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Project plan includes:
- A good project plan define in
1. detail the scope
2. detail project governance
3. working on the team structure
4. resoursing plan (in or out)
5. project environment
6. schedule, and the budget objective
Project governance
- A project govenance structure provides a framework to guide all the project decisions
- This often includes the formation of a govenance committe that represents the different interests of the project stakeholders
- This group is responsible and accountable for ensuring that the project aligns with the organisation's strategy and meets its intended MOV as documented in the business case
- Organisational governance attempts to provide a set of values, methods, and processes to:
* Set organisational strategy and objectives
* Provide resources to achieve the stratergy and resources
* Monitor and control activities to ensure that the resource are used efficintly and effectively
- Decision making - An effective sustem of communication also allows stakeholders to take corrective actions or to know when to escalate an issue, problem, or risk to a higher level of authority
- Resources - A good project govenance framework ensures that the project has enough resources. This includes choosing the right project manageer, and the right team for the project. The making sure that they are supported with enough resources. oragnisation can go externally for these resources.
Goals are important:
- Firstly bc a goal gives everyone a clear and speific outcome to aim for. The team knows what they have to deliver and has clear direction of travel
- Secondly, delivering the goals esp if it going to make a big difference to number of stakeholders becomes a huge desire for those in the team. This desire drives the team on, even when things are tough
- Thirsly, a common goals breaks down the barriers of which function or special area people work in and shifts the attention to delivering the result
What should team leader do?
- Start a team project with an open discussion about common goals and listen to the alternatives
- The goals should be full discusses and all positions and agendas should be placed on the table
- Using a side note to open discussion - bettee results
- Avoid assuming that the team know the goal
- Start every meeting with a summary of what you're trying to achieve and how team's work will help get there.
Using external project resources:
Why?
- very often a project manager may needs to recruit people who are current in between projects or who soon will be rolling off an existing project
- PM may need to negotiate with other managers for specific resurces such as indivduals with specific skills, or areas of expertise
- The timing of when an individual can begin work on the project is imp factor that can impact the project's schedule
- if internal resources are not available, the PM may have to acquire the needed resources externally
- Often services are also required from external resources. Often services and components of the project's scope are subcontracted to another firm
- The project's scope can be broken in to a number of subprojects
- This is also known as outsourcing
Procurement planning:
- Projects generally require resources, products, or services that must be purchased or acquired externally
- This start by working out which project needs to be fulfilled internally by the project team, and which can best be met externally
- The PM and the team must also decide when and how many, and, where these products and services be acquired
- Depending on the needs for the project, the PM and team may develop a request for proposal (RFP), which will be used to solicit bids, quotes, proposals from prospective sellers
RFP Process:
- The buyer to obtain a resonable number of high quality, competitive proposals
- To achieve this objective, a buyer organisation may hold a conference with bidders, contracters, vendors, so on
- The intitial meetins allow the sellers to have a better understanding of what products or services are needed and how to go about submitting the procurement document.
- Many times the governing policies may entail a lengthy and public process to solicit bids from sellers
- This may include advertising in papers, trade journals etc to let other parties know that bids and proposals are being sought
- Other time, buyer may contact the sellect directly for a bid
Contratcs b/w buyers and sellers:
- A contract is a document signed by the buyer and seller that defines their terms and conditions of the relationship
- Legally biding agreement that obligates the seller to provide the products or service, and obligates the buyer to pay them
Cost-reumbursable contarcts - For these types of contracts a payment or reimbursement is made to the seller to cover the seller's actual costs. These costs include direct costs, indirect costs, salaries, rent, utilities
Time and material contracts - is a hybrid of cost-reimbursable and fixed price conracts. Under T&M contract, the buyers pays the seller for both the time and the material.
It resembles a cost reimbursable contract bc it is open-ended and the full contract is not decided before the work begins
