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TMA_Kickoff_Process

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					                Training & Management
                  Assistance Branch

                   <Client Name >
               Project Kick-Off Meeting
                          for
                  Report Tile
                <TITLE OF PROJECT>
                         with
                     <Contractor>
                        <Date>

           Project Manager Name, Title, Telephone


UNITED STATES OFFICE OF PERSONNEL MANAGEMENT
       Message from the President



 “Government likes to begin
things - to declare grand new
programs and causes. But good
beginnings are not the measure
of success. What matters in the
end is completion. Performance.
Results. Not just making
promises, but making good on
promises.”
                - George W. Bush

                                    2
               Meeting Agenda

• Introductions/Meeting Objectives
• Contractual and Working
  Relationships
• Roles and Responsibilities
• Key Points of Contact
• Management Plan Format
• Project Discussion
• Next Steps
                                     3
    Meeting Objectives - Alignment

• Clarify Expectations - Who will do what as we work
  together during the project

• Validate Project Requirements – Do current
  requirements differ from those in the SOO/SOR

• Collect Government-Furnished Information – What
  policies, procedures, or materials will assist the
  contractor in preparing the Management Plan

• Lay Foundation for the Management Plan– What
  are the desired outcomes of the project

                                                  4
      Contractual Relationships

             Client




                          Contractor

OPM/TMA
                                  Subcontractor
                                  (if applicable)
                                           5
         Roles and Responsibilities

Contractor                Develops Management Plan

TMA and Client            Review and approve
                          Management Plan
TMA (with Client approval) Issues Work Orders

Contractor                Performs work as directed and
                          produces deliverables
Contractor                Informs Client and TMA of project
                          status and/or concerns
Client                    Reviews and approves
                          deliverables. Informs TMA and
                          Contractor of changes/ additions
                                                         6
                          to the Management Plan
   Roles and Responsibilities (cont’d)
TMA                Monitors project status
Client             Authorizes scope and schedule
                   changes as needed
Contractor         Presents Deliverable Receipt Form
                   (DRF) to Client for approval of
                   deliverables
Client             Formally accepts or rejects
                   deliverables within 7 days after
                   receipt. Rejected deliverables require
                   written justification
TMA                Processes invoice payments or meets
                   with Client and Contractor to resolve
                   rejected DRF issue
TMA                Provides financial status reports

                   Evaluate and close-out project      7
TMA & Client
              Key Points of Contact
Agency Name
Name of Agency Point of Contact
Phone:
Email:

Contractor Name
Name of Contractor Project Manager
Phone:
Email:

OPM/TMA
Project Manager Name, Title
Phone:
Fax:
Email:

                                      8
             Management Plan

• Proposal
• Review Meeting
• Documented Agreement   • Introduction
                              • Purpose, End Products
• Working Document
                              • Plan Assumptions
                         • Task Descriptions
                              • Activities, Interim and
                              Final Deliverables
                              • Labor Costs, Periods of
                              Performance
                         • Administrative Information



                                                      9
           Client’s Tips for Success
• Ensure SME’s are identified and fully engaged

• Avoid “Scope Creep”
     Pay attention to number and duration of review cycles
     Involve key decision makers at the front end
     Changes to previously approved deliverables may impact
      cost and timelines
     Notify TMA about task changes to ensure Management Plan
      is revised




                                                              10
   Client’s Tips for Success (cont’d)
• Provide consolidated, actionable feedback on
  deliverables

• Contact TMA immediately for assistance with
  mitigating problems




                                                 11
      Contractor’s Tips for Success

• Do not work at risk

• Clearly articulate project and task assumptions in
  the Management Plan

• Provide sufficient task and deliverable descriptions
  to justify costs




                                                   12
Contractor’s Tips for Success (cont’d)

• Ensure that subcontractors understand TMA
  policies and procedures (if applicable)

• Notify TMA of scope changes and revise the
  Management Plan accordingly

• Notify TMA of changes to key project personnel

• Contact TMA immediately for assistance with
  mitigating problems



                                                   13
                Project Authority

• Who authorizes work orders to be issued
    Note: Work orders must be issued before work begins,
    including travel and Separately Priced Items (SPIs)

• Who should receive amendments to the
  Management Plan
    Note: The management plan must first be reviewed by
    the TMA Project Manager before being sent to the client
    unless otherwise specified – this includes amendments to
    the plan




                                                         14
        Project Authority (cont’d)

• Who authorizes changes to Management Plan
   Note: Only the Client can authorize changes to the
   Management Plan.

• Who should sign Deliverable Acceptance Forms
   Note: TMA requires that a draft deliverable meet at least
   80 percent of the specific requirements of the final
   deliverable. If the submitted draft does not meet the 80
   percent standard, the submitted draft deliverable will not
   be acceptable.




                                                          15
             Project Discussion

• Clarification of requirements related to SOO/SOR

• Who will provide access to people and
  government-furnished materials

• What is the protocol for contacting Subject Matter
  Experts (SME)




                                                  16
        Project Discussion (cont’d)

• Communications protocol

• Length and number of review cycles

• What is project timeline




                                       17
                 Next Steps

• Quote for Management Plan should be provided
  within 1-3 business days

• TMA Management Fee

• Estimated delivery date of Management Plan

• Management Plan Review Meeting




                                                 18
                  Next Steps (cont’d)

• Other Action Items
     Security clearances
     Work site
     Equipment
     Anything not addressed in the SOO/SOR that could
      impact cost, schedule, or quality




                                                         19

				
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