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Project procurement
management processes
Project procurement management: Acquiring goods and services for a
project from outside the performing organization.
Processes include:
Planning purchases and acquisitions: Determining what to procure, when,
and how.
Planning contracting: Describing requirements for the products or services
desired from the procurement and identifying potential sources or sellers
(contractors, suppliers, or providers who provide goods and services to other
organizations).
Requesting seller responses: Obtaining information, quotes, bids, offers, or
proposals from sellers, as appropriate.
Selecting sellers: Choosing from among potential suppliers through a
process of evaluating potential sellers and negotiating the contract.
Administering the contract: Managing the relationship with the selected
seller.
Closing the contract: Completing and settling each contract, including
resolving any open items.
Project Procurement
Management
What is a proposal?
A proposal is a plan of action
for fulfilling a need.
Basically, it is a sales
document that responds to
the needs of someone else.
It is a written document
describing in detail the work
to be performed and
provides the
reader/evaluator adequate
information to make an
informed purchasing decision.
It's not a price quote. If all you tell the decision maker is the amount he or
she has to pay, you've reduced what you're selling down to the level of a
commodity. You've said, in effect, "All products or services of this type are
basically the same. We have nothing unique to offer. Choose based on
cost." Unless you are always the lowest-priced vendor, that's not a strong
position to take.
It's not a bill of materials, project plan, or scope of work. In technical
and engineering environments, people sometimes take the attitude that if
they just explain all the details of the proposed solution very clearly and
accurately, the customer will buy. Actually, giving customers a detailed bill of
materials or project plan may have exactly the opposite effect. You've just
given them a shopping list so detailed they may decide to do the job without
your help. Ouch!
It's not the company history, either. Oddly enough, a sizable number of
the proposals we see start out that way. Why? From reading dozens and
dozens of these things, I can assure you most company histories are not
very interesting.
Here's the bottom line: What is a proposal? It's a sales document.
The obvious: helping you sell. The proposal's most important job is to help you sell something. (In
the nonprofit realm, it should help you obtain funding in support of your mission and objectives.) To go
a little further, though, a high-quality, carefully constructed proposal can help you:
Sell on value instead of price: Use your proposal to move the decision maker's focus away from price and
toward such measures of value as lower total cost of ownership, higher reliability, direct customer support,
documented technical superiority, or some other message that separates you from your competitors.
Compete successfully without having personal contact with every member of the decision team: You may
never have the opportunity to meet every member of the team in person. A good proposal can speak to each
member of the team, helping make your case.
Demonstrate your competence and professionalism: It's probably not fair and it's definitely not logical, but
almost everybody does it: We judge a vendor's ability to deliver goods or services from the quality of the proposal
they submit. Our conscious, rational mind tells us that spelling and grammar have nothing to do with the ability to
provide help desk support for our PC users, yet we find those misspellings and grammar mistakes raising doubt
and uncertainty in our mind.
Offer a bundled solution: The customer may ask you for a proposal for basic bookkeeping services. In your
proposal, though, you can add a brief description of your ability to provide tax preparation, too, as part of a total
solution. That will increase the size of the deal, it may differentiate you from other bookkeepers who submit a
proposal, or it may just make the customer aware that you also do taxes. All of these are good things.
Sell the "smarter" buyer: Smart buyers want to gain as much as possible while spending as little as possible. If
you don't show them what they gain by choosing your recommendations, they will inevitably focus on the other half
of the equation: spending very little.
Sell a complex, technical product to nontechnical buyers: Speaking the buyer's language is an important part
of winning his or her trust. A flexible proposal process can help you communicate effectively even if the customer
lacks in-depth knowledge of what you're offering.
The proposal as a marketing tool. Think about your company's image. What do your clients think of
you? What do prospects who have never worked with you assume about you?
Influencing clients. Good account management requires you to think about the future of your business
relationships, not merely the immediate opportunity. Reacting to a customer's problems or needs when
the customer brings them up is all right, but it's not nearly as effective as working with the customer
collaboratively to develop a business direction.
Dilema Konsultan:
Setelah membaca TOR/KAK:
To BID or NOT bid (ikut
tender / tidak)?
Proposal t.d.:
Proposal Administrasi: Profil Perusahaan
(struktur organisasi, manajemen, kondisi
keuangan), pengalaman (proyek2 yg sdh
dikerjakan).
Proposal Teknis
Proposal Biaya
Keeping records
Your list of pricing items and the calculations
you have done to arrive at a dollar figure for
each item should be summarized on
worksheets.
You should keep these to remind yourself
how the numbers were developed.
These worksheets can be useful as you
continue to develop the proposal and discuss
it with the evaluator; they are also a valuable
tool for monitoring the project once it is
under way and for reporting after completion.
Some proposals require you to provide
adequate management and cost information.
In this case, you need to demonstrate your
ability to account for all of the costs involved
in performing the contract.
Finishing touches
Packaging
Cover design
Cover letter
Spell check
Gather appendix
materials
Prepare table of
contents, section
dividers, etc.
Production
Where and by whom
will the document be
produced?
Proposal delivery
Deliver on time.
Label the original
documents and required
number of copies.
Seal the original and
copies in a package and
label appropriately.
If mailing, dont forget to
check delivery schedules.
If hand carrying, provide
a signature receipt for the
delivery person.
Metodologi Pelaksanaan
Pekerjaan:
Penjelasan umum tentang bagaiman sistem
akan dibangun (langkah2 RPL).
WBS + work package.
Diagram PERT / CPM.
Jadwal Proyek (gant-chart) (termasuk survei,
demo, penyusunan laporan).
Penjadwalan Personil
Penjadwalan Penggunaan Alat
Deskripsi isi laporan2.
Tugas Kelompok:
Cover
Table of Content
Cover letter (ditujukan ke elisati h)
Executive Summary
Pendahuluan
Our Understanding (Statement of Need): pemahaman konsultan ttng
permasalahan yang di-ceritakan di TOR
Biaya
Estimasi biaya proyek (personil: mandays)
Kesimpulan
CV semua anggota dengan posisi: PM, (Programmer, Analyst&Desainer,
Network Engineer, QA, dst)
Sekian..