Docstoc

Small Business Templates

Document Sample
Small Business Templates Powered By Docstoc
					PROJECT DOCUMENTATION




PROJECT BRIEF




Project:




Release:

Date:



PRINCE2


Author:

Owner:

Client:

Document Ref:

Version No:
                                         Insert Project Name
Project Brief
                                                                   Date: 7 October 2013
1      Project Brief History


1.1    Document Location
This document is only valid on the day it was printed.
The source of the document will be found on the project's PC in location


1.2    Revision History
Date of this revision:
Date of Next revision:

Revision        Previous   Summary of Changes                        Changes marked
date            revision
                date
                           First issue



1.3    Approvals
This document requires the following approvals.
Signed approval forms are filed in the Management section of the project files.

Name                  Signature                  Title               Date     of Version
                                                                     Issue




1.4    Distribution
This document has been distributed to:

Name                  Title                                         Date     of Version
                                                                    Issue




                                                                                  Page 2
                                Insert Project Name
Project Brief
                                                      Date: 7 October 2013
2      Table of Contents

                                                                 Page


1      Project Brief History                                      1
           1.1      Document Location                             1
           1.2      Revision History
           1.3      Approvals
           1.4      Distribution

2      Table of Contents

3      Purpose

4      Background

5      Project Definition

6      Outline Business Case

7      Customer’s Quality Expectations

8      Acceptance Criteria

9      Any Known Risks




                                                                  Page 3
                                     Insert Project Name
Project Brief
                                                                        Date: 7 October 2013
Project Brief


3       Purpose
[To provide a full and firm foundation for the initiation of the project.

The contents are extended and refined into the Project Initiation Document (PID), which
is the working document for managing and directing the project.

The Project Brief is a key document in its own right. It is the basis of the PID, which
gives the direction and scope of the project and forms the ‘contract’ between the project
management team and corporate or programme management. Any significant change to
the material contained in the Project Brief will thus need to be referred to corporate or
programme management]


4       Background



5       Project Definition
[This explains what the project needs to achieve. It will contain:
    Project objectives
    Project scope
    Outline project deliverables and/or desired outcomes
    Any exclusions
    Constraints
    interfaces]


6       Outline Business Case
       [Description of how this project supports business strategy, plans or programmes
       The reasons why the project is needed]


7       Customer’s Quality Expectations



8       Acceptance Criteria



9       Any Known Risks




                                                                                    Page 4
The Brand & Marketing Brief Worksheet
                           The Brand & Marketing Brief Worksheet
                                         Prepared For

                                   (Your Business Logo Here)

Answering the questions on this worksheet will effectively build the skeleton for your Brand
Platform and marketing/communications direction. The information gathered in this discovery
process (client survey, research, interviews) will provide you with the answers needed to
determine the initial elements associated with the overall corporate strategy. Please note: ALL
INFORMATION IS CONFIDENTIAL & IS USED FOR PLANNING PURPOSES ONLY.


We have asked some questions that are typical with a SWOT Analysis. Only answer those
questions that you deem relevant or use. Please be sure to expand your thoughts and “Add” to
the questions if you believe important questions/information has been omitted. We have also left
space at the end of this document for you to add additional ideas or comments.


Project Summary:


Please state general project information, goals, and relevant background information for your
marketing requirements. This paragraph should be a statement overview of the project as a
whole.


1. Please tell us, in your own words, about your company?
2. What is the basic overview of the project(s)? …This area is for what are the key initiatives
   that you believe need to be accomplished to facilitate growth….new products, the brand
   platform, etc. Briefly include background information on the key individuals that would be
   involved if relevant.
3. What are your primary element(s)/single purpose or goals?
4. What are your secondary goals?
5. What are your short term goals?
6. What are your long-term goals?
Audience Profile:


Profile the target audience. Please provide enough detail to enhance our understanding of who your
audience is. Include some user demographic information if you have it. (If you don’t have demographic
data, you need to find it).


Your goal in answering this section is to provide the following: Who is the target? What do they care
about? And what do they do on a daily basis where your product/services impact their
professional/personal experiences utilizing your products/services?


1. Who is your target audience? Choose a “typical user/buyer” and profile the buyer in detail. Keep in
    mind that we will need an overview that includes both business profiles and individual profiles that
    would typically use these products. Include typical occupation, age range, gender, product usage
    frequency, and typical reading habits that may include both consumer or trade magazines, trade
    shows, entertainment likes/dislikes and any other relevant information. Profile more than one
    “typical buyer/user” if applicable.
2. What are typical tasks the user(s) might perform with your key products? Since you have several
    products, please give us a brief explanation of your key products/services that you consider key to
    the success of the overall goals and business model.
3. Explain how the product is currently sold and where the sales/leads come from. For instance:
           % of sales online                          x%
           % of sales from in-store                   x%
           % of sales thru sales calls                x%
           % of sales – other                         x%
           Total                                      100%




Perception/Tone/Guidelines:
How do you want your target audience to respond to your marketing presence?
What do you believe, or know, the current audience may currently think and feel about your company,
your products, your website, current communications and/or advertising campaigns and past
communications and/or advertising initiatives?

1. What do you want them to think and feel?
2. Who, from a direct competitive standpoint does a good job marketing and communicating their
    products and services, and why?
3. Who, from within your industry/competitor, does a good job marketing and communicating their
    products and services, and why?
4. What adjectives can be used to describe the way you want your company to be perceived?
       What adjectives can best describe the current perception?
5. What are some specific visual goals your marketing and communications should convey?
6. What color(s) best describes the company culture “currently”, and why?
7. What color would you like to describe your company culture, and why?


Competitive Positioning:
How you are different from your competition? Please describe the key factors which you believe will
make your company/products a success?


1. How is your company different from your competition?
2. What elements of your products/services “specifically” set you apart from your competition?
3. What areas of your current positioning, advertising, people, website, etc., are successful, and why?


Strengths (Answer each of these questions.)
1. Advantages of Proposition?
2. Capabilities – Current and Future?
3. Competitive Advantages?
4. USPs – (Unique Selling Points)?
5. Resources, Assets, People?
6. Experience, Knowledge, Data?
7. Marketing – Reach, Distribution, Awareness?
8. Innovative Aspects?
9. Price, Value, Quality?
10. Cultural, Attitudinal, Behavioral?

Weaknesses (Answer each of these questions.)
1. Disadvantages of Proposition?
2. Gaps in Capabilities?
3. Lack of Competitive Strength?
4. Reputation, Presence and Reach?
5. Own Known Vulnerabilities?
6. Effects on Core Activities, Distractions?

Opportunities (Answer each of these questions)
1. Market Developments?
2.    Competitors' Vulnerabilities?
3.    Industry or Lifestyle Trends?
4.    Technology Development and Innovation?
5.    Global Influences?
6.    New Markets, Vertical, Horizontal?
7.    Niche Target Markets?
8.    Geographical, Export, Import?
9.    New Unique Selling Points?
10.   Tactics – Surprise, Major Contracts, Etc?
11.   Partnerships, Agencies, Distribution?
12.   Volumes, Production, Economies?
13.   Seasonal, Weather, Fashion Influences?

Threats
1. Competitor Intentions – Various?
2. Market Demand?
3. New Technologies, Services, Ideas?
4. Vital Contracts And Partners?
5. Sustaining Internal Capabilities?
6. Obstacles Faced?
7. Insurmountable Weaknesses?
8. Economy – Home, Abroad?
9. Seasonality, Weather Effects?

Targeted Message:

State a single-minded word or phrase will appropriately describe your expectations once the assignment
is completed.


Communication Strategy:
How do you believe we need to convince your target audience?
1. What is the overall message you are trying to convey currently to your target audience? For
      example: cost-effective, secure, reliable, efficient, etc. Is it working? If yes, why? If not, why?
2. What do you believe is the best way to convey the overall message to obtain customers? For
      example: effective messaging through copy, creative positioning, directed path towards goals,
      specific offer in advertising or homepage, etc.
3. How will you measure the success of the marketing initiative? Please be fairly specific.
          a. % increase in inquiries/leads
          b. % increase in sales
          c. Other, etc.
Please add any elements that you believe we need to concentrate on that may have not been addressed
in this discovery.


Sales & Sales Management
The following questions will effectively build the skeleton for your sales management, associates, and
store personnel training, processes, and metrics. These will create the foundation for aggressive, yet
reachable goal setting and set the tone for true, meaningful and lasting positive change. The information
gathered in this discovery process (client survey, research, interviews) will provide clarity and depth to
our recent telephone conversations. Please note: ALL INFORMATION IS CONFIDENTIAL & IS USED FOR
PLANNING PURPOSES ONLY.


Goal Setting
1. Who sets goals for store/department?
2. What sales goals are set?
3. Sales Volume, Profit, closing ratio, etc.?
4. When are sales goals set?
5. Are budgets attached to sales or other types of goals?
6. What period(s) are measured?
7. Who is measured – Individually and/or collectively?
8. What furniture categories are measured?
9. What else is measured to a goal?
10. How often are goals reviewed?
11. What type of charting is plotted?


Staffing and Training
1. How many hours per month are devoted to formally training store staff?
2. How often is training performed by store personnel?
3. Percent of this training:    Formal ___________       Informal ________
4. Hours per month of formal training? _______________
5. Hours per month of informal training? ______________
6. How often is training performed by factory representatives?
7. Percent of this training:    Formal ___________       Informal ________
8. How often is training performed by guest speakers?
9. Percent of this training:    Formal ___________       Informal ________


Please circle topics covered in training and designate F=Formal I=Informal B=Both.


    Company history             Company culture                  Procedures and process
    Product knowledge           New product training             Competitive product
    Selling techniques          Active listening                 Demonstration skills
    Problem solving


Please rank the following by most to least topics covered in formal training. Use #1 for the most often
covered topic and so on to 10.


Company history                  Company culture                  Procedures and process
Product knowledge                New product training             Competitive product
Selling techniques               Active listening                 Demonstration skills
Problem solving


Merchandising
1. Are all items tagged individually?
2. If practical, are all vignettes tagged as a group, collection or as displayed?
3. Are alternate package pricing available in vignette?
4. Are financing offers (Dollars per month, week, etc.) displayed on signage?
5. Are special, featured, or discounted items tagged the same on the floor as current goods?
6. Are alternative colors, fabrics, finishes shown other than by picture?
7. Are best sellers prominent?
8. Are they identified as such on floor?
9. Are featured items prominent?
10. Are they identified as such on floor?
11. Are markdowns shown “was” / “is” pricing on signage?
12. Is sale theme carried out through entire store?


Display
1. How often are vignettes changed or moved?
2. Are displays fully operational?
3. Curios lighted, lamps lit, etc.?
4. Are feature call outs on product?
5. Hidden switches, hidden storage, etc.?
6. Who inspects floor display conditions?
7. Who cares for display during open hours?


Customer Relations
1. Are your T&C (terms and conditions) displayed?
2. Are your T&C explained to every customer?
3. Who helps the customer with financing paperwork?
4. How long does it take to approve most financing?
5. Once a customer decides to purchase, how long does it take to complete the sale paperwork?
6. Who contacts the customer post sale if there are questions or problems?


Indicate a specific date that you would ideally like the project completed.




Feel free to contact us should you have any questions or concerns pursuant to the above questions.


Please add any elements that you believe we need to concentrate on that may have not been addressed
in this discovery.




Thank you for your answers. Should you have any questions, please feel free contact us.
Event planning template

Name of event – what
(building opening, sports day, art show, launch of new
program)

Date of event

Time of event

Location of event



Event coordinator/contact person

Target audience – who
Who is this promotion targeted at?
What does the audience need to know?
What will hold their interest?


Message – what
What do you want to say to the target audience?
What do you want them to know/do?


Objectives – why
Be clear about what you hope to achieve with this event.


Description of event – what

Risk assessment – what
Identify possible risks and develop strategies to
minimise risks.


Evaluation criteria established
What were our aims/objectives?
Did we achieve what we set out to do?
Did it come in on budget?
What were the intended/unintended outcomes?
How do we measure effectiveness?
What tools do we use to measure our success?


Checklist
 Who will be involved in the event
 Date/s of event determined
   Location/venue for event booked
   Target audience determined
   Message determined
   Objectives set
 Risk assessment completed
 Evaluation criteria established
 DECS Strategic Communications informed/involved
Early event planning template
                                                                Person                 Date to be
Early event planning                                            responsible   Action   completed
Budget
 Source identified
 Sponsorship
 Break even point established
 Have you accounted for the GST?


Protocol
 Request to invite Minister or CE in writing and timely (six
  to eight weeks prior to event)
 Protocol issues (relating to Commonwealth/State
  funding)
 Anything that needs to be approved by DECS Strategic
  Communications
 Anything that needs to be approved by the Manager
 Minister’s office notified
 DECS Strategic Communications notified
 Education News notified


Invitations
 Mailing list generated/updated
 Invitation composed
 Invitation checked
 Printer
 Calligrapher
 RSVPs (responsible person briefed)
 Invitation list compiled
 Names on list and titles/addresses checked for accuracy
 Special guests/speakers alerted to make time in diaries
Invitations sent
Catering
 Cost per head or upfront
 Upmarket or casual
 Beverages – orange juice, mineral water, tea and coffee
  (instant or percolated)
 Food – fruit platters, bagels, danish, bagettes,
  sandwiches, biscuits and cakes
 Hot or cold
 Self service or waiting staff
 Internal or external catering
 Power required
 Equipment required
 Tables, tablecloths, cups and saucers
 Plates, napkins, knives and forks (disposable/non-
  disposable)
 Can the theme of the event be followed through in
  catering?
 Special dietary requirements of guests
Menu
                                                         Person                 Date to be
Early event planning                                     responsible   Action   completed
Advertising
 Press, radio TV, school newsletter
 Education News
Media release – DECS Strategic Communications
Talent
 Book and brief
 Rehearsals

Signage
 Organise plaque if necessary
 Check plaque wording with DECS Strategic
  Communications
 Departmental signage booked with DECS Strategic
  Communications
Other signage produced
Program/running sheet/speeches
 Program finalised
 Running sheet written
 Program/running sheet sent to speakers
 Speakers fully briefed
 Speeches written
Let caterers know program - when to serve drinks/food
Value added for guests
 Copy of publication, CD-ROM
 Gifts
 Programs
 Catalogues
 Special offers/discounts
 Competitions
Prizes
Security
 Security alerted
 Occupational health, welfare and safety concerns
  addressed
Provision of first aid
Audio/visual requirements
 PA system
 CD or tape player
 Lapel or handheld microphone
 Lighting
 Extra electrical requirements
Lectern
Staffing
 Extra required
 Staff to meet and greet guests

Ambience
 Floral arrangements, pedestal – can the theme of the
  event be followed in flowers?
 Background music
                                                    Person                 Date to be
Early event planning                                responsible   Action   completed
Guest comfort
 Wheelchair access
 Toilet facilities

Hospitality
 Welcome signage at entrance
 Ushers briefed
 Cloak room
 Red carpet
Housekeeping
 Cleaning before and after
 On standby during the event

On the day
 Time for set up by whom
 Time for dismantle by whom
 Dais, stage
 Tables, chairs layout
 Chair covers
 Floor plan
 VIP seating
 Book courier/transport
 Name tags
 Clear location directions
Registration desk
After the event
Person responsible
Debrief
 Comments on all aspects (negative and positive)
 Guest feedback
 Guidelines for improvement next time
 Evaluation against criteria
 Celebration
Thankyou’s
                                       Creative Brief Template
Provide detailed answers to all questions that pertain to this project so that we can effectively address
your request.

Overview/requirements
Give a short description of the project, the goals, and measurable objectives.
Try using the following sentence to get you started: Create a [brochure/mailer/website/logo...] addressing
[audience] to [inform/enhance/persuade...] [about what].

How does this project fit into long-term goals?


Deliverables
List all the deliverables of the project (brochure + tradeshow booth + self-mailer + …)


Schedule and budget
What is the overall approved budget for the project?
List the dates that each component needs to deliver
Milestones: When files need to be sent to press, when printed pieces need to ship, when they need to
arrive, etc...


Primary audiences
List the audiences that this project is targeting, and how they will engage with the piece.
(Example: Will your sales team be using the brochure to give to clients in sales presentations?)


What does your audience care about when considering your product? Is there anything to be avoided
when addressing this audience?
Positioning
List your closest competitors.
What is the target audience’s perception of your company/product?
How is your product different to your competitors’?
Why is it valuable to your target audience?


Messages
What is the single most important message you want your audience to get from this piece?
What other messages do you hope to communicate?
Mandatory items: What must be included? What must be avoided?
Response
Which of your audience’s beliefs, ideas, behaviors or attitudes do you want to influence?
What do you want your audience to do? (Call a number? Make a donation? Learn something? Tell
someone?)
Look and feel
Describe the tone of the writing and the imagery; the feelings you are trying to evoke; and the impression
you hope to convey. Is it Professional? Casual? Sophisticated? Scientific?Youthful?
Provide or point to any examples that capture the tone that resonate with your goals.


Content
Copy: (Copy is every piece of text that needs to be included)

Where is the copy coming from? Who is writing it? When will it be ready and finalized?
(final means written, copy-edited and proofread)

Do you need professional writing or editing?


Imagery: (Imagery refers to photos, illustrations, and other graphic elements)

Would you like your designer to be responsible for procuring all imagery?
If not, who is responsible for imagery?


What form are photos in? What format and resolution?
Is custom or stock photography or illustrations needed?
Is there anything else your designer should know about the content?
                               NEGOTIATION PLAN
                                    AZ [INSERT]
FILE REFERENCE:
                               PROJECT [NUMBER]
                                 [PROJECT TITLE]
                              [LOCATION & STATE]


PROJECT SPONSOR:                          [INSERT HERE]
PROJECT VALUE:                            $[X.YYM]
PACKAGE VALUE:                            $[X.YYM]
PREFERRED TENDERER:                           [INSERT NAME]

Executive Review and Approval
* Refer to ID Directive 16 for Executive Review and Approval delegations.

ENDORSED BY:
I have reviewed and endorse/do not endorse this Negotiation Plan in accordance with
ID Directive 16.
Name:                                         Sign:
Position:
Date: Contact Details:


APPROVED BY:
I approve/do not approve this Negotiation Plan in accordance with ID Directive 16.
Name:                                         Sign:
Position:
Date:
                                            TABLE OF CONTENTS


TABLE OF CONTENTS ............................................................................................. 2
NEGOTIATION PLAN FOR [INSERT SERVICES].................................................... 3
FOR [INSERT PROJECT].......................................................................................... 3
REFERENCES ........................................................................................................... 3
PURPOSE .................................................................................................................. 3
BACKGROUND ......................................................................................................... 3
OBJECTIVES............................................................................................................. 4
LOCATION AND TIMINGS ........................................................................................ 5
RULES OF PARTICIPATION AND CONDUCT ......................................................... 5
CONFLICT OF INTEREST......................................................................................... 7
NEGOTIATION ITEMS............................................................................................... 7
BOUNDARIES OF NEGOTIATIONS ......................................................................... 7
CONFIDENTIALITY OF NEGOTIATIONS ................................................................. 8
REPORTING AND CAPTURE OF NEGOTIATION OUTCOMES.............................. 8
APPROVAL OF OUTCOMES .................................................................................... 8
ANNEXES ................................................................................................................ 10
ANNEX A ................................................................................................................. 11
                  NEGOTIATION PLAN FOR [INSERT SERVICES]

                                 FOR [INSERT PROJECT]


NOTE: This Negotiation Plan template is to be used for Preferred Tender values of
greater than $1.5m for construction projects and for consultancy activities $.25m
(both inclusive of GST). For Preferred Tender values less than $1.5m and $.25
respectively (inclusive of GST) the negotiation issues can be incorporated into the
project TEBR.



REFERENCES
Approved PDDP (incorporating Evaluation Plan) [DATE]
Approved Proposal and Procurement Approval Financial Submission [DATE]
Tender Evaluation Board Report [DATE]
Preferred Tenderer Letter [DATE]

PURPOSE


This negotiation plan details:


     a.    Objectives;
     b.    Proposed negotiation team and responsibilities;
     c.    Location and timings;
     d.    Rules of participation and conduct;
     e.    Conflict of Interest;
     f.    Negotiation Items, including minimum and desired positions;
     g.    Boundaries of negotiations;
     h.    Confidentiality of negotiations;
     i.    Reporting and capture of negotiation outcomes;
     j.    Approval of outcomes.

BACKGROUND
SUMMARISE THE HISTORY OF THE PROCUREMENT PROCESS TO DATE.
OBJECTIVES
BROADLY DETAIL THE PRIMARY OBJECTIVES TO UNDERTAKE THE
PROPOSED NEGOTIATIONS. NOTE: Do not list each and every item at this stage
but detail the major areas of focus for negotiation.
For example: the objective may be to negotiate improved commercial terms (detail
categories, i.e. insurance, resources etc) with the Preferred Tenderer or to achieve
Planning Phase Agreement for a Managing Contractor Contract (detail required plans
to be completed/performance issues etc.)


NOTE: Negotiation is Defence’s opportunity to obtain the greatest value for money
for the Commonwealth while it has leverage (i.e. other suitable tenderers remain in
the wings.)


Preferred Tenderer status should not be represented as automatic contract award.
The value of effective negotiations far outweighs any burden on management or
time!


Negotiations allow the Commonwealth to address issues such as: key risk allocation,
price, alternative proposals, resource allocations, subcontract lists, delivery strategies
and key performance indicators.


Initially, negotiations should be undertaken on a less formal process, i.e. no legal
representation. A facilitator for larger, more complex projects is recommended.




PROPOSED NEGOTIATION TEAM
The proposed negotiation team is outlined below.


                   Responsibility                                     Title

Chair                                                   D/PD

Secretary/Scribe                                        PM/CA/PO
                    Responsibility                                       Title

Contracts Adviser (as required)                         DCC/ADCC

Member                                                  PO

Member                                                  PO

Observer                                                PSO

Independent cost planner / scheduler                    X

Financial adviser (as required)                         ADPS

Etc




LOCATION AND TIMINGS
The negotiations will take place in person at [INSERT LOCATION] in [INSERT CITY
AND STATE]. Negotiations are expected to take [INSERT NUMBER] of
[days/hours]. The negotiation team will meet for a negotiation briefing run by the
Chair each day at [INSERT TIME] prior to Negotiations commencing. Negotiations
will commence with the [INSERT PREFERRED TENDERER] promptly at [INSERT
TIME].

RULES OF PARTICIPATION AND CONDUCT
Upon approval of this negotiation plan, the Preferred Tenderer is to be advised of the
approved dates and timings of the negotiations in writing. Once the timings for
negotiations have been accepted by the Preferred Tenderer, an agenda for each
session/day detailing the topics for negotiation must be provided to them to allow for
sufficient preparation time.


The Chair is responsible for ensuring that the objectives of the negotiations are met
and the rules for negotiation, as detailed in this plan, are followed.


It is the responsibility of the nominated Secretary/Scribe to capture all negotiated
outcomes in minute format and provide to all members of both teams (Defence and
the Preferred Tenderer) for concurrence.
All team members are to be present at all negotiating sessions, unless they have
been given an ‘as required’ status.


It is the Chair’s responsibility to determine which advisers are required to attend each
negotiating session and notify those advisers of the session’s details.


Between negotiating sessions, members of the negotiating team are to consult
sufficiently with their advisers to ensure that matters of concern are addressed
quickly to allow them to discharge their responsibility in respect of the project.


The Chair will obtain prior to negotiations, appropriate delegate authority to allow the
Commonwealth to commit to appropriate negotiated outcomes as they occur.


Negotiation team members and advisers are authorised to provide advice on behalf
of the head of their functional area. It is the Chair’s responsibility to ensure that the
nominated adviser has been granted this authority.


An agenda covering each session/day will be promulgated to all parties prior to
commencement of the session. This agenda should also be communicated to the
Preferred Tenderer. Sufficient time should be allowed for preparation by all parties.


During negotiation sessions, the Chair must ensure that comments are confined to
the particular agenda item/matter being addressed. Comments on other matters
should be communicated privately to the Chair and added to the agenda, as
appropriate.


The negotiating team and advisers must exercise the utmost discretion in accepting
hospitality from the Preferred Tenderer or its representative. The negotiation team
should guard against accepting hospitality which may later become the subject of
criticism.


NOTE: The location for negotiations will be determined by Defence and should not
be at the Preferred Tenderer premises’.



CONFLICT OF INTEREST
Negotiation team members/advisers must notify the Chair of any possible conflict of
interest. Specialist advice on handling the potential conflict of interest will be sought
from the Probity Adviser, where one is engaged, or DCC.

NEGOTIATION ITEMS
The items to be negotiated are detailed below. Each item has been appropriately
grouped under the following categories:


     k.      Contractual
     l.      Technical
     m.      Price/Fee
     n.      Resources
     o.      Plans
     p.      Schedule
     q.      etc.


                                                                Minimum and Desirable
          Risk Element              Negotiation Point
                                                                       Outcome




BOUNDARIES OF NEGOTIATIONS
The negotiation team, including the Chair, does not have the authority to:


     r.      Deviate from Commonwealth policies; and
     s.    Override any of the standard Contract clauses.

CONFIDENTIALITY OF NEGOTIATIONS
The negotiations and associated papers are to be treated as [INSERT
APPROPRIATE CLASSIFICATION/HANDLING INSTRUCTION].


NOTE: At a minimum, negotiations and associated papers should be treated as
Commercial-in-Confidence. If negotiations are classified, it is the responsibility of the
Chair to ensure that each member of the negotiation team holds the appropriate level
of security clearance.



REPORTING AND CAPTURE OF NEGOTIATION OUTCOMES
At the conclusion of negotiations, the Chair will prepare, either:


     t.    A Contract Approval Financial Submission recommending Contract Award;
           or
     u.    A negotiation report with a recommendation to either approach the second
           preferred tenderer or reconsider the contracting strategy and re-tender the
           opportunity.


The submission/report will detail the negotiated outcomes and any significant
differences with the minimum and maximum preferred positions highlighted above.
Only where value for money and the minimum preferred positions have been
achieved will the Chair recommend Contract Award. Where a minimum preferred
position has been replaced with an appropriate ‘trade-off’, the value for money
justification for this proposal must be adequately represented in the
submission/report.

APPROVAL OF OUTCOMES
Where a Contract Approval financial submission recommending contract award has
been approved the Chair can formally exercise Contract Approval by signing the
submission.
Alternatively, where contract award is not recommended due to negotiation outcomes
being unsatisfactory, a negotiation report may be developed recommending and
seeking executive review and approval of an appropriate way forward.




[INSERT NAME]
[TITLE]
[DATE]
ANNEXES


A.   Draft Negotiation Agenda
B.   Supporting Negotiation information [DELETE IF NOT REQUIRED]
                                           ANNEX A TO
                                     NEGOTIATION PLAN



DRAFT NEGOTIATION AGENDA



     Date/Time             Agenda Item
                                   The Design Brief
The Checklist -
Providing the following information in your design brief will make the most of your project.


Please fill out the requested blanks below and provide information at our next meeting.
Organization’s Description                     Target market
 Product/service description                       Demographics – age, gender, income,
_________________________________                  employment, geography, lifestyle
                                                   _________________________________
_________________________________
                                                   _________________________________
Communication task – “the message”
 What do you want your website presence to        Sample Websites (Websites to help us
accomplish for your company or organization?       understand your preferred look/navigation)
_________________________________                  _________________________________
_________________________________                  _________________________________
                                                   _________________________________
Current Marketing Background
 Previous communication activity                  Additional Programming
 Present Marketing activity – research,             
                                                   Special Web Pages or forms?
advertising, direct mail, graphic design, public   _________________________________
relations, distributor promotions, web sites       _________________________________
Provide or Bring Samples to the Meeting:
                                                   Timetable
_________________________________
                                                    When do you need the site to be live?
_________________________________
                                                   _________________________________
_________________________________
                                                   Additional Programming
Corporate Identity Graphics for Website
                                                     
                                                   Special Web Pages or forms?
 Information to be included in the designed
                                                   _________________________________
item - text, logos, images, etc.
                                                   _________________________________
_________________________________
                                                   Do You Need Matching Print Collateral?
_________________________________
                                                     
                                                   Business Cards, Brochures, etc
                                                   _________________________________
                                                   _________________________________

				
DOCUMENT INFO
Shared By:
Categories:
Stats:
views:16
posted:10/7/2013
language:Latin
pages:30
Description: Set of templates for small business: 1 Project Brief Template, 2 The Marketing Brief Worksheet, 3 Event planning template, 4 Creative Brief Template, 5 Negotiation Plan, 6 The Design Brief,