successful works contract management determinants must be indicated in that particular contract document. This will results into obtaining value for money, manage stakeholders’ expectations, and minimizes contracts variations. The study recommends pre and post qualification of contractors before entering into the contract. Monitoring and evaluation of the contract when under implementation and developing contract risk register are also important for successful management of the works contract. Furthermore; proper management of contract communications and clear force majeure clause in the contract are recommended as the best ways of ensuring any works contract is implemented as per agreed terms and conditions.