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LIFE OF THE PROJECT

LIFE OF THE PROJECT. STRATEGIC PLAN.

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LIFE OF THE PROJECT

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  1. LIFE OF THE PROJECT

  2. STRATEGIC PLAN Developed by the Office of the President, with input from all Operations units. Decisions on both organizational investments and new business directions are guided by the Strategic Plan. The Operations Unit strives to use the plan to guide annual work plans. All Ops units will be reinforcing their strategic plans through internal memoranda, manuals and other communications.

  3. STAGE 1.PRE-SOLICITATION/INTELLIGENCE AND INFO: LEAD Unit • BDU LIAISON Units • HR • Field Ops • Security • CMD

  4. STAGE 1.FUNCTIONS • BDUwith program and project field staffs, track new business opportunities and report to BDU. Based on areas of competency and strategic directions BDU and Programs make decisions on team composition, pre-RFP trip, and partnering, with input from program, field and other ops units as necessary. • HR-Field provides input on potential employment budget development and local employment options. • Field Ops offers project start up, infrastructure needs, technology, procurement and logistics considerations. • Security provides comprehensive risk analysis of security issues in country. • CMD provides input on range of media development strategies for media proposals with input from programs and field.

  5. STAGE 2.RFP IS ISSUED: LEAD Unit • BDU LIAISON Units • Field HR • Field Ops • Security • IMU • Procurement & Logistics

  6. STAGE 2.FUNCTIONS • BDU takes lead in bid/no-bid, and if a go, in structuring response, including overall coordination of proposal effort; provides help with staffing/recruiting, budgeting, and all other aspects of proposal • Field HR provides input on potential employment issues • Field Ops provides country specific information relevant to both operational and programmatic environment

  7. STAGE 3.PROPOSAL IS A GO ANDSUBMITTED: LEAD Unit • BDU LIAISON Units • Field HR • Field Ops • Security • CMD

  8. STAGE 3.FUNCTIONS • BDU is responsible for managing the proposal development, quality control and submission process, in accordance with BDU Manual • Field Ops in coordination with all Ops units continues input to ensure that proposal start-up and implementation plan reflects in-country • Security continues to monitor situation in country • CMD provides assistance in final presentation of proposal with artwork, graphics with advance notice according to CMD procedures

  9. STAGE 4.PREPARATION BEFOREWINNING: LEAD Unit • BDU • Field Ops LIAISON Units • HQ HR • Field HR • Field Ops • Security • IMU • Procurement & • Logistics

  10. STAGE 4.FUNCTIONS • BDU and Field Ops give Program staff all relevant documents and information, including that not included in proposal • BDU and Program staff prepare for potential BAFO round

  11. STAGE 4.FUNCTIONS continued HR HQ advises on any expansion of HQ staff, including: • All authorizations for HQ hires must be pre-approved by Charito • Plan for office space with office administration • Determine equipment and office supply needs for new employees • Prepare draft employment agreements and related documents • Determine employee classification, position, issues

  12. STAGE 4.FUNCTIONS continued Field HR is responsible for: • Preparing draft employment agreements and other related documents (liaise with partners/subcontractors) for field staff. • Preparing Employee Procedure and Policy, handbooks for national staff. • Preparing and scheduling new staff orientation with program staff.

  13. STAGE 4.FUNCTIONS continued Field Ops takes the lead to: • Prepare procurement requests in coordination with Procurement and Logistics • Prepare IT requests in coordination with IMU • Prepare Field Start Up team, assign Scopes of Work, and timeline of activities for start up. Establish checklist of required activities • Coordinate all necessary corporate legal documents • Check travel availabilities

  14. STAGE 4.FUNCTIONS continued CMD • Prepares communications and media development functions for Scope of Work

  15. STAGE 4.FUNCTIONS continued IMU • Determines local ISPs or need for satellite system • Develops network plan depending on locations, number of offices, employees, types of equipment, connections between buildings

  16. STAGE 4.FUNCTIONS continued Procurement & Logistics • Researches best transportation routes and costs • Obtains necessary quotes for critical procurements

  17. STAGE 4.FUNCTIONS continued Security • Prepares security report / analysis of area - confirm consultants • Creates a security review plan for field start up

  18. STAGE 5.WE WIN.PROJECT START UP: LEAD Unit • Field Ops LIAISON Units • HQ HR • Field HR • Procurement and • Logistics • IMU • CMD • External • Security

  19. STAGE 5.FUNCTIONS HR HQ • Start staffing and any new recruitment process • Conduct vetting process • Hire candidate following hiring procedures • Notify various departments during the pre-employment stage to prepare for the new employee's arrival • In coordination with Program staff, provide orientation for new project expatriate staff

  20. STAGE 5.FUNCTIONS continued Field HR • Contact expatriate (proposed) employees, establish their continued interest • Finalize formal offer of employment (with BDU recruitment coordinator) • Liaise with HQ HR regarding reassignment of HQ employees to field • Provide orientation during pre-deployment training on employment (employment agreement, benefits, allowances and medical tests) • For COP (and others, as necessary) provide pre-deployment training on HR issues, e.g. process for managing staff, performance evaluation, level of interaction with HQ

  21. STAGE 5.FUNCTIONS continued Field OPS • Execute the start plan - engage all SOWs and revise calendar of events Coordinate with IMU for all equipment • With IMU, assign IT person deployment date, coordinate procurement and logistics shipment of additional materials

  22. STAGE 5.FUNCTIONS continued Security • Assure Security personnel ready to go • Assure preliminary expectations and requirements for security measures are finalized or updated • If a security company services are required, assist and advise on the security company providing services

  23. STAGE 5.FUNCTIONS continued IMU • Confirm IT specifications for IT hardware and software; configures and makes available for delivery • Creation of new sub-domains, IT orientation scheduled, E-mail system and conventions, who to call, helpdesk. • Deliver laptops and other IT related components IMU sets up the field internet and computer systems

  24. STAGE 5.FUNCTIONS continued Procurement & Logistics • Meet with Project Director and Field Representatives before deployment to better understand the support and role of HQ procurement, logistics and travel office

  25. STAGE 6.DAILY LIFE OF APROJECT: LEAD Unit • Field Ops LIAISON Units • HR HQ • HR Field • CMD • IMU • Security • Procurement and Logistics

  26. STAGE 6.FUNCTIONS continued CMD • Orient HQ and field staff in capturing stories from the field for publication on the Web site and other media • Coverage plan from field established for regular submission of stories, photos and video • With division managers’ lead, supports reporting and writing of narratives from the field, working papers, best practices, lessons learned, for independent publication or posting on the Web site, Intranet and Project Description Database

  27. STAGE 6.FUNCTIONS continued HR (Field and HQ as appropriate) • Conduct performance reviews with employees • Respond to staff queries regarding benefits, leave • COP and other supervisors: provide assistance with range of employment-related issues, including updating policies and procedures • Support all with employee relations advice, performance evaluation process • Coordinate reassignments of HQ employees to field and vice versa • Coordinate mobilization and demobilization of employee (replacements)

  28. STAGE 6.FUNCTIONS continued Field OPS • Support as needed in the following areas: administrative and logistical systems, office organizational structure • Systems building and forms and procedures as needed and requested by the Field Offices • Provide operational orientation during pre-deployment training

  29. STAGE 6.FUNCTIONS continued Security • Monitor the project and host country environment regularly • If major changes in the security situation occur, make needed adjustments to support and assistance

  30. STAGE 6.FUNCTIONS continued IMU • Creation of new e-mail accounts, troubleshooting IT problems

  31. STAGE 6.FUNCTIONS continued Procurement & Logistics • Assist or lead procurement requirements • Coordinate travel requirements

  32. STAGE 7.RE-BID AND/OR PROJECTEXTENSION: LEAD Unit • BDU LIAISON Units • ALL

  33. STAGE 7.FUNCTIONS • For all units we would like to treat a re-bid and /or extensions similar to a new proposal and therefore, incorporate all Operations components: BDU, CMD, HR, Field Ops, Security, IMU and Procurement and Logistics. We would incorporate lessons learned from the current project and propose new configurations and gather new data for the country/region • Specifically for BDU: Re-bids are treated as bids, and BDU takes lead, projects often change and the old approach that worked under one design may not be appropriate, a fresh look is required

  34. STAGE 8.PROJECT CLOSURE: LEAD Unit • Field Ops LIAISON Units • ALL

  35. STAGE 8.FUNCTIONS HR (HQ and Field as appropriate) • Ensure smooth termination of employment with all staff involved, starting 6 months in advance • Liaise with HQ HR and program staff regarding any possible reassignment of field employees to HQ and/or other field projects

  36. STAGE 8.FUNCTIONS continued Field OPS, IMU and Procurement & Logistics working closely: • Recognizing that Field Close Out will be lead by Programs, with Field Ops and F&C assistance, Field Ops will be a key facilitator and co-leader to ensure tasks and requirements for close out are completed • Assure equipment inventory is appropriately completed and in line for contract requirements to be handed off to USAID • Working closely with IMU and Procurement and Logistics on equipment backup, procedures for disassembling network, packaging hardware for shipment • Closeout of any active accounts such as voice and data communication, recovery of any advance deposits, termination of insurance and recovery of unused premiums, final inventory and disposition memoranda in line with contract or grant

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