MGMT-6063 Group Assignment, Procurement Management Plan & Strategy

Learning Objectives

• Understand the elements within a procurement management plan
• Understand the elements within a project procurement strategy
• Understand the details and the "why" involved in the elements
• Gain experience building a procurement management plan
• Gain experience creating a presentation for a technical plan - the procurement management plan

Procurement Management Plan & Strategy

• The Procurement Management Plan is part of the overall Project Management Plan
• A Procurement Strategy is interconnected to the Project Management Plan
• Provides a framework for securing what the project needs by describing:
  • what goods and/or services will be procured and why
  • when goods and/or services will be procured during the project
  • risks associated with the project procurement
  • an approximate budget (may have a fixed upper limit)
  • pertinent constraintS
  • how procurement and contracts align with the project scope, budget and schedule

Assignment Instructions

ASSUMPTION:This procurement is happening in a non-Pandemic environment!

The Services and IT Support department (SITS) in Maple Software Empire Corp. is expanding and moving to a new location on Monday, August 29, 2022. The move has triggered a project called New Office 2022, to move the 800 current employees, the office furniture and the staff's personal files and supplies. SITS will be replacing all of the employees laptops and phasing in the new laptops (and peripherals) as soon as the employees are moved over to the new office location.

The SITS Director has asked you and your project team to select a vendor to help select, supply and setup the laptops at the new office location including some simple training on the laptop hardware. The IT Director wants you to develop a procurement management plan and strategy for the laptops for the New Office 2022 project.

Requirements for selected supplier:

• There will be at least 4 different types of laptops depending on the employee's role.
• Assistance with selection and sourcing of the 4 types of laptops and technical requirements.
• Assistance with selection and sourcing peripherals include pointing devices, external monitors and cabling.
• Laptop replacement will be performed in phases so as to minimize disruption to office work.
• Responsible for backing up data on the older laptops and migrating to the new laptops for each user.
• Responsible for installation of laptop and peripherals at user desks including removal of all packaging.
• A nominal amount of training is required to orient the user to the new laptop and peripherals.

1. Project Procurement Plan
   • Develop your procurement plan using the template file provided in the FOL submodule for this assignment - Group Assignment, Procurement Mgmt Plan TEMPLATE Vx. Replace the text in bold, red italics with your text in regular black text.
   • Include appropriate references in APA format.

PROJECT PROCUREMENT PLAN

PROJECT NAME	[Complete]
PERFORMING DIVISION	[Complete]
PERFORMING GROUP	[Complete]

Prepared by

DOCUMENT OWNERS

[List the members of your group here.]

Procurement Plan Version Control

VERSION	DATE	AUTHOR	CHANGE DESCRIPTION
1.0	YY/MM/DD	[Complete for each version]

Table of Contents [Update TOC before you submit your file to refresh page #'s]

1. PROJECT PROCUREMENT PLAN PURPOSE

2. PROCUREMENT PLAN DEFINITION

2.1. Procurement Overview

2.2. Procurement (Detailed) Description

2.3. Procurement Process

2.4. Procurement Risk Analysis

2.5. Selection Criteria and Response Evaluation

2.6. Estimated Budget

2.7. Contract Type and Standards

3. APPROVALS

1. PROJECT PROCUREMENT PLAN PURPOSE

[Describe what the purpose of the project procurement plan is - in general terms and specific to the purchase.]

1. PROCUREMENT PLAN DEFINITION
   1. Procurement Overview

[Describe, in general terms, what products or services are being considered for procurement - why and by whom.]

1. Procurement (Detailed) Description

[Describe clearly, completely and specifically what products or services will be procured and under what conditions including

• (types, numbers, size, finish, colour, specifications, accessories, options, etc.
• additional requirements e.g., project schedule, delivery, unpacking, assembly, placement, connectivity -- prices remain valid for one year after contract signing, etc.]
  1. Procurement Process

[Describe what steps the Project Team will take to select a product and vendor. In this section include

• A list of all the Stakeholders who are involved in the procurement process
• A list of the steps involved in accomplishing the procurement which starts with someone needing to buy something. Include a brief (one to three sentence) description
  • Requirements gathering
  • Market research to identify potential vendors and a budget estimate (Include details in Section 2.5)
  • Procurement Risk Assessment [include details in Section 2.4)
  • Preparing the procurement document (RFI, RFP, RFQ)
  • Conducting the procurement
  • Selecting the product and vendor
  • Negotiating the contract (Include details in Section 2.6)].
  • Managing and concluding the procurement including acceptance criteria.

1. Procurement Risk Analysis

[Describe the risks associated with the procurement.Include consequences and mitigation approach for each identified risk.]

1. Selection Criteria and Response Evaluation

[Describe what criteria will be used to select a product and a vendor. Include weighting for each criterion. Include a scorecard]

1. Estimated Budget

[Provide an estimated total cost of procurement in this project. Include confidence limits for your estimate (e.g., plus / minus dollars or percent of estimate). Include details of the market research you did to arrive at your budget estimate.

Remember that estimates do not include cents and are usually rounded up e.g. $135 could be rounded up to $150, $890 could be rounded up to $900 or $1000. Explain your approach to the precision of the estimate including any rounding]

1. Contract Type and Standards

[This section is meant to make you aware of contract types as well as standard terms and conditions which define how the buyer and seller will do business and are common toany contract between a buyer and a specific seller. These standard/common clauses are determined by the Procurement Department in consultation with the organization's legal experts,and will be informed by the laws governing the procurement. Different verticals e.g. Banks, Theatres will also have common contract clauses common to their business. Procurement specific clauses, Scope of Work, licensing, etc. are determined by the Project Team in consultation with the Procurement Department who will seek legal advice as needed.

In this section include

• Contract - type and why
• Three examples of standard clauses with a brief (one to three sentence) description.]

1. APPROVALS

Prepared by ________________________________________________________________

Project Manager

Approved by________________________________________________________________

Project Sponsor

Approval Date________________________________________________________________