Practical guide
GeM Contract Management Checklist After Award
Winning a service contract is the start of delivery. This guide helps operations teams translate an award into accountable Sites, workforce records, monthly evidence and billing follow-up.
DhirekOne is independent software and is not affiliated with or endorsed by GeM or any government department. DhirekOne does not claim an official GeM integration.
Operational problem
What This Workflow Needs to Solve
Award documents often reach payroll, Site operations and billing as separate files. Missing ownership, dates or staffing assumptions then surface late—usually when attendance is due or an invoice is being prepared.
Step by step
A Practical Operating Workflow
- 01
Confirm the award record
Record the contract number, buyer, service period, value, scope and important commercial references from the accepted documents.
- 02
Build the delivery structure
Create every Site, identify local contacts and define positions, skill categories and expected headcount.
- 03
Prepare the workforce
Verify employee identity and employment records before linking each person to the correct Contract, Site and role.
- 04
Establish the monthly cut-off
Set internal dates for attendance review, payroll preparation, evidence checks, invoicing and collection follow-up.
- 05
Keep evidence connected
Retain approved attendance, wage and statutory context with the month and Contract to which it applies.
- 06
Track billing through receipt
Record invoice dates, due dates, receipts and outstanding balances instead of stopping at invoice generation.
Practical checklist
Review Before Moving Forward
- Contract and buyer details agree with the award
- All delivery Sites and contacts are recorded
- Required roles and headcount are documented
- Each deployed employee has a clear Site and role
- Attendance approval ownership is assigned
- Payroll inputs and evidence are reviewable
- Invoice support and due-date tracking are ready
Common failure points
Mistakes That Weaken the Process
Treating the award PDF as the operating system
Teams need structured Contract and Site records, not repeated document searches.
Starting payroll before deployment is clear
Unclear Site or role assignment weakens attendance and cost review.
Closing the month at invoice creation
Receipts and outstanding amounts still need ownership after billing.
Where DhirekOne fits
Use Software After the Process Is Clear
DhirekOne can connect the awarded Contract to Sites, workforce deployment, attendance, payroll evidence, billing and receivables. It does not submit information to GeM or replace the buyer’s official process.
Frequently asked questions
Questions About This Workflow
What should a contractor do immediately after a GeM award?+
Confirm the accepted commercial and service details, assign internal ownership, create the delivery Sites and document the workforce requirement before deployment.
Does this checklist replace the GeM contract documents?+
No. The official award and contract documents remain authoritative; this checklist organises internal execution.
Can the same checklist support several Sites?+
Yes. Repeat Site, staffing and monthly-readiness checks for each location while retaining one Contract-level view.
Related guides
Continue Learning
GeM Tender Management Workflow for Service Contractors
Learn a disciplined internal workflow for tracking GeM service tenders from discovery and review through bid preparation, outcome and post-award handoff.
Read the related guide →Government Contract Billing & Receivables Guide
A practical workflow for service contractors to prepare invoice records, retain delivery support, monitor due dates, allocate receipts and review ageing.
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