HomeMy WebLinkAbout26 - Instructions - Permits, Licenses, & Code Enforcement (PLCE) Software and Implementation Services (9)Bozeman, MT
PLCE Project Management Expectations
Please use the descriptions below to complete columns B - C on the subsequent tab.
Column
A
B
C
Header
Expectation
Response
Comments
Description
Expectation or question related to proposed project management services during implementation.
Use dropdown to select response or enter text if no dropdown provided.
Respondent to provide any clarifying information.
PLCE Project Management Expectations
Expectation
Project Manager
Proposed project manager will have industry-recognized project management certification(s).
Approximate hours/week proposed project manager assigned to this project.
Anticipated onsite % of project manager.
Number of other projects proposed project manager would be assigned to while also assigned to this project.
Describe prior experience implementing this specific UB platform.
Describe approach to staffing resource continuity.
Project Plan
Complete project plan is a deliverable for approval.
Project plan assigns project resources.
Project plan includes project deliverables.
Project plan includes project milestones.
Project plan includes dependencies.
What system is project plan developed in?
Project plan details all work tasks to be completed during the project and assigns responsibility to appropriate client staff. Plan is accessible to be viewed by client staff at any
time.
Describe how client staff is made aware of task deadlines. How will staff know what work they have to complete in the current week, as well as tasks coming due in the coming weeks?
Describe the process for updates to the project plan, including responsibility for updates and any approvals, if necessary.
Scope / Budget Management
Describe formal scope definition process.
Describe change control methodology. How are scope changes documented, estimated, and approved?
Describe budget tracking methodology.
Frequency of budget reporting.
Project Meetings
Frequency of project management meetings.
Typical items discussed in project management meetings.
Meeting agendas will be provided in advance (at least 24 hours).
Describe expectations for meeting minutes (format, turnaround time, responsibility).
Describe documentation and tracking of action items.
Describe approach for managing decision making during meetings.
Describe approach to facilitating cross‑functional working sessions (e.g., meter reads and billing).
Describe approach to resolving cross functional conflicts.
Frequency of steering committee meetings.
Typical items discussed in steering committee meetings.
Status Reports / Issues Log
How is project status communicated?
Frequency of status reports.
Describe the format and required content of status reports (e.g., accomplishments, upcoming tasks, risks, issues, decisions, budget status, schedule variance).
Tool(s) for tracking issues and / or risks.
Tool(s) for tracking decision points.
How are decision points assigned and outcomes recorded, including owner and due date?
Describe escalation approach for project risks, scope disputes, or resource constraints.
Change Management
Describe specific organizational change management strategies related to this project.
Describe methodology for creating and executing ERP‑related communications for all City staff, and specify which elements of the communication plan are included in the fixed fee and
which, if any, are available as optional or enhanced services.
Close Out / Criteria for Success
Describe criteria for project success.
Describe formal project closure process.
Response
Comment