Lec.03.Afshan

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PLANNING ENGINEERING &PROJECT MANAGEMENT

DEPARTMENT OF ENGINEERINGMANAGEMENT, COLLEGE OF E&ME,

NUST

LECTURER:ENGR. AFSHAN NASEEM

LECTURE NO.3

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THE MANAGEMENT SPECTRUM

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THE MANAGEMENT SPECTRUM

Four P’s:

People

Product

ProcessProject

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THE PEOPLE(1)

Needs of Human Being

Life

shelter

safety

rich

achievement

reputationsuccess

prestige

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THE PEOPLE (3)

Three Management Styles [Mantei 81]

Democratic Decentralized (DD) Controlled Decentralized (CD) Controlled Centralized (CC)

No permanent leader, vary by

tasks

Defined leaders for tasks and

subtasks

Defined leaders for tasks and

subtasks

Decision and approach are

made by consensus

Decision are made at group

level, implementation at

subgroups (Team)

Top level problems are

managed by a team leader

Horizontal communication Vertical communication Vertical communication

Best for difficult problems;

High morale; job satisfaction;

Too much communication

Good for simple problems;

Better for high modularity;

More efficient

Good for simple problems;

Better for high modularity;

More efficient

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PROJECT CONSTITUTION

Origin

Definition

Initiator

Manager

Team

Resource

Constitution

TYPICAL CONTENTS:

Project formal nameProgram manager and contactProject manager and contactProject target and deliverableProject time tableProject resource, budget, vendor

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PROPOSALS IN PROJECT

MANAGEMENT

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PROPOSAL WRITING – COURSE CONTEXT

Strategic Planning

Proposal Writing

Project Management

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PHASES OF THE PROJECT LIFE CYCLE 1

The first phase involves the identification of

a need, problem, or opportunity.

The need and requirements are usually written by the

customer into a document called a request for proposal

(RFP).

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The second phase is the development of a

proposed solution to the need or problem.

This phase results in the submission of a proposal.

The customer and the winning contractor negotiate and

sign a contract (agreement).

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The third phase is performing the project.

Different types of resources are utilized

Results in the accomplishment of the project objective

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The final phase is terminating the project.

Perform close-out activities

Evaluate performance

Invite customer feedback

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REQUEST FOR PROPOSAL (RFP)

A request for proposal (RFP) is a

document that an organization posts

to obtain bids from potential vendors

for a product or service.

ALI SALMAN

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IMPORTANCE OF PROPOSAL

A proposal is a major tool by which a

service company secures new business.

A Successful proposal meets two primary

criteria:

1) The proposal is approved by the customer’s review

process

2)

The proposal is executable as specified

ALI SALMAN

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PROPOSAL FORMAT

The recommended proposal format is as follows:

1. Introduction

2. Background information

3. Objectives

4. Technical approach

5. Scope of work

6. Project team and related experience

7. Schedule8. Costs

9. Assumptions and terms and conditions

ALI SALMAN

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COMPONENTS OF AN RFP

Introduction & Overview

Current processing environment

Workload data

New system environment (including projectedgrowth)

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Solicitation Instructions and Conditions

“Boilerplate” language – legal and purchasing

requirements

Proposal structure and content Procurement schedule

Q&A process

Submission process

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Statement of Work (SOW) – the MEAT!

Desired project schedule

Deliverables

Installation, Conversion, Maintenance requirements

Personnel requirements

Functional requirements

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DON’T START FROM SCRATCH!

http://images.google.com/imgres?imgurl=http://www.blankslate.net/img/notebook.png&imgrefurl=http://www.blankslate.net/home.php&h=400&w=300&sz=116&hl=en&start=1&tbnid=JpSr6giWn4sbYM:&tbnh=124&tbnw=93&prev=/images?q=blank+slate&gbv=2&ndsp=18&svnum=10&hl=en&sa=N

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Management Plan Identify who the contractor will report to

Describe the project management structure

Define the type and frequency of status reports

required Specify who will review and approval of work

performed

Clarify roles of state staff and other contractors

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Evaluation and Award Process

Identify evaluation criteria

Specify weight or points for each one Describe the scoring process

Specify the minimum technical score

Explain how bidders will be notified

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DO

√ Ensure that RFPs containenough detail to clearly definerequirements.

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DO

√ Describe requirements andtimeline expectations in specificterms to provide the contractorwith adequate information to

develop a responsive bid.

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DO

√ Describe acceptable levels andmeasures of performance forproducts and/or deliverables.

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DO√ Assign people with enough

technical expertise to the evaluation

panel

√ Allow them enough time to reallyread and score all the proposals

√ Provide them training on how theprocess works and what theselection criteria mean

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DO Describe the performance and other relevantrequirements of the procurement.

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DON’T Place unreasonable requirements

on firms to qualify to do business.

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DON’T Specify geographical preferences.

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DON’T Require unnecessary

experience and excessivebonding

Include unlimited liabilityclauses

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PROPOSAL IS A PROJECT

Developing a proposal is a project in itself. This

idea can clearly be seen by the definition of aproject.

Developing a proposal involves the completion of a series of tasks which have their objective thesubmission of a successful proposal.

There is a defined scope of work for thecompletion of the proposal, which involves

determining the technical approach, developing awork breakdown structure, designing a networkschedule, estimating costs, and the actual writingof the proposal.

ALI SALMAN

RFP VS TENDER NOTICE

http://localhost/var/www/apps/conversion/tmp/scratch_10/What%20is%20a%20Project.ppt

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RFP VS TENDER NOTICE

An RFP is used when the purchaser is looking for

the best value solution to resolve a problem or to

deliver a good or service, but is not exactly surehow to achieve it.

A tender notice is used when the purchaser

knows exactly what good or service they wantand is looking for the best price to deliver it.

A tender is an offer to do work or supply goods at a

fixed price.

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Lec.03.Afshan