PMP training BW 3 by cJ74v9

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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 normjohnson@utah.gov

                           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 normjohnson@utah.gov

                              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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