Job Order Contracting Guide
A job order contracting guide is a required component of any best practice Job Order Contract. Also referred to as a JOC Operations Manual, or JOC Execution Guide, the Job Order Contracting Guide is a written document that contains all of the strategic and operational elements and requirements associated with the JOC Program. An example of the some of the topic areas is shown below.
The Job Order Contract and is integral Job Order Contracting Guide should reflect current, objective, and transparent collaborative best management practices. LEAN construction methodology with a focus upon win-win long terms relationships, outcomes, and best value should be founding principles.
General areas that to be considered when preparing a Job Order Contracting Guide include:
- Post completion meetings to determine success of project and lessons learned
- Standard process for requesting, accepting, and managing new requests for JOC renovation, repair, construction projects.
- Project Management best practices are implemented and standardized across the organization and awarded JOC contractors.
- Project requests scheduled based on impact to organization/urgency
- Ability to do demand planning and forecasting
- Ability to perform “what-if” scenarios
- Risk (access, site conditions, capability) information associated with project plans
- Standardized process for facility user, contractor, and owner/manager input and communication
- Pre-defined corrective actions for possible exceptions
- Roles and resources allocated during the proposal phase
- Standardized process for selecting projects and optimizing building portfolio
- Required skills are mapped to project resources
- Ability to collaborate in real-time with others
- Cloud system enabling users to comment, question, tag, note, and share specific items and business events in real-time
- Project estimates export to PDF/Excel
- Decision-makers real-time access
- Automated email alerts when tasks are due or assigned
- Project/task templates
- Best practices embedded in softwa
- Certified Project Managers and all system users (internal and external)
- Formal and ongoing training for all participants (owners, facilities management, contractors, procurement)
- Internal and external JOC marketing
- Regular third party independent audits
- Key Performance Indicators (KPIs)
- Owner leadership and competence
- Defined system access levels
- Defined workflows
- Assurance that JOC consultants are properly distanced from decision-making, especially if their compensation is based upon a percentage of construction work
- Method to improve skillsets by developing knowledge capture process and transfer of knowledge from experienced practitioners to new staff
- Ability of all participants to suggest and contribute suggested improvements.
- Centralized location for project and communication materials and content, with distributed access
- Locally researched line item Unit Price Book
- Global oversight and leadership without excessive management and control that is supportive and enables the leverage of local capability and expertise.
- Version control for materials
- Ability to comment on and edit materials/information and content in real-time
- Customer satisfaction and other performance metrics are monitored and measured
- Standard performance metrics are leveraged to assess JOC Program health
- Cost impacts and revenue potential (contractor) assessed before accepting or approving programs, projects
- Past performance of projects is referenced when making decisions
- Continuously monitor value of in-process projects to approve / continue projects
- Ability to quantify an individual team member’s contributions to project success
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