What are the common challenges and pitfalls of contract quality assurance and control?

1 Scope and expectations

One of the main challenges of contract QA/QC is to define and communicate the scope and expectations of the quality requirements clearly and consistently. This involves establishing the quality criteria, standards, methods, and procedures that will be used to measure and verify the quality of the contract outputs. A lack of clarity or alignment on these aspects can lead to misunderstandings, disputes, rework, delays, and dissatisfaction among the parties involved. To prevent this, it is essential to have a well-written quality plan that outlines the roles, responsibilities, and processes of QA/QC, and to involve all the relevant stakeholders in the planning and review stages.

2 Resources and skills

Another challenge of contract QA/QC is to ensure that there are adequate resources and skills to perform the quality activities effectively and efficiently. This includes having enough time, budget, personnel, equipment, and tools to conduct the quality inspections, tests, audits, and reviews. It also involves having the appropriate qualifications, competencies, and experience to carry out the quality tasks and to interpret and report the results. A shortage or mismatch of resources and skills can compromise the quality of the contract deliverables and services, as well as increase the risk of errors, defects, and non-conformities. To avoid this, it is important to conduct a realistic assessment of the resource and skill needs for QA/QC, and to allocate and manage them properly throughout the contract lifecycle.

3 Communication and feedback

A third challenge of contract QA/QC is to ensure that there is effective communication and feedback among the parties involved in the quality process. This includes sharing the quality information, data, and reports in a timely, accurate, and transparent manner, and addressing any issues, concerns, or suggestions that arise during the quality activities. It also involves providing constructive feedback and recognition to the quality performers, and implementing corrective and preventive actions to improve the quality outcomes. A lack of communication and feedback can result in confusion, mistrust, conflict, and poor quality performance among the contractor and the client. To prevent this, it is essential to establish and maintain regular communication channels and feedback mechanisms for QA/QC, and to foster a culture of collaboration and continuous improvement.

4 Compliance and documentation

A fourth challenge of contract QA/QC is to ensure that the quality activities comply with the relevant laws, regulations, standards, and best practices that apply to the contract scope and context. This includes following the ethical, legal, and professional guidelines and codes of conduct for QA/QC, and adhering to the contractual terms and conditions for quality. It also involves documenting and recording the quality evidence, results, and actions in a systematic, consistent, and traceable way, and retaining and storing them securely for future reference or audit. A failure to comply or document the quality activities can expose the contractor and the client to legal, financial, or reputational risks, as well as jeopardize the validity and reliability of the quality outputs. To avoid this, it is important to identify and understand the compliance and documentation requirements for QA/QC, and to implement and monitor them effectively.

5 Change and innovation

A fifth challenge of contract QA/QC is to cope with the change and innovation that may occur during the contract execution. This includes adapting to the changing needs, expectations, or preferences of the client or the market, and incorporating new or improved technologies, methods, or practices that can enhance the quality of the contract deliverables and services. It also involves managing the risks and opportunities that may arise from the change and innovation, and ensuring that they do not compromise the quality standards and specifications. A resistance or inability to change or innovate can affect the competitiveness, relevance, or value of the contract outputs, as well as limit the potential for quality improvement. To prevent this, it is essential to have a flexible and proactive approach to QA/QC, and to embrace change and innovation as opportunities for learning and growth.

6 Culture and mindset

A sixth challenge of contract QA/QC is to create and sustain a positive culture and mindset that supports and values quality. This includes fostering a shared vision, mission, and goals for quality among the contractor and the client, and aligning them with their respective strategies, policies, and values. It also involves promoting a quality-oriented attitude and behavior among the staff, managers, and leaders involved in the contract, and encouraging them to take ownership, responsibility, and accountability for quality. A negative or indifferent culture or mindset can undermine the effectiveness, efficiency, or credibility of QA/QC, as well as erode the trust, confidence, or satisfaction of the parties involved. To prevent this, it is important to have a strong leadership and commitment for QA/QC, and to cultivate a culture and mindset of excellence, customer focus, and quality assurance.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?