Project Procurement Management Flashcards
What best describes project procurement management?
-includes the processes necessary to purchase or acquire products, services, or results needed from outside the project team
What is change control?
a process whereby modifications to documents, deliverables, or baselines associated with the project are identified, documented, approved, or rejected
What is an agreement?
- any document or communication that defines the initial intentions of a project
- this can take the form of a contract, memorandum of understanding (MOU), letters of agreement, verbal agreements, email, etc.
What is authority in project procurement management?
the right to apply project resources, expend refunds, make decisions, or give approvals
What is the purpose of project procurement management?
- includes the processes required to develop and administer agreements such as the following:
a. contracts
b. purchase orders
c. memoranda of agreements (MOA)
d. service level agreements (SLAs) - involve agreements that describe the relationship between to parties - a buyer and a seller
- PM should be familiar enough with the procurement process to make intelligent decisions regarding contracts
What is the role of the PM during project procurement mgmt.?
- preparing requests for proposals (RFPs), negotiating contracts, and selecting a seller
- collaborate with other departments in the organization to tailor contract terms and conditions
- these functional departments can include legal, technical, and financial - key stakeholders, like senior managers, should consider PMs comments and insight
- ultimately senior managers will make decisions around agreements
What is the impact of project procurement management?
- insignificant impacts can occur if a needed but not critical component of the project is procured late, or is delivered later than anticipated
- catastrophic impacts can occur when a critical and custom-made component of the project is not built to specification or not completed
What is the buyer-seller relationship in project procurement mgmt.?
- agreements involve two parties: a buyer and a seller
- sellers are known first as bidders, and may be internal or external to organization
- once a bidder wins an agreement, the bidder can manage the work as a project
What happens when the bidder wins an agreement project procurement mgmt.?
- buyer becomes a key stakeholder to the seller’s project
- agreement turns into an input in the seller’s mgmt. processes
- seller itself may become a buyer of lower-tiered resources
How can legal obligations impact project procurement mgmt.?
- there can be significant legal obligations around procurement
- a contract should clearly state the results expected
- when dealing with international contracts, a PM should keep in mind the culture and local law of the seller, regardless of the contract’s clarity
- most organizations have policies that define procurement rules and specify authorities around them
- contracts can be subject to review by a legal department.
What are the project procurement management processes?
- plan procurement mgmt.
- conduct procurements
- control procurements
What is the plan procurement management process?
the process of documenting project procurement decisions, specifying the approach, and identifying potential sellers
What is the conduct procurements process?
the process of obtaining seller responses, selecting a seller, and awarding a contract
What is the control procurements process?
the process of managing procurement relationships, monitoring contract performance, making changes and corrections as appropriate, and closing out contracts
What are agile and tailoring considerations for project procurement mgmt.?
- complexity of procurement
- physical location
- governance and regulatory environment
- availability of contractors
- agile/adaptive environments
What are some tailoring considerations for agile/adaptive environments during project procurement mgmt.?
- agile projects can undertake different procurement techniques than those used in traditional projects
- in traditional approach procurement mgmt. is done according to the chosen plan and contract type
- in agile or adaptive approach, the supplier might become part of the development team to respond quickly to the needs of the project
- this collaborative working relationship can lead to a shared risk model where both parties are involved with the risks and results of the project
- another emerging step involves agreements such as master services agreements (MSAs) that can outline the overall engagement of sellers, with adaptive work included in appendix or supplement
What are some of the trends and emerging practices in project procurement mgmt.?
- advances in tools
- more advanced risk mgmt.
- changing contracting processes (traditional to global)
- logistics and supply chain management
- technology and stakeholder relations
- trial engagements
What are trial engagements?
- some projects will initiate trial engagements that ask several prospective bidders for initial deliverables and work produces
- these engagements happen on a paid basis before making the full commitment to a larger portion of the project scope
- accelerates momentum by allowing the buyer to evaluate potential bidders while simultaneously progressing the project
What is the definition of statement of work (SOW)?
a narrative description of products, services, or results to be delivered by the project
developed from the project scope baseline and defines only that portion of the project scope that is to be included within the related contract
What is true about the statement of work (SOW) for a procurement?
- describes the procurement item in sufficient detail to allow prospective sellers to determine if they are capable of providing it.
- sufficient detail can vary based on the nature of the item, the needs of the buyer, or the expected contract form
- information included in a SOW can include specifications, quantity desired, quality levels, and other requirements
What are the broad categories of legal contractual relationships?
- fixed-price
- cost-reimbursable
- time and materials contract (hybrid)
What are fixed-price contracts?
- category of contracts involving setting a fixed total price for a defined product, service, or result to be provided
- contracts should be used when the requirements are well defined and no significant changes to the scope are expected
What is the purpose of the plan procurement mgmt. process?
- involves documenting project procurement decisions, specifying the approach, and identifying potential sellers
- determines whether to acquire goods or services from outside the project, and if so, what to acquire, as well as how and when
- procurement activities should be planned so that the ordering, receipt, review, and approval of items from suppliers are satisfactory prior to conducting them
When does the plan procurement mgmt. process occur?
- performed during the planning process group
- performed once or at predefined points in the project
What is the role of the PM during the plan procurement mgmt. process?
- be involved by helping prepare the business case, statement of work (SOW), and requests for proposals
- provide input during the selection process and contract negotiation
- measure the contract performance, monitor payments (invoicing)
- close the procurement contract
- ensure that the project team is staffed with procurement expertise
What is the impact of the plan procurement mgmt. process?
- schedule mgmt. can be impacted if certain milestones need procurement items
- cost estimation can be impacted according to the projected price of a contract
- risk mgmt. can be affected if sellers are willing and able to share any risks associated with procurement activities
What are the typical steps of procurement?
- prepare the procurement of SOW or terms of reference (TOR)
- prepare a high level cost estimate to determine budget
- advertise the opportunity
- identify a short list of qualified sellers
- prepare and issue bid documents
- prepare and submit proposals by the seller
- conduct a technical-and quality-based evaluation of the proposals
- perform a cost evaluation of the proposals
- prepare the final combined quality-and cost-evaluation
- finalize negotiations and sign a contract
What are bids?
document used to solicit proposals from prospective sellers
When are terms such as bid, tender, or quotation used in the plan procurement mgmt. process?
generally used when seller selection decision is based on price (as when buying commercial or standard items)
When are terms such as proposal used in the plan procurement mgmt. process?
generally used when other considerations such as technical capability or technical approach are the most important
What is a firm fixed price (FFP) contract?
price for goods is set and is unlikely to change
What is a fixed price incentive fee (FPIF) contract?
allows for deviation of the price of the goods, depending on the performance of the seller
What is a fixed price with economic price adjustments (FPEPA) contract?
allows for adjustments to the contract price due to changed conditions
What are cost-reimbursable contracts?
involve payments to the seller for all costs incurred while completing the work, plus a fee representing seller profit
What is a cost plus fixed fee (CPFF) contract?
a cost-reimbursable contract where a seller is reimbursed for all costs and receives a fixed-fee payment
What is a cost plus incentive fee (CPIF) contract?
a cost-reimbursable contract where a seller is reimbursed for all costs and receives a predetermined incentive fee
What is a cost plus aware fee (CPAF) contract?
a cost-reimbursable contract where a seller is reimbursed for all costs, but the fee is based on satisfaction criteria
What is a time and materials (T&M) contract?
a hybrid type of contractual arrangement with aspects of both cost-reimbursable and fixed-price contracts
often used for the acquisition of experts, and any other outside support when a precise statement of work cannot be quickly prescribed
What are source selection criteria during the plan procurement mgmt. process?
-in choosing evaluation criteria, the buyer seeks to ensure that the proposal selected will offer the best quality for the services required
–capability and capacity
–product cost and life cycle cost
–delivery dates
–technical expertise and approach
–specific relevant experience
What is the make or buy analysis decisions strategy in the plan procurement mgmt. process?
-make or buy analysis is act of choosing between manufacturing a product in-house or purchasing it from an external supplier
As it pertains to procurement strategies, what are some of the project delivery methods for professional services?
- buyer/services provider with no subcontracting
- buyer/services provider with subcontracting allowed
- joint venture between buyer and services provider
- buyer/services provider acts as the representative
As it pertains to procurement strategies, what are some of the project delivery methods for industrial or commercial construction?
- turnkey
- design build (DB)
- design bid build (DBB)
- design build operate (DBO)
- design build operate (DBO)
build own operate transfer (BOOT)
What contract payment types are included in the procurement strategy of the plan procurement mgmt. process?
included but not limited to:
- lump sum
- firm fixed price
- cost plus award fees
- cost plus incentive fees
- time and materials
- target cost
What information may be included for procurement phases as it pertains to procurement strategy?
- sequencing or phasing of the procurement, a description of each phase, and the specific objectives of each phase
- procurement performance indicators and milestones to be used in monitoring
- criteria for moving from phase to phase
- monitoring and evaluation plan for tracking progress
- process for knowledge transfer for use in subsequent phases
What is the procurement mgmt. plan?
- output of plan procurement mgmt. plan process
2. contains the activities to be undertaken during the procurement process
What factors can the procurement mgmt. plan help guide?
- how procurement will be coordinated with other project aspects
- timetable of key procurement activities
- procurement metrics to be used to manage contracts
- stakeholder roles and responsibilities related to procurement
- constraints and assumptions that could affect plan procurements
- legal jurisdiction and currency in which payments would be made
- determination of whether independent estimates will be used and whether they are viewed as evaluation criteria
- risk mgmt. issues
- prequalified sellers, if any, to be used
What are the inputs to the plan procurement mgmt. process?
- OPAs
- PM plan
- EEFs
- project documents
- project charter
- business documents
What OPAs are inputs to the plan procurement mgmt. process?
- preapproved seller lists
- formal procurement policies, procedures, and guidelines
- contract types
What components of the PM plan are inputs to the plan procurement mgmt. process?
- scope mgmt. plan
- quality mgmt. plan
- resource mgmt. plan
- scope baseline
What EEFs may be inputs to the plan procurement mgmt. process?
- marketplace conditions
- product, services, and results available in the marketplace
- sellers, including their past performance or reputation
- typical terms and conditions for products, services, and results or for the specific industry
- unique local requirements, such as regulatory requirements for local labor or sellers
- legal advice regarding procurements
- contract mgmt. systems including procedures for contract change control
- established multi-tier supplier system of prequalified sellers based on prior experience
- financial accounting and contract payments system
What project documents may be inputs to the plan procurement mgmt. process?
- milestone list
- project team assignments
- requirements documentation
- requirements traceability matrix
- resource requirements
- risk register
- stakeholder register
What business documents are inputs to the plan procurement mgmt. process?
- business case
2. benefits mgmt. plan
What are the outputs produced by the plan procurement mgmt. process?
- project documents updates
- procurement SOW
- bid documents
- procurement mgmt. plan
- procurement strategy
- OPAs updates
- change requests
- source selection criteria
- make-or-buy decision
- independent cost estimate
What are the project documents updates that are outputs produced by the plan procurement mgmt. process?
- lessons learned register
- milestone list
- requirements documentation
- requirements traceability matrix
- risk register
- stakeholder register
What are the bid documents that are outputs produced by the plan procurement mgmt. process?
- request for information (RFI)
- request for quote (RFQ)
- request for proposal (RFP)
What aspects of the procurement strategy are outputs produced by the plan procurement mgmt. process?
- delivery methods
- contract payment types
- procurement phases
What are some of the tools and techniques used in the plan procurement mgmt. plan process?
- meetings
- expert judgement
- data analysis
- source selection analysis
- data gathering
What data analysis technique is used during the plan procurement mgmt. process?
make-or-buy analysis
What are the source selection analysis tools and techniques used during the plan procurement mgmt. process?
- least cost
- qualifications only
- quality-based/highest technical proposal score
- quality and cost-based
- sole source
- fixed budget
What data gathering techniques are used during the plan procurement mgmt. process?
market research
Within the conduct procurements process, expert judgement should be considered from individuals or group with specialized knowledge or training in which topics?
- proposal evaluation
- technical or subject matter
- relevant functional areas such as finance, engineering, design, development, supply chain mgmt.
- industry regulatory environment
- laws, regulations, and compliance requirements
- negotiation
What is the purpose of the conduct procurements process?
- involves obtaining responses to bids and proposals, selecting a vendor, and awarding the contract
- responses can be solicited in the forms of bids, quotations, proposals, or offers
What is implemented by the team by awarding a contract?
a legal agreement for the delivery of goods or services
When does the conduct procurements process occur?
- executing process group
- time in life cycle when processes are performed to complete work defined in the PM plan to satisfy project requirements
- performed periodically throughout the project as needed
What is the role of the PM during the conduct procurements process?
- help the appropriate procurement department as a facilitator for the project
- give recommendations to senior management with how procurements should be conducted
- write requirements SOW for supplier
- conduct site visits to ensure capability of potential vendors
- requires supplier to provide status reports on a schedule that fits project’s overall status reporting and communications plan
- ensures single point of contact that is authorized to make changes or direct vendor to add or subtract scope from their contract
- identify a point of contact for the submission of invoices and indicates the processing time required prior to payment
What are the impacts of the conduct procurements process?
- scope - if vendor does more or less work than originally planned
- cost - if price of requested goods or services is uncertain
- schedule baseline - if vendor estimates a different delivery date
- communications - can change depending on vendor’s location, time zone, and ability to use certain communication tools
How is advertising involved in the conduct procurements process?
- communicating with users or potential users of a product, service, or result
- existing lists of potential sellers can often be expanded by placing advertisements in general circulation publications such as selected newspapers or in specialty trade publications
- most government jurisdictions require public advertising or online posting of pending government contracts
How is negotiation involved in the conduct procurements process?
- a discussion aimed at reaching an agreement
- procurement negotiation clarifies the structure, rights, and obligations of the parties and other terms of the purchases so that mutual agreement can be reached prior to signing the contract
- negotiation should be led by a member of the procurement team that hast the authority to sign contracts
What are the inputs to the conduct procurements process?
- OPAs
- proj. documents
- PM plan
- procurement documentation
- EEFs
- seller proposals
What are the OPAs that are inputs to the conduct procurements process?
- list of preferred sellers that have been prequalified
- organizational policies that influence the selection of a seller
- specific organizational templates or guidelines that will determine the way agreements are drafted and built
- financial policies and procedures regarding invoicing and payment processes
What procurement documentation are inputs to the conduct procurements process?
- bid documents
- procurement SOW
- independent cost estimates
- source selection criteria
What project documents are inputs to the conduct procurements process?
- lessons learned register
- project schedule
- requirements documentation
- risk register
- stakeholder register
What are the EEFS that may be inputs to the conduct procurements process?
- local laws and regulations regarding procurements
- local laws and regulations ensuring that the major procurements involve local sellers
- external economic environment constraining procurement processes
- marketplace conditions
- information on relevant past experience with sellers, both good and bad
- prior agreements already in place
- contract mgmt. systems
What components of the PM plan are inputs to the conduct procurements process?
- scope mgmt. plan
- requirements mgmt. plan
- communications mgmt. plan
- risk mgmt. plan
- procurement mgmt. plan
- configuration mgmt. plan
- cost baseline
What proj. documents updates are outputs produced by the conduct procurements process?
- lessons learned register
- requirements documentation
- requirements traceability matrix
- resource calendars
- risk register
- stakeholder register
What PM plan updates are outputs produced by the conduct procurements process?
- requirements mgmt. plan
- quality mgmt. plan
- communications mgmt. plan
- risk mgmt. plan
- procurement mgmt. plan
- scope baseline
- schedule baseline
- cost baseline
What OPAs updates are outputs produced by the conduct procurements process?
- listings of perspective and prequalified sellers
2. info on relevant experience with sellers, both good and bad
What are the outputs produced by the conduct procurements process?
- Proj. documents updates
- change requests
- PM plan updates
- selected sellers
- agreements
- OPAs updates
What are bidder conferences?
involve meetings between the buyer and prospective sellers prior to submitting a proposal
What data analysis technique is used during the conduct procurements process?
proposal evaluation