Santosh Karkhanis

  Project Planning Activities

1. Project Plan
2. Resource Plan
3. Financial Plan
4. Quality Plan
5. Risk Plan
6. Acceptance Plan
7. Communications Plan
8. Procurement Plan
9. Tender Management Process
10. Statement of Work
    *******WIll be covered in this Document***********
11. Request for Information
12. Request for Proposal
13. Supplier Contract
14. Planning Phase Review
    ********************************************

First 5 activities (i.e. from Project Plan to Risk Plan) are already covered in the document ‘Project Planning Activities – 1’.

The next 5 activities (i.e., from Acceptance plan to Statement of work’ (will be covered in the document ‘Project Planning Activities – 2’.

The last 4 activities i.e. from ‘Request for Proposal’ to ‘Phase Review – Planning’ in this documents.

 Request for Information

What is a Request for Information?: A Request for Information (or "RFI") is a document which is issued to potential suppliers to allow them to take part in an "Invitation to Tender" process. It is a request for information from the supplier, to help you decide whether or not to appoint them.

When do I use a Request for Information?: You need to issue a Request for Information whenever you want to contract an external supplier to your business. The document will explain to your supplier, the information you need, to help you with your supplier selection.

You can create Request for Information by :

• Defining your supplier needs
• Informing supplier of your procurement process
• Specifying the rules and timeframes for engaging with suppliers
• Selecting suppliers for your business

 
 Request for Proposal

What is a Request for Proposal? : A Request for Proposal (RFP) is a document that is issued to suppliers to help them provide the information needed to make a preferred supplier decision.

When do I use a Request for Proposal? : You need to create a Request for Proposal whenever you want to request a proposal from external suppliers. The Request for Proposal describes the nature of the proposal you’re seeking from them and the timeframes for delivering it. The Request for Proposal also includes key terms and conditions you intend to include in a supplier agreement.

Your Request for Proposal should :

• Tell suppliers about your purchasing needs
• Inform suppliers of the information that you need from them
• Help you to Make preferred supplier decision

Supplier Contract

What is a Supplier Contract? : A Supplier Contract or "Supply Contract" is an agreement between a business and an external supplier for the delivery of a defined set of products and services. A Supplier Contract is a legal agreement and is used as the basis upon which to measure the supplier’s performance. In addition to listing the items to be supplied, the Supply Contract states the timeframes, responsibilities, pricing and payment clauses needed to administer the relationship. By putting a Supply Contract in place, it helps you to get the most out of the supplier relationship.

When do I use a Supplier Contract? : A Supplier Contract should be used whenever you need to purchase products or services from an external supplier. By documenting a supply contract, your external suppliers will treat the relationship more seriously. The Supply Contract defines the delivery milestones and therefore the criteria for making payments. So by using a Supply Contract, it will make it easier to manage your suppliers today.

A supply contract should specify :

• Deliverables to be provided by the supplier
• Training, documentation and support to be provided
• Responsibilities of both parties
• Performance criteria and review process
• Pricing schedule and invoicing process
• Contractual terms and conditions

Planning Phase Review

What is a Project Phase Review? :A Project Phase Review is completed at the end of each project phase. During this project management review, the reviewer completes a Phase Review Form describing the progress of the project to date and recommending whether or not it should continue to the next project phase. If approved, the next project phase can be commenced.

When do I use a Project Phase Review? : A Project Phase Review should be undertaken at the end of each project phase. The project review may be conducted by the Team Manager or an independent person to the project. During the project management review, any risks and issues should also be recorded. The Project Phase Review Form (already created in Project initiation phase) is then completed, documenting the outcome of the review, for approval.

Project Phase Review document must state whether the:

• Project is under schedule and within budget
• Deliverables have been produced and approved
• Risks have been controlled and mitigated
• Issues have been resolved
• Project is on track

Ref: http://www.method123.com/project-management-kit.php