Procurement Mgmt Input/Output Definitions Flashcards
Activity Cost Estimates
These are quantitative assessments of the probably costs required to complete project work. Can be presented in detailed or summary form and will usually contain:
- Direct Labor
- Materials
- Equipment
- Services
- IT, etc.
Activity Resource Requirements
This is an output of the process 6.3 Estimate Activity Resources. This contains the preliminary requirements for the people needed on the project. This is elaborated as part of this process.
Approved Change Requests
Perform Integrated Change Control (process 4.5) is where requests for changes are approved or rejected. Approved change requests are scheduled for implementation by the project team. Approved change requests are changes to expand/reduce project scope or a modification of policies.
Change Requests
If during the course of executing the project, issues develop that require a change to the scope, budget, or schedule, or quality, then change requests are developed. Note that the change requests are made in the Executing Progress Group, but are evaluated and either accepted or rejected as part of the Monitoring & Controlling Progress Group. If they are accepted, these changes get fed into the Executing Progress Group once again.
Closed Procurements
The buyer provides the seller with formal written notice that the deliverables have been received and approved, and that the contract has been completed.
Contract
A contract is a mutually binding agreement that obligates the seller to provide the specified product or service or result and obligates the buyer to pay for it.
Cost Performance Baseline
A specific version of the time-phased budget used to compare actual expenditures to planned expenditures to determine if preventive or corrective action is needed to meet the project objectives.
EEF
This is the “company culture”, or factors that are external to the project but which influence the project’s success. These can include the company databases and, in particular, the project management software used by the company. Think of them as “soft copy” (software and the company culture or “unwritten rules” that govern how work is done).
Make-or-buy Decisions
This documents the conclusion of the decision regarding which products, services, or results of the product will be acquired from outside the project organization as opposed to being performed internally by the project team. This includes not just issues of cost, but issues of risk as well.
OPA
Written procedures, policies, and guidelines that are used by the company to guide all operations, including projects. Lessons learned would be an important part of OPA. Think of the operational process assets as the “hard copy” (written procedures)
Performance Reports
Performance reports communicate project performance and status information with regard to scope, schedule, cost, quality, resources and risks to various stakeholders as per the Communication Management Plan. They provide summarized project status, forecasts, EV information, variance analysis, seller performance reports, significant achievements, status of risks, and project issues.
Procurement Contract Award
A procurement contract is awarded to each selected seller.
Procurement Documentation
This includes the procurement contract, technical documentation, and other work performance information.
Procurement Documents
These are the documents used to solicit proposals from prospective sellers. These may include a Request for Information (RFI), Invitation for Bid (IFB), Request for Proposal (RFP), and/or Request for Quotation (RFQ).
Procurement Management Plan
The document that describes how procurement processes from developing procurement documentation through contract closure will be managed.
Procurement Statements of Work
The Statement of Work or SOW defines only that portion of the project scope which is to be included within the related contract. It describes the item to be procured in sufficient detail to allow prospective sellers to determine if they are capable of providing it. The SOW is included in the procurement documents
Project Documents
- Project documents that are considered include:
o Risk register
o Risk-related contract decisions
Project Management Plan
A formal, approved document that defines how the project is executed, monitored, and controlled. It will be composed of one or more subsidiary management plans and other planning documents.
Project Management Plan Updates
If the project management plan is changed or the performance baseline is changed, then updates to these are made.
Project Schedule
The project schedule contains information on required timelines or mandated deliverable dates. This can be in the form of a bar chart, project schedule network diagram, and/or a milestone chart.
Qualified Seller List
This is a list of sellers who have been qualified as sellers on previous projects with the company.
Requirements Documentation
The whole purpose of this process is to take high-level requirements and make them more detailed.
The requirements document describes how individual requirements meet the business need for the project. The document lists all the requirements categorized by stakeholder and priority.
Resource Calendars
A calendar of working days and nonworking days that determines those dates on which each specific resource is idle or can be active. Typically defines resource specific holidays and resource availability periods.
Risk Register
The risk register identifies each risk, indicates the chances and what impact it would have on the project if the risk were to occur, and identifies potential responses to that risk.
