Sub-contractor management

John, I have found that a detailed scope spreadsheet (matrix) identifying deliverables by all parties be included in the contract (or agreement document). In that matrix, it is important to have the following columns for each scope item: BY PRIME CONTRACTOR, BY SUBCONTRACTOR, BY MANUFACTURER, BY OTHERS. Quality is a critical component of manufacturing contracts; as such, it must be defined in the scope matrix with clear metrics. Testing support can be source of contention because unless it is clearly identified up front, there is a strong possibility of a dispute. Even if the amount of testing support is not known up front, it is good to carry an "ALLOWANCE" of X days or X man-hours. Clarity is the project manager's best friend.

Hi John,
As far as I can think of an agreed RACI martrix and a runbook between all the parties involved should address your question.

This question relates to the Quality Management Plans of all stakeholders in the supply chain and an understanding of Quality Control versus Quality Assurance. As Project PM you have an obligation to ensure that these Quality Management Plans are in place and enforced. Enforcement is made possible through the contract language.

Essentially Quality Control is the responsibility of the manufacturer - the bottom line of the supply pyramid. Every one up from there is responsible for Quality Assurance - that is making sure that the Quality Control is implemented.

1) The Owner (you) makes sure the Contractor's Quality Management plan is suitable and implemented
2) The Contractor makes sure that the sub-contractor's Quality Management plan is suitable and implemented
3) The Sun-contractor makes sure that the suppliers Quality Management plan is suitable and implemented.

One thing you want to avoid is taking charge of the Quality Management plan from top to bottom. Do not, under any circumstances take responsibility for the contractor's, sub-contractor's or suppliers Quality Control.

Once you have accepted this approach the suggested worksheet works fine.

The question is how are the contracts worded between your company and contractors. Do you have any contracts with the sub-contractors, or they are subcontracted by the contractors?
In the projects I managed or I reviewed, we always had contractors which would sub-contracted other companies as subco's. We would not manage the sub-contractors, it was task for the contractors, which would have back to back agreement with their subco's to minimise the risk and transfer any claims in case of faults or not meeting contractual obligations.
In reality this does not work always very well, as subco's do not always deliver as expected, so we included review and reporting of their work as well during regular reporting and reviews.