PMP Study Guide

Procurement Management (Chapters 9, 10, and 12)

Agenda

• Conducting Procurements

• Contract Life-Cycles

• Administer Procurements

• Formulating Project Close-Out

• Project Endings

• Close Project (or Phase)

• Close Procurements

• Releasing Team Members

Conducting Procurements

• The purpose of the Conduct Procurements process is to obtain responses to procurement solicitations

Conducting Procurements

• Tools and techniques:– Bidder conferences– Proposal evaluation techniques– Independent estimates– Expert judgment– Advertising– Internet search– Procurement negotiations

Conducting Procurements

• Outputs:– Selected sellers– Procurement contract award– Resource calendars– Change requests– Project management plan updates– Project document updates

Contract Life Cycles

• Requirements: part of the Plan Procurements Process

• Requisition: part of the Plan Procurements Process

• Solicitation: part of the Conduct Procurements Process

• Award: part of the Conduct Procurements Process

Administer Procurements

• This process is concerned with monitoring contractor performance and ensuring all requirements of the contract are met

• Contract administration may fall to another person—but the PM is still responsible for assuring satisfactory results from the contractor

Administer Procurements

• Tools and techniques:– Contract change control system– Procurement performance reviews– Inspections and audits– Performance reporting– Payment system– Claims administration– Records management system

Administer Procurements

Outputs:

• Procurement documentation

• Organizational process assets

• Change requests

• Project management plan updates

Formulating Project Closeout

• Characteristics of closing– Probability of completing the project is

highest in this process– Risk is lowest in this process– Stakeholders have least amount of

influence

Project Endings• Reasons for project endings:

– Completed successfully– Canceled or killed– Evolve into ongoing operations

• Project endings:– Addition

• Evolve into ongoing operations

– Starvation• Resources are cut off

– Integration• Resources are distributed to other projects/areas

– Extinction• Completed and accepted

Close Project (or Phase)

• Key activity of the Close Project or Phase process is to gather project records and disseminate information to formalize acceptance of the product, service, or project and perform project closeout

• The completion of each phase of a project requires project closure

Close Procurements

• The Close Procurements process is concerned with completing and settling the terms of the contract

• Product verification is performed– Determines if work of the contract

was completed accurately and satisfactorily

• Updates records and archives information for future reference

Releasing Project Team Members

• Keep other managers informed

• Keep team members informed

• Perform an evaluation of performance if appropriate

• Celebrate!

Unit 10 – Final Assignment

Process Overview

Part I – The Audit• You will use two documents from Doc Sharing

– Gauchito Project Plan Final (Zip File)– Project Management Audit Tool (Excel file)

• The audit tool covers the various knowledge management areas

• ONLY for audit items listed in the Unit 10 grading rubric:– Review the Gauchito project plan to determine if the project team is addressing

the item correctly in their project plan– Click on either “yes” or “no” – If “no” is selected, document your reasoning for why this item fails the audit (i.e.

rationale) in the Rationale cell for that item.– If “no” is selected, cite a source to support your position, using APA format

(document it in the Rationale cell, after the rationale).– You may use the PMBOK, PMP Exam Study Guide text, or other sources from

the Reading section (including Web sources) of each unit

• APA Requirements– Each source used in the audit will need to be cited for “no” items (as above)– Use a tab in the spreadsheet as a Reference Page tab and list all the sources

used, in APA reference format– See the APA Guidelines Document in Doc Sharing for APA formatting

examples

Part II – The Summary• You will use one document from Doc Sharing

– Audit Summary Report Template (Word Doc)

• This is an Executive summary (short and sweet)

• It needs to be organized and succinct– Communicate key items via bullets, tables, numbered lists, very short

paragraphs under a subtitle– Do not restate every item in the audit – that is not the purpose– Tell the manager responsible for this project key items done well, key items that

need improvement and any suggestions/recommendations that you have– Every section in the template is not required – the template is provided to help

ensure organization (Long paragraphs are not acceptable) – use PMBOK 8.222 (pg. 204) as your guide for what sections to include in the summary.

• APA Requirements– Indicate the sources to support your recommendations via standard APA

requirements:• Citing the source within the document where it is leveraged• Listing the source as a reference on a Reference Page at the end of the

report.