"Q: What is Project Tracking"
Project Tracking Q & A Q: What is Project Tracking? Q: What if we have a products A: Project Tracking is part of a data project, but we have not system that both NIB and NISH use to received any orders? Do we still track direct labor hours for a minimum of the first three months that a transferred or need to track anything? new project is performed. A: Work closely with your PM and the Administrator so that they know when you receive your first order and can Q: Why should we care about determine what is a reasonable Project Tracking? measurement of success. A: Project Tracking is an important tool used by our federal oversight agency. Q: How does the Project The Committee for Purchase from People Who Are Blind or Severely Disabled Tracking come up with the (Committee) has asked NIB and NISH to projected ratios? monitor every transferred and new A: At the time that a PM prepares the AbilityOne project added to the Federal paperwork to submit to the Committee Procurement List (PL). This is done by staff in consideration of adding a project using Project Tracking. to the PL, the Regional Executive Director and the nonprofit agency’s (NPA’s) executive director sign an ADD Q: We already complete the form committing to a plan of action where Quarterly Employment Report your NPA can perform this project at a (QER) and file our Form 404 prescribed ratio. That ratio is the annually; why do we have to do projected ratio for the initial months that the project is performed. Project Tracking as well? A: Your QERs and Forms 404 report data for your total agency. Project Tracking is Q: What if we start performing done on an individual project basis to the project and find that we ensure that you are meeting the projected cannot meet the projected ratio? direct labor ratios right from the beginning of performing the project. Is there any way to change the projected ratios that are listed Q: What if we do not perform in Project Tracking? A: Yes. work on the project every 1. Speak with your PM, and month? ask them to prepare an A: Work closely with your regional project manager (PM) and the NISH amended ADD form so that Project Tracking Administrator the ratio is more realistic for (Administrator). They will help you your situation. determine what is a reasonable 2. You will need to have measurement of success at meeting the sufficient explanation as to projected ratios if you do not perform the why you need to make this work every month. change, such as failure to count extra non-disabled persons who will be performing direct labor on this project. Project Tracking Q & A 3 Your PM will submit the Q: What if we have an amended ADD form to the unsuccessful tracking schedule? Committee, and if they approve it, you will have a lower What does that mean? projected ratio but will still A: An unsuccessful tracking schedule need to enter data for three means that you will need to do some months to document your additional work to show that you can success in performing at the perform the project within acceptable new projected ratio. parameters. You and your PM have sixty days to prepare a “get-well” plan to be submitted to the Committee for their Q: What if our actual ratio review. The plan will include an finishes below the projected explanation of why you were unable to ratio? Then what happens? meet the projected ratio and your revised A: One of two things may happen. projected ratio that you will achieve because of this new plan. 1. If the actual ratio of the final month of the schedule is 5% or less below the projected ratio, Q: What will happen if we do the schedule is still considered not complete enter our data into successful. 2. If the actual ratio of the final Project Tracking? A: The Committee for Purchase requires month of the schedule is more that you enter your data so that each than 5% below the projected project can be monitored. This will ratio, the schedule is considered ensure that you are complying with the unsuccessful. At that point, the mandated direct labor ratios of the Administrator may choose to AbilityOne Program for employing extend the schedule for an individuals who are blind or severely additional three months if it disabled. The Committee implemented looks as though you can bring the tracking process to assist in their the ratios up to the projected consideration of NPA suitability for new ratio. If not, then it is an AbilityOne projects and to evaluate and unsuccessful schedule. address ratio issues. In deciding future approved PL additions, the Committee for Purchase will check to see that you have adequately completed any project tracking that has been asked of you. If you have questions about AbilityOne Project Tracking, call Debbie Hughes at 571-226-4540.