Acquisition Planning & Project Management: Keeping Contract Award on Schedule

2. Acquisition Planning & Project Management: Keeping Contract Award on Schedule Breakout Session #101 Jo Cunningham July 19, 2010 11:15 am – 12:30 pm 1

3. Acquisition Planning Pre-contractual process includes Purchasing & Project Management Team Team coordinates & integrates comprehensive plan for fulfilling requirements that meet schedule, at a reasonable price or cost. It includes developing an overall strategy for managing the acquisition.

4. Acquisition PlanningYour Key to Success! BENEFITS: Enhanced partnering Creates the foundation Provides confidence in procurement timeframe / knowledge Documented roadmap Provides assurance that all requirements have been addressed Creates a broader understanding of the program the need supports

5. Acquisition Planning: Your Key to Success! CONSEQUENCES: Delays to the program schedule Loss of confidence in procurement organization Unforeseen issues or unintended consequences Increases the timeline of the procurement Propagates “procurement is a paper-pusher organization” mentality

6. Acquisition Planning Spectrum BASIC: QUICK, UNWRITTEN, AND INFORMAL Any additional items required from Requester Special approval / documentation requirements How long it will take to place COMPREHENSIVE, WRITTEN, AND FORMAL Shared with others in the process to gain buy-in Addresses all elements that might affect a procurement Provides a formal timeline for the overall acquisition including those out of procurement’s control Not just documentation, but the strategy

7. Why Learn Project Planning Rigorous disciplined approach you can modify for your needs/situation Examples everywhere for you to review and mirror Fully developed discipline with lots of resources

8. Acquisition Planning = Project Planning Similar End-Goals Project completed on-time and on-budget Contract Placed on time Contract meets needs of customer

9. Tools for Project and Acquisition Planning PROJECT TOOLSACQUISITION TOOLS Scope Control Scope Control Project Charter Statement of Work Schedule Control Schedule Control Project Plan Acquisition Plan Phases Phases Milestones Acquisition Milestones

10. Project Planning

11. Project Management As A Tool Identifies Key Performance Milestones Tracks Progress and Expenditures Helps keep project on schedule and within budget!

12. PROJECT PLAN DEVELOPMENT Project Manager Responsibilities Include: Influencing the factors that affect change Ensuring that change is beneficial Determining when changes occur, through his tracking processes Looking for alternatives to changes

13. PROJECT PLAN DEVELOPMENT Project Manager Responsibilities Include: Minimizing the negative impact of changes Notifying stakeholders affected by the changes Managing changes as they occur

14. Comprehensive Project Plans Incorporate the following: Identifies Project Team Identifies cradle to grave requirements Identifies project milestones and critical path Budget & other resource constraints

15. Project Plan Development Project plan begins with asking these questions: What tasks need to be accomplished? What is the order of activities for performing these tasks? How much will these tasks, people, and resources cost? To what standards must these tasks be accomplished? What people will be needed in performing these tasks?

16. Project Plan Development Project planning - Asking questions continued: 6. What information will be required to perform these tasks? What is the degree of uncertainty to perform these tasks? What external resources will be required? 9. How will all these actions and resources be coordinated?

17. Project Plan Development Project plan development includes the following: Project Plan and the Work Scope Use the Project Plan & Schedule to refine the Work Scope Incorporate Milestone events Identify sub-milestone requirements execution timeframes Identify Critical Path Incorporate Budget constraints as they relate to milestones

18. Project Plan Development Project plan development continued: Integrated Change Control: Meet performance baselines Make changes Coordinate changes across the knowledge areas Controls must include Scope, Schedule, Cost, Quality, Performance Measuring & Reporting, and Risk Monitoring.

19. Keeping The Plan on Track Controls for Managing a Project Plan Include: Scope Project Charter, No changes without PM approval Schedule Control Milestones Phases

20. Keeping The Plan on Track Controls for Managing Project Plans Continued: Cost Control Estimates based on WBS = improved accuracy Use historical information to estimate Costs (also scope, time, resources) should be managed to Project Plan Earned Value Management Analysis – measures performance by integrating cost, time & scope estimates

21. Acquisition Planning

22. What is the Acquisition Plan Your “Game Plan” for execution and management of the contract Our customer’s project success is heavily dependent on Procurement success

23. Comprehensive Acquisition Plans Incorporate the following: Identify the acquisition team Identify essential cradle to grave requirements of the acquisition (purchase) Identify acquisition milestones and timeline Defines responsible party for major milestones

24. Acquisition Plan It IS a project plan in and of itself. It ensures the acquisition milestones and deliverables are accomplished and the PO is placed as planned and on-time: Plan for controlling milestones and deliverables to achieve the expected outcome on-time Requires front-loaded involvement by SCR & acquisition team members

25. Acquisition Plan Actual plan is the end result of Acquisition Planning Not merely documentation - your tool to keep the acquisition on track. Plan documents your analysis: Tasks to be completed Obstacles that must be overcome Risks that must be mitigated

26. Keeping Your Acquisition Plan on Track Discuss expectations with customer upfront and frequently! Scope Get acceptable SOW and Sourcing Information from customer as early as possible WBS or equivalent SOW with Defined Deliverables Milestone Schedule or Phases

27. Keeping Your Acquisition Plan on Track Schedule: Build a Acquisition Plan Schedule Get commitments!! Walk through schedule with your customer weekly Customers must understand: Their delays equal Day-for-Day Slips

28. Keep in Mind: Plan is a dynamic and evolving document Impacted by new inputs and strategy developments Control revisions and keep clear notes on changes. Make the plan and it’s revisions accessible. Changes require impacted sections to be updated. Changes that have an impact on the actual contract document (RFQ) should be incorporated.

29. Creating an Acquisition Plan Schedule Start from the end date and develop time estimate for completion Define the phases for performing pre-contract activities Develop time estimate to complete each phase

30. Impacts to Cycle Time Preaward audit Site Visits prior to award Certified cost or pricing data Security – classified work, badges, access, FOCI/Individual Security Plan (ISP) {can range from 10 days to 12 months} Opportunities website posting – 5 days – over $100K competitive and $500K sole source Buy American Determinations

31. Impacts to Cycle Time Negotiation of Terms and Conditions can add significant time Subcontracting plan review and approval EEO Preaward Clearance Quality Significant Inspection Plan review and approval Quality Audit of contractor’s facility Internal and Government required approvals REMEMBER: Many activities can be performed in parallel

32. Acquisition Plan Schedule - Phases EXAMPLE: Greater than 25k, Less than 500k Competitive Best Value Prepare Evaluation Criteria – 1 week Issue RFQ through Contractor Response – 4 weeks Proposal Review – 1 week Best Value Evaluation – 1 week Cost / Price Review – 1 week Clarifications, Obtain Supporting Documentation, Negotiations, Request for Revised Proposals – 2 weeks Final Determination of Recommended Contractor – 1 week Prepare Award Package – 2 weeks TIME ESTIMATE – 13 WEEKS

33. Creating an Acquisition Plan Schedule Start from the end date and work backwards develop time estimate for completion Define the phases for performing pre-contract activities Develop time estimate to complete each phase

34. Creating an Acquisition Plan Schedule Write out all the steps required to complete each phase Assign responsibility for completion of each task Keep in mind the factors that may impact the cycle time and educate the individuals who may affect those factors

35. Acquisition Plan Schedule Examples Attached is a Just-In-Time Agreement Acquisition Plan It begins with the end of the process: Transition from old to new PO Buyer backs into the schedule, to understand where he or she must begin with the planning process.

36. Developing a Simple Time Line Example 1 – All Tasks are End-to-End: Time: 13 weeks; End date is 2/9/09

37. Developing a Simple Time Line Example 2 – Overlapping Tasks: TIME: 11 WEEKS – END DATE IS 2/5/09 TWO WEEKS OF SCHEDULE GAINED Schedule was “pulled-in to the left”.

38. Developing a Simple Time Line Example 3 – Overlapping Tasks With Delays: TIME: 14 WEEKS – END DATE IS 2/26/09 EVEN WITH THE 2 GAINED WEEKS, THERE WERE 3 WEEKS OF DELAYS Schedule was “pushed-out to the right”.

39. Acquisition Plan Example Attached is a more complex Acquisition Plan. It covers the Scope, Schedule, and Estimated Cost/Budgetary Requirements. It also covers Sourcing, Facilities, Priorities, Accounting requirements, and other potential issues that may arise.

40. Conclusion Project Management & Acquisition Plans: Disciplined approaches to plan, organize, manage, control resources, and motivate your team Enable completion of specific project goals, on time, and within specified cost, quality and performance objectives. Procurement professionals greatly contribute to project success by intelligently integrating comprehensive acquisition plans into the larger project plan.

41. Conclusion Continued References: Everglades Master Program Management Plan 8-2000 US Army Corps of Engineers, 188 pages http://www.evergladesplan.org/pm/program_docs/mpmp.aspx FL Statewide Systems Engineering Management Plan https://acc.dau.mil/CommunityBrowser.aspx?id=19532&lang=en-US EI Toolkit Phase 4, Stage 1: Program Management Planhttps://acc.dau.mil/CommunityBrowser.aspx?id=155492 Geospatial Line of Business (LoB) Program Management Plan https://acc.dau.mil/CommunityBrowser.aspx?id=153015&lang=en-US Program Management Plan Template http://www.calrhio.org/crweb-files/docs-hietools/Program_Management_Plan_Template.doc Project Management - Free Management Library http://managementhelp.org/plan_dec/project/project.htm

42. QUESTIONS?