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Project Management

Project Management. Contractors & contracts. neil@minkley.fr. Project life cycle. Advisability study. Feasibility study. Business case. Planning. Execution. Closure. Charter. Budget. Project supervision. Schedule. Project plan. Plan implementation. Scope. Requirements.

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Project Management

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  1. Project Management Contractors & contracts neil@minkley.fr

  2. Project life cycle Advisability study Feasibility study Business case Planning Execution Closure Charter Budget Project supervision Schedule Project plan Plan implementation Scope Requirements Product creation Product launch

  3. Project plan > Contractors Advisability study Feasibility study Business case Planning Execution Closure Charter Budget Project supervision Schedule Project plan Plan implementation Scope Requirements Product creation Contractors Product launch Statements of Work (SOWs) Selection Contracts

  4. Contractors (1) • In-house resources may be insufficient • Specific competencies may be unavailable • Using contractors may be cost-effective • Company policy may dictate use of contractors Project plan Requirements Contractors SOWs Selection Contracts

  5. Contractors (2) • Areas of activity for contractors: • writing, proofreading, translation • art direction, graphic design, UI design • animation development • software development • testing • website hosting • online payment system • etc. Project plan Requirements Contractors SOWs Selection Contracts

  6. Client & contractor CLIENT Advisability study Feasibility study Business case Charter RFP Requirements / Statement of Work (SOW) CONTRACTOR Requirements analysis Project plan Project Quality Review Response to RFP Scope Scope Schedule Schedule Cost Price

  7. Statement of Work (SOW) (1) • Describes project and work to be done • Detailed, exhaustive and unambiguous • May reuse all or part of the overall requirements specification Project plan Requirements Contractors SOWs Selection Contracts

  8. Statement of Work (SOW) (2) • Should be the same for all candidates for a given contract • Should contain project context information • May require a non-disclosure agreement (“NDA”) Project plan Requirements Contractors SOWs Selection Contracts

  9. Response from candidates • Should be detailed, exhaustive and unambiguous • A fixed format may be imposed • Pricing should be broken down by work packages Project plan Requirements Contractors SOWs Selection Contracts

  10. Identifying candidates • Sources: • known/approved contractors • intra-company contractors • networking • the web • the “Yellow Pages” • Avoid candidates that don’t meet basic requirements Project plan Requirements Contractors SOWs Selection Contracts

  11. Selection process (1) • Read each proposal and check whether it is complete and complies with requirements in terms of content and format • If not, contact the respondent and ask for new version of proposal • After reviewing all proposals, meet with each of the respondents retained in short list Project plan Requirements Contractors SOWs Selection Contracts

  12. Selection process (2) • Meet at the respondent’s offices • Respondent’s staff should attend the meeting • Meet the “boss” • Don’t believe what the salesperson says! Project plan Requirements Contractors SOWs Selection Contracts

  13. Selection criteria (1) ? Project plan Requirements Contractors SOWs Detailed proposal Selection Contracts

  14. Selection criteria (2) ? Project plan Requirements Contractors SOWs Detailed proposal Selection • Candidates should describe… • the tools they intend to use, and justify their choice • possible constraints and dependencies, and indicate how they would deal with related risks Contracts

  15. Selection criteria (3) ? Project plan Requirements Contractors SOWs Detailed proposal Selection • Candidates should mention… • the number and profiles of persons to be assigned to the project • other projects that would be executed at the same time as “your project” Contracts

  16. Selection criteria (4) ? Project plan Requirements Contractors SOWs Detailed proposal Selection Achievements & references Contracts

  17. Selection criteria (5) ? Project plan Requirements Contractors SOWs Detailed proposal Selection Achievements & references Contracts Company size Financial situation

  18. Selection criteria (6) ? Project plan Requirements Contractors SOWs Detailed proposal • Perform a due-diligence investigation! Selection Achievements & references Contracts Company size Financial situation

  19. Selection criteria (7) ? Project plan Requirements Contractors SOWs Detailed proposal Selection Achievements & references Contracts Company size Financial situation Geographical location

  20. Selection criteria (8) ? Project plan Requirements Contractors SOWs Detailed proposal • Proximity vs distance • Avoid potential disaster areas! Selection Achievements & references Contracts Company size Financial situation Geographical location

  21. Selection criteria (9) ? Project plan Requirements Contractors SOWs Detailed proposal Selection Achievements & references Contracts Company size Financial situation Geographical location Price

  22. Selection criteria (10) ? Project plan Requirements Contractors SOWs Detailed proposal • Detailed pricing • Pricing for multiple product versions and/or maintenance • Profit margin = room for negotiation? Selection Achievements & references Contracts Company size Financial situation Geographical location Price

  23. Reminder: margin & mark-up 100 20 80 • Margin (profit) = 20 • Margin% = 20/100 = 20% • Mark-up% = 20/80 = 25% Cost of project for the contractor Price paid by the client

  24. Selection criteria (11) ? Project plan Requirements Contractors SOWs Detailed proposal • Beware of “low-bidding” • The lowest price should not systematically determine the choice of a contractor! Selection Achievements & references Contracts Company size Financial situation Geographical location Price

  25. Selection criteria (12) ? Project plan Requirements Contractors SOWs Detailed proposal Selection Achievements & references Contracts Company size Financial situation Geographical location Price

  26. Selection criteria (13) ? Project plan Requirements Contractors SOWs Detailed proposal Selection Achievements & references Contracts Impression given by company’s personnel Company size Work atmosphere in company’s offices Financial situation Degree of confidence displayed Geographical location Questions asked / not asked Price

  27. Selection criteria (14) ? Project plan Requirements Contractors SOWs Detailed proposal Selection Achievements & references Contracts Impression given by company’s personnel Company size Work atmosphere in company’s offices Financial situation Degree of confidence displayed Geographical location Questions asked / not asked Price

  28. Selection process (3) • Prepare summary table comparing the candidates with respect to the main objective and subjective criteria • Weigh “pros and cons” • Eliminate candidates one after the other until there’s only one left Project plan Requirements Contractors SOWs Selection Contracts

  29. Selection process (4) • The final choice, proposed by the PM, may need to be approved by his/her management • Once the choice has been made and validated, the PM takes responsibility for it! Project plan Requirements Contractors SOWs Selection Contracts

  30. Questions?

  31. Contracts A “procurement contract” is awarded to each of the contractors selected for the project Project plan Requirements Contractors SOWs Selection Contracts

  32. Contract (1) Contract Statement of work & deliverables Procurement schedule Pricing Payment schedule, terms & conditions • Mutually binding legal agreement that obligates… • the “seller” to provide specified deliverables in compliance with terms & conditions • the “buyer” to compensate the seller for said deliverables

  33. Contract (2) Contract Statement of work & deliverables Procurement schedule Pricing Payment schedule, terms & conditions • Generally drafted by Legal (department or adviser) • Agreement often involves negotiations • The PM should participate in negotiations, but does not necessarily lead them

  34. Contract (3) Contract Statement of work & deliverables Procurement schedule Pricing Payment schedule, terms & conditions • Compensation for the work done: • flat fee, possibly paid in several instalments • proportional fee, maybe with advance payment • licence fee • a combination of the above • maintenance fee

  35. Contract (4) Contract Statement of work & deliverables Procurement schedule Pricing Payment schedule, terms & conditions • Should provide for all contingencies such as the contractor’s failure to: • complete execution of the work • comply with the schedule • meet the quality requirements • etc.

  36. Contract (4) Contract Statement of work & deliverables Procurement schedule Pricing Payment schedule, terms & conditions • Throughout the execution of a contract, minutes of important meetings should be taken and decisions confirmed in writing • These documents should be filed for reference in case of a dispute or litigation

  37. Contract: main sections Contract Project plan Statement of work & deliverables Requirements Procurement schedule Contractors Pricing Payment schedule, terms & conditions SOWs Roles and responsibilities Selection • Subordinate subcontractor approval Transfer of rights & ownership Contracts • Inspection and acceptance criteria • Warranty, maintenance & support • Change request handling • Penalties & damages • Limitation of liability Insurance Confidentiality Termination and dispute resolution

  38. Questions?

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