Project Management & Analysis - Chapter 9 - Processing Change Requests & Procurement Documents

For CSN in CNA PPD

What are some reasons for change?

• Timeline Change

• Funding Change

• Risk Events

• Requirement Change

• Quality Change

• Resource Change

• Scope Change

Corrective Actions - Change Request

Bring the work of the project into alignment with the project management plan.

Preventative Actions - Change Request

Are implemented to help reduce the probability of a negative risk event

Defect Repairs - Change Request

Either correct or replace components that are substandard or are malfunctioning.

Change Control System

Documented procedures that describe how the deliverables of the project are controlled, changed, and approved.

Describe and manage the documentation required to request and track the changes and the updates to the PM Plan

After the project management plan is approved, where must all change requests be submitted?

The Change Control System

Who evaluates changes?

The Subject Matter Expert (SME)

Merger

Two businesses come together to perform business as one organization. Once complete, they are one entity.

Acquisition

One business takes over another. The organization performing the takeover has the power and authority and becomes the decision maker for both organizations.

Business Process Change

The process of changing how something is performed.

Example = Automating a process that was previously performed on paper.

Relocation

Involves a physical move of the organization, or parts of the organization, that may impact your project.

Outsourcing

When an organization uses external resources to perform business processes and tasks.

Procurement Planning

The process of identifying the goods and services required for your project that will be purchased from outside the organization.

If a project doesn’t require external resources, this isn’t required.

Make-or-Buy Analysis

Determines whether it’s more cost-effective to produce the needed resources in-house or procure them from outside the organization.

What are examples of Project Procurements?

Equipment, Staff augmentation, Other goods or services.

Statement of Work (SOW)

Details the goods or services you want to procure. Similar to the project scope statement, except its focused on the work being procured.

What is contained within a Statement of Work?

Project Description, Major Deliverables, Success Criteria, Assumptions and Constraints.

Request for Information (RFI)

Used when you need to gather more information about the goods or services that you need to procure.

Request for Quotation (RFQ)

Similar to the RFI. They both serve the same purpose, and most organizations use one or the other of these procurement methods when determining estimates.

Request for Proposal (RFP)

This is submitted when you are ready to procure and begin the work. Involves submitting the SOW, receiving bids from vendors and suppliers, evaluating the responses, and making a selection.

Bidder Conference

A meeting with prospective vendors prior to completing the RFP.

Fixed-Price Contract

States a fixed fee or price for the goods or services provided. Riskiest for the seller.

Cost-Reimbursement Contract

Reimburses the seller for allowed costs associated with producing the goods and services. Riskiest for the buyer.

Time & Materials Contract

Cross between fixed-price and cost-reimbursable contracts. The buyer and the seller agree on a unit rate, but the total cost is unknown and will depend on the amount of time spent to produce the product or service. Riskiest to buyer

Non-Disclosure Agreement

Used when organizations engage the services of an outside entity and want to assure that sensitive or trade secret information is not shared.

Cease-and-Desist Letter

Informs the other party to stop doing the activity and to not do it again.

Letter of intent

Outlines the intent or actions of both parties before entering into a contract.

Memorandum of Understanding (MOU)

Agreement that may outline specific performance criteria or other actions.

Service-Level Agreement (SLA)

Defines service level performance expectations.

Purchase Order (PO)

Written by a buyer and describes the specifications and quantities of the goods or services being purchased and the price.

Warranty

Usually associated with equipment, materials, software, or supplies. It is a guarantee that the product will meet expectations and perform as stated.

Agile Project Management

Method of managing projects in small, incremental portions of work that can be easily assigned, easily managed, and completed within a short period of time called an iteration or sprint.

Iteration or Sprint

Interchangeable Terms, Typically a two-week period but can be any short length of time.

Scrum Master

Is a facilitator that coordinates the work of the sprint. Runs interference between the team and distractions that might keep them from the work at hand.

Product Owner

Represents the Stakeholders. Liaison between the stakeholders and the scrum master, Speaks on behalf of the business unit, customer, or the end user of the product.

Team Members

Responsible for completing backlog items. Sign up for tasks based on the priority of the work and their skill sets. They also establish estimates.

Sprint Planning

A meeting where team members choose items from the backlog to work on during the sprint.

Backlog 

A list of requirements (both functional and nonfunctional) for the project.

Daily Standups / Scrim Meetings

A meeting that is held daily and should be held at the same place and time. Should be no more than 15 minutes.

What are some questions that are held at Scrim Meetings?

• What did I accomplish?

• What will I work on today?

• Do I have any roadblocks preventing me from doing my work?

Scrum Retrospective

A meeting held after a sprint that is used to determine overall progress, the work that was completed, the work that was planned but not completed, work that needs to carry over to the next sprint, and lessons learned.

Waterfall

An approach where each phase of the project is completed in its entirety before moving to the next phase.

Projects In Controlled Environments Version 2 (PRINCE2)

Incorporates quality management into the project management processes. Tends to divide projects into multiple stages, and is supported by the UK Government.