Overview

Background

Project Managers often work on projects, which involve the procurement of software on behalf of the university. However, thus far, there is no definitive guidance to illustrate the different responsibilities of IS Project Managers and Procurement Staff during a procurement process, leading to a need for clarification. This project is to clarify the different roles and responsibilities within the procurement process in the University and to create a guidance document that will serve as a reference for project managers and procurement staff on their specific roles within the process. We will alongside this create an additional 'Lessons Learned' document that will provide further guidance based on lessons learned from recent procurement projects. This document will analyse recent procurements and pull out common themes and ideas, so that the most relevant and common lessons are covered.

Scope

  • Create roles and responsibilities process document
  • Define IS Project Manager Procurement role
  • Define Procurement Staff procurement role
  • Interviewing Project Managers about procurement experiences
  • Interviewing Procurement Staff about procurement process
  • Liasing with Project Sponsor regarding a live procurement case study
  • Researching guidance document formats with PMO
  • All stages of procurement to be included in document
  • High Value procurements (over £50,000)
  • Software procurements
  • Creation of an additional 'Lessons Learned' document using lessons from recent procurements

Out of Scope

  • All other roles in procurement
  • Non-Software procurements
  • Low value procurements (Under £50,000)
  • OJEU value procurements

All other roles in procurement are out of scope for this project due to time restraints.

 

Objectives and Deliverables

Objectives Deliverables Priority (Moscow)
O1. Analyse which document format best would serve the purpose and be the easiest to understand for all involved regardless of their background. D1. To create and publish a roles and process guidance document for procurements of software with a full life cost over £50,000 (Not including OJEU value procurements). This document will be signed off by PMO and procurement. S
O2. Decrease the confusion surrounding the split of responsibilities between IS project managers and procurement managers during a procurement project. D2. To Create and publish a 'Lessons Learned' document by analysing lessons learned from recent procurements. S

Benefits

  • Clarify steps to be taken in procurement process by IS Project Managers and Procurement Managers.
  • Clarify the roles and responsibilities of IS Project Managers and Procurement Managers in the procurement process.
  • Ensure that University's best practise is followed throughout procurement projects  
  • Reduce effort needed to complete a procurement project

Success Criteria

  • Agreed Roles and Responsibilities
  • Upload final guidance document to the wiki site.
  • Recieving positive feeback
  • Used by project managers

Project Milestones

Target Date Previous Date Title Stage Complete  
10-Aug-2018 No date available Planning Plan No

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13-Aug-2018 No date available All Interviews Completed Analyse No

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14-Aug-2018 No date available First Draft of Guidance Document Design No

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14-Aug-2018 No date available First Draft of Lessons Learned Document Design No

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17-Aug-2018 No date available Final Drafts Sign Off Accept No

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20-Aug-2018 No date available Upload Documents Deliver No

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21-Aug-2018 No date available Closure Close No

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Project Info

Project
Procurement Roles and Responsibility Guidance
Code
CSG014
Programme
CSG Portfolio Projects (OTHCSG)
Management Office
ISG PMO
Project Manager
Lucy Sinclair
Project Sponsor
Dave Berry
Current Stage
Initiate
Status
Withdrawn
Start Date
06-Jul-2018
Planning Date
n/a
Delivery Date
n/a
Close Date
n/a
Overall Priority
Normal

Documentation

Plan