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Project Management > Procurement Management > Flashcards

Procurement Management Flashcards

1
Q

What is the process of procurement management?

A

Plan procurement management
Conduct procurements
Control procurements
Close procurements

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2
Q

What are the inputs to the plan procurement management process?

A

Project management plan, requirements documentation, activity resource requirements, enterprise environmental factors, organizational process assets, risk register, stakeholder register, any procurement activity already in place, project schedule, initial cost estimates for work to be procured

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3
Q

What are the key outputs of the plan procurement management process?

A

Make-or-buy decisions, procurement management plan, procurement statements of work, procurement documents, source selection criteria, change requests

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4
Q

What are the key outputs of the conduct procurement process?

A

Selected sellers, signed contracts, resource calendars, change requests, updates to project management plan and project documents

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5
Q

What are the key outputs of the control procurement process?

A

Substantial completion of contract requirements and deliverables
Work performance information
Change requests
Updates to project management plan and project documents

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6
Q

What are the key outputs of the close procurement process?

A

Formal acceptance
Closed procurements
Updates to lessons learned and records (part of organizational process assets)

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7
Q

What is an agreement?

What is a contract?

A

Agreement: a document or communication that outlines internal or external relationships and their intentions
Contract: a type of written or verbal agreement, typically created with an external entity, where there is some exchange of goods or services for some type of compensation (usually monetary); a contract forms the legal relationship between the entities

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8
Q

What is the difference between centralized and decentralized contracting?

A

Centralized: there is one procurement department, and the procurement manager handles procurements for many projects
Decentralized: a procurement manager is assigned to one project full-time and reports directly to the project manager

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9
Q

What are the advantages and disadvantages of centralized contracting?

A

Advantages: higher level of procurement expertise, standardized practices provide efficiency, clear career path in procurement management, continuous improvement, training, and shared lessons learned
Disadvantages: Procurement managers attention is divided among many projects, more difficult for the project manager to obtain contracting help when needed

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10
Q

What are the advantages and disadvantages of decentralized contracting?

A

Advantages: project manager has easier access to contracting expertise, procurement manager has more loyalty to the project, procurement manager has a better understanding of the project needs
Disadvantages: No home department for the contracts person after the project, difficult to maintain a high level of contracting expertise, duplication of expertise/inefficient use of procurement resources, contracting processes aren’t standardized, no career path as a procurement manager in the company

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11
Q

What is required for a legal contract?

A 
Offer
Acceptance
Consideration
Legal Capacity
Legal Purpose
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12
Q

What is included in a contract?

A

Legal terms, business terms regarding payments, reporting requirements, marketing literature, proposal, procurement statement of work

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13
Q

Describe the project managers role in procurement

A

Understand the procurement process
Make sure the contract contains all the scope of work and project management requirements
Incorporate mitigation and allocation of risks into the contract
Help tailor the contract to the project
Be involved during contract negotiations to protect the relationship with the seller
Make sure all the work in the contract is done, not just the technical scope
Work with the procurement manager to manage changes to the contract

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14
Q

What is a procurement management plan?

A

A plan that documents how procurements will be planned, executed, controlled, and closed

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15
Q

What is make-or-buy analysis?

A

Deciding whether the performing organization should do the project work itself or outsource some or all of the work

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16
Q

What are the three broad categories of contracts?

A

Cost-reimbursable (CR)
Fixed price (FP)
Time and material (T&M)

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17
Q

What is a cost-reimbursable contract?

A

All of the seller’s costs are reimbursed by the buyer

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18
Q

What is a fixed-price contract?

A

There is one set fee for accomplishing all the work

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19
Q

What is a time and material contract?

A

The buyer pays on a per-hour or per-item basis

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20
Q

What is a cost plus fixed fee (CPFF) contract?

A

All the seller’s costs are reimbursed by the buyer, and a fixed fee is negotiated for the seller’s profit

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21
Q

What is a cost plus percentage of cost (CPPC) contract?

A

All the seller’s costs are reimbursed by the buyer, and the buyer also pays a specified percentage of those costs as a fee or profit

22
Q

What is a cost plus incentive fee (CPIF) contract?

A

The seller’s costs are reimbursed by the buyer, and the buyer and seller share any cost savings o overruns

23
Q

What is a cost plus award fee (CPAF) contract?

A

All the seller’s costs are reimbursed by the buyer, and the buyer pays a base fee plus an award amount (a bonus) based on performance

24
Q

What is a fixed price incentive fee (FPIF) contract?

A

The buyer pays a fixed price plus an additional fee if the seller exceeds performance criteria stated in the contract

25
Q

What is a fixed price award fee (FPAF) contract?

A

The buyer pays a fixed price plus an award (paid in full or in part) based on the sellers performance level

26
Q

What is a fixed price economic price adjustment (FPEPA) contract?

A

Fixed priced with a built in economic price adjustment to cover cost increases due to future economic conditions

27
Q

What is a purchase order?

A

A unilateral contract typically used for buying commodities

Purchase orders become contracts once they are “accepted” by the seller’s fulfillment of the contract

28
Q

What do incentives accomplish?

What might incentives be used for?

A

They align the seller’s motivation with the buyer’s objectives
Time, cost, quality, scope

29
Q

Who has the cost risk in a cost-reimbursable contract?

Who has the cost risk in a fixed-price contract?

A

CR: the buyer has the risk
FP: the seller

30
Q

What is the ceiling price?

A

The highest price the buyer will pay

It’s a condition of the contract that must be agreed to by both parties before signing

31
Q

What is the point of total assumption?

A

For FP incentive fee contracts, the amount above which the seller bears all the loss of a cost overrun

32
Q

Describe the three different types of procurement statements of work

A

Performance: conveys what the final product should accomplish
Functional: conveys the end purpose or result (the minimum essential characteristics of the product)
Design: conveys exactly what work is to be done and how its should be completed

33
Q

What are the procurement documents?

A

RFP, IFB, RFQ
A request for information (RFI) is sometimes considered a procurement document, through it does not really belong in this category

34
Q

What is a nondisclosure agreement?

A

An agreement between the buyer and prospective sellers identifying the information or documents they will hold confidential and control, and who in the organization will have access to the confidential information

35
Q

What are standard contract terms and conditions?

What are special provisions?

A

Standard: terms and conditions that are used for all contracts within the company
Special: terms and conditions created for the unique needs of the project

36
Q

What is a letter of intent?

A

A letter from the buyer, without legal binding, saying the buyer intends to hire the seller

37
Q

What does privity mean?

A

A contractual relationship between two or more companies

38
Q

What does noncompetitive procurement mean?

A

The work is awarded to a single source or sole source without competition

39
Q

What are source selection criteria?

When are these criteria created, and when are they used?

A

The factors the buyer will use to evaluate (weight or score) responses from the sellers
They are created during the plan procurement management process, and are used during the conduct procurements process to pick a seller

40
Q

What is a bidder conference?

What should a project manager watch out for during a bidder conference?

A

A meeting with prospective sellers to make sure they all understand the procurement and have a chance to ask questions
Collusion, sellers not asking questions in front of the competition
Make sure all questions and answers are documented and distributed to all potential sellers

41
Q

What is a qualified seller list?

A

A list of sellers that has been pre-approved

42
Q

What are the objectives of negotiation?

A

Obtain a fair and reasonable price, develop a good relationship with the seller

43
Q

What are some examples of negotiation tactics?

A

Attacks, personal insults, good guy/bad guy, deadline, lying, limited authority, missing man, fair and reasonable, delay, extreme demands, withdrawal, fait accompli

44
Q

Why might there be conflict between the contract administrator and the project manager?

A

The contract administrator is the only one with the power to change the contract

45
Q

What is a contract change control system?

A

A system created to control changes to the contract

46
Q

What is the purpose of a procurement performance review?

A

Verify that the seller is performing as they should
Identify what the buyer can do to help the seller do the work
Determine if any changes are needed to improve the buyer-seller relationship and the process they are using

47
Q

Define claims administration

A

Managing claims (requests by the seller for compensation from the buyer)

48
Q

What is the key function of a records management system?

A

Maintain an index of contract documentation and records so that they can be retrieved if necessary

49
Q

What occurs during the close procurements process?

A

Product validation, procurement negotiation, financial closure, procurement audit, updates to records, final contracting performance reporting, documentation of lessons learned, creation of procurement file

50
Q

What is a procurement audit?

A

A structured review of the procurement process and identification of lessons learned to help future procurements

Project Management (14 decks)

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