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Welcome Desktop Support Project Management Process Training Agenda • Training Day 1 – Purchasing process – How to create a purchase request – Contracts • Training Day 2 – Project Management Process • Initiate the project • Define the project • Plan the project • Training Day 3 – Changepoint training – Track and Manage the project – Close Out the project PURCHASING 101 SECTION 1 - How to Begin Is the purchase available from your agency or from other state agencies? Does your agency have a current agency contract? If so, purchase directly from the contract. If not, determine if another state agency can supply the item/service and meet the minimum requirements: ⋆ State Surplus Property ⋆ State Fleet Operations ⋆ Utah Correctional Industries ⋆ State Mail and Distribution ⋆ Department of Technology Services ⋆ State Print Services Note: These agencies may have mandatory use requirements. Any questions, please contact State Purchasing or agency directly. Is the Purchase on a State Cooperative Contract? • Agencies are required to use State Cooperative Contracts (regardless of dollar amount) when the contract offers products/services that meet agency requirements. • You can access a list of the State Cooperative Contracts on the purchasing website at: www.purchasing.utah.gov. Click on the “State Contracts” link. Is the Total Purchase Less than $1,000 ? The item/service is not available by another state agency and a State Cooperative Contract does not exist: Agency may select the best source without seeking competitive quotes, however, since this is public funds, Purchasing encourages you to get quotes. Is the Total Purchase Greater than $1,000 and Less than $5,000? Item/service is not available from another state agency and a State Cooperative Contract does not exist: • Agency shall obtain competitive quotes and purchase item/service from supplier offering the lowest quote meeting specifications. • Two quotes required but three quotes preferred. • Quotes must be attached to the purchase documentation and maintained as part of agency records (for auditing purposes). Is the Total Purchase Greater than $5,000? • Follow all your Department/Agency Internal Rules. • In Finet, enter a RQS (results in a purchase order), or a RQM (results in an agency contract), for the Division of Purchasing to complete a competitive solicitation. • Make sure the Finet entry includes a description of the item/service to be purchased as well as an approximate dollar amount. • E-mail detailed specifications to State Purchasing Agent. Please include quantity required, date required (if applicable), delivery location, including any other pertinent information required in the procurement. • E-mail a suggested list of recommended suppliers (if known) including contact information, e-mail address and phone number. Section ll Common Procurement Methods • Request for Information (RFI) • Request for Quotation (RFQ) • Invitation for Bid (IFB) • Multi-Step Bid (MSB) • Request for Proposal (RFP) • Sole Source • Work with the State Purchasing Agent to determine which method is best for your requirements. • Templates for Multi-Step Bid, Request for Proposal and Sole Source are available at: • http://purchasing.utah.gov/forms/index.html Request for Information (RFI): • Use: Surveying the Marketplace to Assist with Future Specification Development • No Pricing is to be Requested • No Award Agencies are not required to send RFI’s through State Purchasing. Request for Quotation (RFQ) • Use: Low Dollar/Risk; May be Written or Verbal (Telephone or E-mail Quotes obtained by Purchasing). • A mandatory public posting is not required (determined by Purchasing Agent) • Method of Award: Low cost quote meeting minimum bid specifications Invitation for Bid (IFB): • Use: Solicitations where requirements are well defined and detailed for goods and/or services. • - Formal Process at Division of Purchasing • - Written Documents • - Public Openings • Bid must be posted for a minimum of 10 calendar days. • Method of Award: Determine which bidder can provide the goods/services in accordance with the minimum specifications, in the time required at the lowest price. Multi-Step Bid Process (MSB) • Use: Obtain benefits of the Competitive Sealed Proposal procedure through the solicitation of technical offers and Invitation for Bid procedure through pricing offered. • Combination of the RFP and IFB process • Step one – Technical evaluation process • Step two – Award Process based on price • Method of Award: Two phase/step process • Step one – Technical Proposal (any vendor meeting the technical requirements moves to step two). • Step two – Bid Process (low bid receives award) Request for Proposal (RFP) • Uses: • Evaluation: • Specifications can’t be • Technical Evaluation (per clearly defined. criteria and points posted in • Several possible solutions the RFP specifications) • Cost Proposal Evaluation • May meet agency needs. • Opportunity for Best and • Cost is only one factor in Final Offers (BAFO) determining award. • Award to Offeror receiving Method of Award: the Highest Total Points • Best Offer (Best Value) • Point Based Evaluation (determined before RFP is posted). • Evaluation Team Sole Source Procurement A Product or Service Unique and Easily Established as One of a Kind R33-3-401 Conditions for use of sole source procurement. Sole source procurement shall be used only if a requirement is reasonably available from a single supplier. A requirement for a particular proprietary item does not justify a sole source procurement if there is more than one potential bidder or offeror for that item. Examples of a Sole Source: – Manufactured and marketed by a person or firm having exclusive right to manufacture and sell the product (it is not a sole source if multiple distributors exist). – Purchase requires written justification from the using agency. – Purchases greater than $1,000 must be pre-approved by the division of purchasing using the Sole Source Request Form located at: Soul Source Request Form Sole Source Determination • All sole source requests estimated to be $50,000 and above must be posted for public comment, by State Purchasing, through an electronic bidding system. Questions to ask regarding sole source: – Can program requirements be modified so that competitive products or services may be used? – Is product available from only one source and not merchandised through wholesalers, jobbers or retailers? – Must items be interchangeable or compatible with in-place items? – Item/Service is unique and possesses specific characteristics that can be filled by only one source. Competition and Ethics Section lll Your Responsibility: •Make sure specifications are written to obtain adequate competition (vendors should not write specifications). •Planning a Procurement – Allow sufficient time to follow internal procedures and State Purchasing requirements and procedures. (Lack of planning on your part does not justify an emergency on our part) •If You Don’t Know – Please Ask State Purchasing •Keep Good Documentation on your Purchases Be Independent Act Only in the Public Interest You are a Trustee of the Public’s Money Follow the Law Strive for Efficiency Do Not Accept Gifts from Vendors Do Not Socialize with Vendors Maintain Confidentiality Do Not Play Favorites State Purchasing Agents/Commodities • For assistance or additional information, click on the link below for a list of the State Purchasing Agents (including specific assigned commodities). • http://purchasing.utah.gov/directories/documents/agentlist.pdf PURCHASING FLOW CHART Remedy Purchase Request System– How do I start? Accessing Remedy Purchase Request System Get Help Select “Get Help” on the right of the screen. Accessing Remedy Purchase Request System Select Select “Request a DTS Purchase” on the right of the screen. Accessing Remedy Purchase Request System Login Login with your Remedy User ID in upper and lower case and your LAN password Accessing Remedy Purchase Request System Select the Adhoc Order form for the purchase you want to make. Each form requires different information. End Day 1 Welcome Desktop Support Project Management Process Initiate Define Desktop Close Out Support Plan Track and Manage Initiate the Project • Portfolio Management Team – Approve the project – Create CP Initiative – Identify Project Sponsor Initiate Define – Identify Project Manager in writing – Identify Project Core Team Desktop – Ensure BC is completed Close Out Support Plan • UCA 63F-1-205 and DTS Policy Track • Two types of BC: Standard and Short and Manage Form Cost Detail Summary COST DETAIL SUMMARY EXPENSE TYPE Now Year 1 Year 2 Year 3 Year 4 Year 5 Hardware (Under $5000 Unit Cost) 90,000 10,000 Software (Under $5000 Unit Cost) Initiate Hardware (Over $5000 Define Unit Cost) Software (Over $5000 Unit Cost) Maintenance 18,000 18,000 18,000 18,000 Direct Payroll Cost Contract Services 10,000 10,000 10,000 10,000 10,000 10,000 10,000 Desktop Other 10,000 TOTALS 90,000 20,000 38,000 38,000 28,000 38,000 Close Out Support Plan Track and Manage Revenue Detail Summary REVENUE DETAIL SUMMARY REVENUE SOURCE Now Year 1 Year 2 Year 3 Year 4 Year 5 Executive Branch 30,000 35,000 35,000 45,000 50,000 (Tax Commission) 8,000 9,000 9,000 9,000 9,000 (UDOT) 6,000 8,000 9,000 9,000 9,000 (DOH) 4,000 5,000 6,000 6,000 6,000 (DHS) 3,000 3,000 4,000 4,000 4,000 (DWS) 2,000 2,000 2,000 2,000 2,000 Initiate Define (Other Agencies) 7,000 8,000 5,000 15,000 20,000 Judicial Branch 10,000 10,000 10,000 10,000 Legislative Branch Municipal 10,000 10,000 10,000 Federal 10,000 10,000 10,000 Internal Billings Other Desktop TOTALS 0 30,000 45,000 65,000 75,000 80,000 Close Out Support Plan Track and Manage Net Cash Flow Cost Estimates and Assumptions (Quantify expected costs and the assumptions upon which they are based. Address estimated annual costs of operation and maintenance for a five-year period.) Use a Net Cash Flow Analysis to summarize costs per the example in the following table: NET CASH FLOW SUMMARY Timing Revenue (Cash In) Expense (Cash Out) Net Cash Flow Initiate Define Now 0 90,000 - 90,000 Year 1 30,000 20,000 +10,000 Year 2 45,000 38,000 +7,000 Desktop Year 3 65,000 38,000 +27,000 Close Out Support Plan Year 4 75,000 28,000 +47,000 Year 5 80,000 38,000 +42,000 Track and TOTAL $295,000 $252,000 +43,000 Manage Initiate the Project Questions Contact email@example.com Initiate Define Desktop Close Out Support Plan Track and Manage Define and Organize the Project Context Phase Initiate Define Desktop Close Out Support Plan Track and Manage Gather and Review Project Documentation • Project documentation helps the project manager to understand the project scope, schedule and resource expectations and the organization aspects of the project. – Business Case – Requirements Document – Design Document – RFP or Bid docs – Scope, Schedule, Resources – Other Review Current Environment • Identify differences between the project and current environment if applicable and document. – Identify any gaps in knowledge and obtain response from stakeholders • Identify Stakeholder and Core Team Members – Who is most affected by this project? – Who might affect the outcome of this project? Hold Core Team Meeting • Begin PDD (Project Definition Document) – Develop Problem Statement – Identify product requirements – Determine product or services affected – Identify high level risks – Validate scope – Create Project Objective Statement (POS) – Develop Constraint Matrix – Develop project governance framework Define and Organize the Project Questions Contact firstname.lastname@example.org Initiate Define Desktop Close Out Support Plan Track and Manage End of Define and Organize the Project Phase Planning the Project • Facilitation • PDD • Create WBS Initiate Define – How to make a Ghantt Chart using Excel Desktop Close Out Support Plan Track and Manage Project Templates • Communication Plan • Risk Matrix • Issues Log • Project Change Request • Change Request Log • Project Management Desktop Organization • DTS Project Webpage: – http://dts.utah.gov/solutions/index.html • Project Management Desktop Organization Folder: – \\Dpits\its\USERS\COMMON\Project Management Desktop Organization – Repository for project documents and templates End Day 2 Welcome Desktop Support Project Management Process Training Changepoint Track and Manage the Project (Execution Phase) • Manage project scope – Follow the work as defined in the project plan • Follow the WBS tasks and monitor the owner’s progress – Ask for status reports (When did the task start? When will the task finish? How many hours left to complete? • Manage the project team – Meet regularly and follow agenda, issues log, task log – Monitor team participation and member’s tasks Initiate • Set expectations early on when reports are due. Define – Diagnose any team member problem • Motivation (won’t) • Ability (can’t) • Manage resourced schedule Desktop – Report project status (scope, schedule, resource) Close Out Support Plan – Monitor the critical path • Manage communication Track – Project progress must be communicated to key and Manage stakeholders, sponsor and customer Track and Manage the Project (Execution Phase) (cont.) • MITAR (monitor, investigate, take action, report) – Monitor - track progress and compare to project plan – Investigate - Investigate and analyze risks and identify solutions – Take Action - Resolve issues from issues log. Manage change and use change requests/log. – Report - communicate progress, performance Close Out the Project • Close Out Report • Close Out Letter Initiate Define Desktop Close Out Support Plan Track and Manage End of Instruction Questions?
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