1. Project Management June 5, 2017
Good morning, My name is Chris Reed and I’m the director of Material Management for OCPS. I have been with OCPS for almost 3 years and prior to that I worked for a large DoD contractor and as well as retiring from the US Army in My entire career has been in operations and logistics, so Project Management has been part of my life in some form or another for the past 25 years.
All that said, I will disclose I am not a certified Project Manager, just a person who believes in Processes and the use of best business practices. I hope to share some of my best practices that you may use for yourself or your company. If at any time you have any questions, please stop me so I may address them. My preference is for us to have an open discussion and along the way, learn some new tools.
So lets cover a quick 3 minute video on what Project Management is all about.
Project Management
June 5, 2017

2.
Lets begin with a short video to give an overview of what project management is all about

3. Learning Objective
Applying Project Management tools to ensure adherence to the OCPS bid process
Todays learning objective is simply, applying PM tools to ensue adherence to the OCPS bid process.

4. No less then 31 PAGES
This is page one of 31 plus pages that make up an ITB for OCPS. Its a document that is the standard process the Procurement department uses to solicit services or products. While it may not be perfect, it is the legal document used for solicitations.
Who here has submitted a proposal using this document?
What did you find as challenging?
How many have worked for OCPS as a vendor
Submitted a bid but did not win
Hopefully, my class will answer most of your questions and if it does not, we will have a question and answer session at the end.
In order for me to develop this class, I did ask Procurement for their input on the challenges they have, to better assist them as well as serve you.
So lets take a look at Procurements Challenges on the receiving end.

5. Bid Challenges & Issues
Vendors not reading the entire document
Miss interpretation of directions
Inaccurate submissions
Not following the directions completely
Missed deadlines
Missing information or documentation
Lack of proper qualifications
Not attending the pre-bid meeting
Here is a list of common issues they encounter with all bid submittals not just minority owned business but all types of business. While I am not part of Procurement, I have sat on both sides of the process, as the government and as the vendor. So I’ve seen issues from both sides of the process.
Regardless of the side, It really all starts with reading the entire document because it sets the stage for all the scope requirements but more importantly the legal requirements which could make a difference on whether or not you are considered in the award process.
Moving forward into this brief, I will demonstrate that if you use Project Management as a tool, you will be able to overcome all of these issues. So what is Project management?

6. Definition
Project management is the discipline of initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and meet specific criteria. A project is temporary endeavor designed to produce a unique product, service or result with a defined beginning and end.
Can be used for big projects like the building of the Dr. Phillips Center to planning a Boy Scout Camp out. To were applying it to the ITB bid process. Because I’m a person who learns better visually, lets take all of these words and apply them to a flow chart.

7. Project Plan Flow Chart
Here you can see visually how each step flows.
Initiation: Initiating processes include actions to begin or end projects and project phases.
Planning and Design: Planning processes include devising and maintaining a workable scheme to ensure that the project meets its scope, time, and cost goals as well as organizational needs.
Execution: Executing processes include coordinating people and other resources to carry out the project plans and produce the deliverables of the project or phase 3.1) A deliverable is a product/service produced or provided as part of a project.
Monitor and Control : Monitoring and controlling processes measure progress toward achieving project goals, monitor deviation from plans, and take corrective action to match progress with plans and customer expectations.
Closing: Closing processes include formalizing acceptance of the project or phase and bringing it to an orderly end.

8. Process Diagram

9. Project Management Elements
Project Scope
Project Constraints
Project Approach
Project Organization
Key Roles and Responsibilities
Project Key Stakeholders
Risk/Issue/Dependency Review
Preliminary Schedule of Deliverables
Preliminary Project Financials
Project Communication
Change Management
Risk and Issue Management
Financial Management
Next Steps
Here is a list of terms and I will focus on a few, the ones in bold are the areas I believe will be beneficial to you when you apply Project Management tools to the bid process. Those are the Purpose, scope, constraints and deliverables.
As a disclaimer, if you do use these tools, that does not to ensure you will win the bid but simply ensures use a process to provide the best opportunity to provide a complete bid package.

10. Project Scope
Business Purpose, Objectives and Goals: A concise statement of the project purpose, objectives and goals. This information should come from the RFP or ITB
The scope is the specifications listed in the bid. If the bid calls for the vendor to provide a specific service or product. Generally its very specific in nature but I would be wrong if I did not admit at times the government does on always do a good job in asking for what they want. In this case, this would be your opportunity to request for clarification or ask a specific question to illicit the clarification you need. This can also be done at the pre-bid meeting.
However, in order for you to know what you need clarification on, you must read the entire bid in its entirely.

11. Project Constraints Scope, Time, Cost and Resources
Inclusions: Indicate key deliverables, requirements and/or functionality that the project is committed to delivering. Information should come from Project Charter.
Exclusions: Indicate key deliverables, requirements and/or functionality that is explicitly excluded from the project’s scope. Information should come from Project Charter.
Key Assumptions: Specify any assumptions that are driving the project approach. Information should come from Project Charter.
Project constraints ARE inclusions, exclusions or key assumptions within Project Mgt and can also be used to determine what they are in the bid. They will be found throughout the bid document.
An example of a inclusion this the requirement to provide key documents such as
 Bid Price Sheet
 Invitation to Bid Form
 MWBE/LDB/VBE Subcontractor Form (if applicable)
 Bidder’s Experience/Qualifications Form
 Statement Of Affirmation And Intent Form
 Drug Free Workplace Form
 Certification Regarding Debarment, Suspension, and Other Responsibility Matters - Primary Covered Transactions Form
 Bidder’s Statement of Principal Place of Business
Electronic Files
Of course the Specifications or Scope would be considered an inclusion .
An example of an Exclusion could be to provide transportation services to the government. The assumption is provide the vehicle and driver. And if you stop there, you would miss that in ITB or RFP specification excludes vehicles because the Government will be providing the vehicles. Or Government Furnished Equipment. (GFE). Again, reading the entire document will ensure you don’t miss this specification. Which would also cause your incorrectly fill our Bid Price Sheet and bid a higher cost than required.
Assumptions are more related to project management and not needed in the ITB process but I would state if you are assuming anything, you should seek to clarify assumption.
However, when you boil it all down, its how well you manage the scope, your time, resources and your budget.
Scope, Time, Cost and Resources

12. Preliminary Schedule of Deliverables
Read the entire document first
Review Checklist on page 1 of ITB
59 General Terms and Conditions
7 instructions to the bidder
27 Special Conditions
Specifications list
10 Forms
Complete a Project Plan/Schedule of Deliverables
In my opinion developing the Schedule of deliverables is the KEY to ensuring you provide a complete ITB or RFP Package. In order to develop this list of requirements, you must read the entire ITB which consists of no less than 31 pages, 7 set of instructions, 27 special conditions before you even get the the Specification or Scope of the ITB.

13. Applying PMP to a Bid Add each element to Project Schedule
Determine Submittal date
Set schedule for each requirement
Determine lists of questions
Procurement your list of questions
Attend Pre-bid conference
So now that we have covered a few tools of project management, lets apply them to the Bid process.
After reading the entire document, make note of each task that requires ACTION. Put these on your Project Schedule or Plan
Next include dates, counting backwards from the Submittal date
Develop the time needed to complete each of the tasks.
For the areas you need clarification, immediately contact Procurement via written correspondence. Based on their response, you can finalize your project plan.
I believe its imperative you attend the Pre-Bid conference because you will be able to listen to other vendors asking questions, which could potential influence how you respond to certain tasks. Consider the Pre-Bid meeting as a source of gathering Business Intelligence on your competitors as well as the government.

14. Project Plan Lists all the required tasks or forms needed
Lays out a timeline to complete tasks
Assigns a responsible person to complete the work
On the previous slide I mentioned a project plan. As a review, I mentioned collecting all the required tasks, and forms. Making a timeline and now I would include who is responsible for getting that task completed.
Lets take a look at an example of a Project Plan

15. Project Plan Sample
this project plan I pulled from the internet, it reflects the task, the responsible person, the start date on when your going to start the work and when you will end the work. During this process you will quickly see where you can determine what tasks can be done concurrently or consecutively. This plan can be put into excel or MS Project
Once completely filled out, you will clearly see your gaps. Gaps are define in areas of resources that may reflect where people are over tasked. Consider you can’t do two things at the same time, like filling our a form. The other aspect is determining you don’t have enough time to complete all your tasks. If this occurs, you will have to think outside the box to determine HOW can get it done.
On a side note, it’s a cardinal sin to change a due date. I say this because the concept is to stay on schedule and if you fall behind, determine a way to catch up. Otherwise, you will likely miss the completion date.

16. Project Plan Flow Chart
Scope
10 Schools
30 Days July 1 to July 30
Here you can see visually how each step flows.
Initiation: Receive the bid
Planning and Design: scope- Paint 10 schools, time- date to Start, end and limitations (Weekends, after schools, holidays, and cost- Do need anything special like a Crane? organizational needs- People skills. What are the constraints and deliverables?
Execution: Executing processes include coordinating people and other resources to carry out the project plans and produce the deliverables of the project or phase 3.1) A deliverable is a product/service produced or provided as part of a project.
Monitor and Control : Monitoring and controlling processes measure progress toward achieving project goals, monitor deviation from plans, and take corrective action to match progress with plans and customer expectations.
Closing: Closing processes include formalizing acceptance of the project or phase and bringing it to an orderly end.
Project: Paint ten schools in the district

17. Project Management Summary
Purpose
Project Scope
Project Constraints
Project Approach
Project Organization
Key Roles and Responsibilities
Project Key Stakeholders
Risk/Issue/Dependency Review
Preliminary Schedule of Deliverables
Preliminary Project Financials
Project Communication
Change Management
Risk and Issue Management
Financial Management
Next Steps
In summary today we covered the Purpose of a Project plan, the scope, constraints and ended with a project plan listing deliverables.

18. Resources Project Management Institute Courses and Certifications
Courses and Certifications
Websites
Books
Podcasts
PMI is the most important project management resource on the web – there are guides to courses, white papers, and other resources to aid you in your career development. PMI also includes a directory of e-learning programs on change management, essentials of project management, organizational change and much more.

19. Questions & Answers