First Steps to Project Management Tribal Track sample text sample text sample text First Steps to Project Management Tribal Track Brandon Herrera Pueblo of Laguna Engineering Program

Welcome Collaboration

Congratulations You have been appropriated funding for your important infrastructure project….now get it done!

Do you feel like this when you receive the IGA? Fully Executed IGA…. Approved IGA Project Mgt. Procurement NOO Closeout Do you feel like this when you receive the IGA?

Who do you feel most like? Who has the power? Who do you feel most like?

Utilize your resources to put the project together Approved IGA NO Reports Utilize your resources to put the project together

First Steps to Managing Your Project 1 3 5 2 4 6 Plan your Project Management Submit NOO Kick-off Project Understand your IGA Procurement Follow the Rules

Read and Understand Your IGA 1 Read and Understand Your IGA Timeclock starts at the “effective date” of the IGA (Article IV Section A) Understand Important Dates Reversion Date (Article 1 Section A) Obligation of 5% Date Expenditure of 85% Date IGA is based off the Statement of Work -or- Project Description the “Grantee” submitted (Article I Section B) Attachment A Includes- Statement of work, budget, results, schedule (timeframe) Understand Budget – Attachment B

Plan Your Project Management 2 In-house project management Hired consultant to manage project Understand where management costs will be paid from Does grant funding and IGA allow this cost Grantee may pay for management costs PM is responsible for getting the wheels turning

Procurement 3 IGA’s language on procurement policy requirements is general (Article X Section i) Allows for use of Grantee’s procurement policy If no procurement policies exist, follow Federal regulations, 2 CFR 200

Procurement Understand what IGA and the State is asking for 3 Understand what IGA and the State is asking for Procure goods and services in accordance with policy Request for Proposals/Bids Detailed scope of work in accordance with IGA Bid and contract documents Advertising and public notice Competitiveness Due dates Pre proposal/bid meetings Correspondence/Addenda Bid certification documents Consultant or Contractors proposal/bid Save all documents….you will need them for NOO submission!

Submitting Notice of Obligation (NOO) 4 Use standard NOO forms and utilize IAD’s NOO checklist http://www.iad.state.nm.us/tribalinfrastructurefund.html IAD’s website provides the forms and example to follow

Submitting Notice of Obligation (NOO) 4 Provide cover letter and include NOO documents as attachments Use NOO Standard Form Add Table of Contents

Submitting Notice of Obligation (NOO) 4 DO NOT proceed with third party agreement until Agency approves NOO; this includes signing document. Allow time to for processing of the NOO request, but per IGA, Agency has 7 business days to respond (Article II Section (i) f) Make sure to file and keep record of all approved NOO’s!

Kick-off Project 5 Make sure steps 1-4 have been taken care, otherwise, Grantee could be liable Use a kick-off meeting to bring team together and get project started Include all stakeholders Document all correspondence Understand project timeline/schedule/due dates Submit reports to CPMS

Recap Plan your Project Management Submit NOO Kick-off Project 1 3 5 2 4 Plan your Project Management Submit NOO Kick-off Project Understand your IGA Procurement Follow the Rules

POL Engineering Program Thank you! Brandon Herrera POL Engineering Program bjherrera@lagunapueblo-nsn.gov