Activities Assessment Task
Activity 1 — 16
Complete the following activities individually or in a group (as applicable to the specific activity and the assessment environment).
1. Provide a definition for the term -procurement-.
2. Who are project stakeholders? Provide specific examples.
3. Locate and list the policies and procedures that are relevant to planning procurement in your organisation, or an organisation you have access to. Are there any policy gaps you have identified? If so. what action do you plan to take to fill these gaps?
4. Imagine you are the catering manager for the company which is providing the food and beverages for the Asian tsunami benefit cricket match, You need to decide how many chips to order to stock the food outlets in the stadium
- How would you go about deciding how many chips you will need to order for the stadium?
5. - How do you plan when to acquire products and services needed to complete project activities?
- Who is involved in deciding when products and services are ordered?
- What documents do you refer to when deciding on when to order products or services?
- What are the effects of a product or service arriving early? What about if they arrive late?
6. What documented procedures do you normally follow in your organisation (or an organisation you have access to) for:
- Going to the market with a request for tender?
- Evaluating responses?
Selecting preferred contractors?
Developing key performance indicators for a contract?
- Monitoring contractor performance?
Making changes to the procurement management plan?
Conducting reviews of procurement activities?
If your organisation does not have these documents, how does it effect the ease with which you
conduct procurement in your organisation?
7. Select a product or service you will be buying for a project you are currently managing (or a fictitious project). Delegate the responsibility for sourcing suppliers to a member of the project team. After they have presented you with alternative suppliers analyse their performance using the tasks and questions listed below.
Describe the product or service you will be buying.
How did the project team member find the suppliers?
What documents did they use to assist them in sourcing suppliers?
Describe what you know about each supplier and any issues that arose during the
sourcing process that may have improved or reduced their chances for selection.
How well did the project team member complete this task? What advice would you
give to ensure improved outcomes next time?
8. Interview a senior project or program manager and ask them to walk you through a tender
selection process. Ask the following questions:
What were the key stages or milestones and the timeframe for the tender?
Who was on the tender selection panel and why?
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What documents and records would you use to assist you in making the decision? What else would you do to help you make the decision?
What would be the consequences if you ordered too few chips? What about if you ordered too many?
What documentation was involved in the
process (documentation from both the organisation
seeking tenders and the tenderers in their responses)?
What are the key things to remember when running a competitive tender?
What are the pitfalls that need to be avoided?
9. Outline what you think are the most important characteristics of a good contract.
- What assistance do you normally seek or require when writing contracts?
What are some of the common problems
you may experience or have experienced as a result
of a poorly written contract?
10. Think back to a contract you managed, or have been exposed to, in the past. Answer the following questions about how effective the contract management process was:
- What was the contract for? Were the key performance indicators for the contract?
- What were the key performance indicators for the contract?
- How did you monitor the contractor's performance?
- Who was involved form your project team in the contract management process?
- How well did your project team members manage the contract?
- What worked well?
- What went wrong or could have worked better.
11. For the same contract you discussed in the previous activity, answer the following questions about the communication process you used with the contractor throughout the contract: What methods did you use to communicate throughout the contract?
- How often did you communicate to discuss the contract?
- What thins did you need to express in writing under the terms and conditions of the contract? What do you think are the most important things to remember when communicating with a contractor?
How well did your project team members manage the contract?
12. Describe one negotiable term of a supplier contract.
13. Think of a time when you found yourself in dispute with a contractor. Answer the following
questions about the dispute:
How did the dispute arise?
Who was involved?
- How did you manage the dispute?
What policies and procedures were available to assist you in handling the dispute?
What was the outcome?
What actions did you ask your project team members to take to resolve the dispute?
14. A seller is working on a cost reimbursable (CR) contract when the buyer decides he would like to expand the scope of services and change to a fixed price (FP) contract. All of the following are the seller's options EXPECT:
- Completing the original work on a cost reimbursable basis and then negotiating a fixed price for the additional work.
- Completing the original work and rejecting the additional work.
- Negotiating a fixed price contract that includes all the work.
- Starting over with a new contract.
15. Describe the practices you would undertake to finalise contracts (in general).
16. How would you record lessons learned such that they improve the effectiveness of future projects?
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Project Assessment Task 3 Inst itu c-
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Task — Project Procurement
This assessment task requires you to:
• work with others to determine procurement requirements and produce a procurement management plan for a project
• carry out procurement and contracting activities according to agreed processes
• monitor activities across a project's life cycle and resolve issues that could affect achievement of project objectives
• create and maintain procurement records and documentation according to requirements of project and organisation
• document a review of procurement management processes and procedures.
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AssuMin our organization was awarded the following tender
ATM ID: NM RFT 20xx1l 058 Agency! National Archives of Australia Category: 81110000 - Computer services Close Date & Time: 15-Aug-20xx 2:00 pm (ACT Local Time)
Publish Date; 15-Jul-20xx
Location: ACT Canberra
ATM Type: Request for Tender
APP Reference: NAA2OXX-1
Multi Agency Access: No
Panel Arrangement: No
Description: A service provider is being sought for the technical upgrade of the Archives' website
Destination: Australia. In order to ensure the best value for money and optimal functionality (for the
website and related exhibition interactive) going forward, it is necessary for the website to be
transferred from a proprietary CMS to a commonly available CMS (including, but not limited to, an
Open Source CMS).
The website will enable the National Archives of Australia to collect user contributed data about the photographic collection featured on the site. The interface must be modem, engaging and user-friendly, designed to meet the needs of people of all ages, and differing levels of computer and English literacy. The website must interact successfully with an exhibition interactive via an existing API. There is an option for hosting, maintenance and support services to be provided from contract execution until 31 December 2019.
Timeframe for Delivery: November/December 20XX with a possible extension of up to 3 years for hosting and maintenance.
The Requirement
The National Archives of Australia (Archives) (the Customer) is responsible under the Archives Act 1983 (Cth) for the preservation and storage of Commonwealth records, including the archival resources of the Commonwealth.
This procurement request relates to the website redevelopment and hosting and maintenance services for website Destination: Australia. The current website is located at https://www.destinationaustralia.gov.au
The photographs showcased on this website are part of the Immigration Photographic Archive (Series A12111). This collection comprises more than 22,000 black-and-white and colour photographs taken by government photographers between 1946 and 1999 to record the arrival and settlement of migrants in Australia after World War II. The photographs were used in newspapers, magazines, nnsinrs brochures and displays to •romote Australia as a prosperous welcoming nation to potential
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migrants and to reassure the Australian public that new migrants would readily settle into the
Australian way of life.
In 2014, Destination: Australia was upgraded to encourage users to upload their own photographs and stories to share their migrant experience, further adding rich personal context to the Archives'collection. These 'Feature Stories' are also available (via an API) in a 'Globe' interactive in the
Archives' exhibition A Ticket to Paradise? which is touring nationally from April 2016 to September 2019.
Required
• Redevelopment of existing website Destination: Australia
• Software to be either open source or common-use proprietary Content Management System (CMS)
• One website prototype round, with testing and feedback
• Website testing including content review
• Final revisions
• Final testing and bug fixes
• Website handover
• Final documentation including website style guides, master templates, adrnin user guidelines, technical specifications. This must be written in English with clear instructions for non-
technical experts to operate the CMS.
Optional
• External hosting and ongoing support with a service level agreement (3 years).
• Updates and post implementation changes in response to user feedback
Required deliverables
API compatibility
• The website must continue to work with the pre-existing API linking the content with an exhibition interactive
• The administrator account to the Destination: Australia CMS must have a check box function
that allows the administrator to select which feature stories will be published through the API to the exhibition interactive.
• The API must be able to draw all user-added content in the selected feature stories, including photographs, through to the linked exhibition interactive.
• The website will support sourcing and storing its data from the Archives' API, according to API calls provided by the Archives, to ensure valid, up to date data is displayed on the website.
• The website must successfully GET, POST and PUT and DELETE data using the API within agreed timeframes.
• Data from the API contains a mix of official records and user generated content
• API compatibility and function must be maintained at all times until December 2019
• The successful supplier will be provided with further documentation on the API.
Accessibility/compatibility
• All elements of the solution must comply with the relevant Australian Government mandatory criteria including meeting Web Content Accessibility Guidelines (WCAG) 2.0 — to Level AA. Refer to the Australian Government Digital Transformation Office website for more
information — httpsi/www.dto.gov.au/standard/clesign-guides/
• Any online forms should include identifying mandatory fields, error validation and error
suggestion on input fields (e.g. include for email addresses), as per the WCAG 2.0 Level AA.
• All elements of the solution must display consistently across popular Windows, Macintosh and Linux browsers including Internet Explorer (1/9 up), Firefox, Chrome, Safari and Opera,
• Code to ensure ease of use and accessibility from desktop, tablet and smart phone / mobile platforms using responsive interface design.
Privacy, security and intellectual property
• Data captured in online forms should reflect the Australian Privacy Principles (which unify the National Privacy Principals and the Information Privacy Principles) and security oblioationr nf
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Hosting
• The website application must be built to be hosted externally to the Archives' IT infrastructure taking into account data sovereignty, data protection controls (see the Australian Government
Protective Security Policy Framework (PSPF) and Information Security Manual) and compliance with the Privacy Act.
• Please see `Optional Deliverables' for information on the optional hosting component of this procurement process.
Aesthetic design
• The aesthetic design of the website must be maintained for the upgraded website.
• Style guides and other necessary components will be provided to the successful Supplier.
Content Management System
• The website must support formats to enable crowd sourced data and display of collection data including images_
• The solution must provide an easy way for administrators to view and record user-generated activity across the site from within the administration CMS.
• The website's supporting CMS or web application must have both a design and source interface enabling recognition of user contributed data and has the ability to manage full user administration and content moderation in-house. This must include tasks such as updating all content (including descriptions on collection photographs), monitoring and moderating user-
generated data and where necessary, blocking, removing, editing and/or extracting user-generated data.
• Administration module must be secure
• Administration page displays name (as well as screen ID) of contributing users
• The solution must support Google Analytics for website visitor statistics and pre-scripted database reports for listing and exporting all user generated content.
• The website must comply with records management requirements to enable the website to be
archived with user-generated data extracted (e.g. XML, CSV format and image formats) with relevant references forfuture re-purposing.
Email notifications to administrator
• Email notification to be sent to destinationaustralia@naa.gov.au when a user adds a comment, tag, person, location to a collection photograph, or adds a feature
story. Notifications should include a hyperlink to the new content in the CMS administrator account.
• Email notification to be sent to destinationaustralia@naa.gov.au when a user reports
comments or other content. Notifications must include a direct hyperlink to the reported content.
Public user login
• Website users have the option of browsing and searching the website without registration. Anyone wishing to input data to the website must register and login with a unique email address and passphrase.
• Existing usernames and passwords must carry over to the redeveloped site
• Profile must include an online form for users to contact Archives to remove or edit their user-added content
• Optional: ability for the user to 'link' together multiple stories that they have contributed by the user, or to allow sorting by tag with user name. The published feature story page would display a link to take viewers to the related stories.
(Aivac SID). Including any updates to how data should be stored according to the Australian Pry Principles Or security obligations.
• Website security
developer key appropriate to support administration module, members' pages, API
user's persona l
hiddilen and enables encryption of stored data including indexes and registered
detas e.g. email address.
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Navigation —~
• Website navigation must align with pre-existing information architecture for Destination: Australia.
• Breadcrurnbs must be added to the top of each page to enhance user navigation Search function
• Ability to query search and return search results, this will be Supported through the API calls, and the interface will need to be configured to return merged search requirements and apply search parameter's (e.g. filters) for the Discovering Anzacs interface,
• Required: free text feature stades and comments contributed by users must be posted back to the API to become searchable on Destination: Australia.
• User-added tags on stories must be posted back through the API to become searchable_
• User-added locations on stories must be searchable and clickable to sort stories by place
• Adding terms to the search parameters should refine the search (it currently expands the result field)
• The website must include all images within the A12111 series/collection, and search results must display all relevant images. Check that search picks up all photographs in collection (or that Destination, Australia captures all images in A12111) — e.g. searching for -Petrus MouwInans- does not give a result, although it is listed in RecordSearch: A12111,
1/1963/14/9,
• Results distinguish between feature stories, collection items and user added photographs.
• Results able to be sorted by category (feature story, collection item) or by date range (earliest to latest or vice versa)
• Image title to appear at the top of the results display (currently -view this photograph-).
• Hit highlighting - the search interface will support search term (eg. keyword, name) hit
highlighting using bold or similar
UpdatesIfixes to 'add your story' form (see Attachment 13 for images of changes)
• All free text fields must allow users to copy and paste text from other programs.
• The fields 'Year', 'Country of origin', Theme' and 'Photos' (at least one) must be compulsory
Adding images
images
• 'Add photos' must be moved to location above 'Acid Your Story'
• When adding an image from the website, the citation and image caption must also be imported. The citation (e.g. NAA: A12111, 2/196914A/18) must be locked in, with the option for the user to personalise the caption.
• When adding an image from the website, users must be able to search by collection control symbols and non-consecutive key words.
• When adding an image from the website, user has the ability to refine the search using date range.
• When adding an image from the website, clicking 'enter' after typing keyword must initiate the search (currently takes user to blank error page).
• 'Add image from website' search must return all results available through Destination: Australia.
• The website must perform checks to ensure the user is uploading an accepted size and format (e.g. png, jpeg) and provide error messages where limits are exceeded.
• Optional: add a new function to allow users to setect from their 'Favourite' images to add to their story.
• Optional: users able to crop images before they upload.
Add your story
• 'Add your story' text field must allow simple formatting: paragraph breaks, italics.
• Must display Latin diacritics (accents e.g. acute e, grave e, circonflex e, caron d; dots e.g. diaeresis e; cedilla g, ogonek a).
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Feature start'
vuunsning process
• Selecting 'Preview' must save a copy that allows for the user to return and edit content. This draftcopy must not be publicly available at this stage.
• selecting Save your story' (on contribution form page) or 'Save and submit' (on preview
page) submits the story to the CMS and publishes the feature story on the live website
• Stories are automatically published on submission.
Feature Story display page (front end)
• On published feature stories, viewers must be able to click on categories (year, country, tags, locations) to bring up a list of any other stories/images with the same user-added metadata
• Must display Latin diacritics (accents e.g. acute 6, grave 6, circonflex 6, caron 6; dots e.g. diaeresis 0; cedilla g, ogonek aJ
• Must display simple formatting: line breaks, italics
• Images must be able to open for larger display in a lightbox, with accompanying caption
• Optional: where a user has added a photograph from the website, the image on the published feature story page links back to the image display page for the particular record (i.e. with metadata, comments, tags etc).
• Optional: if users add data to 'location', map with tagged locations should be shown on published feature story page.
Record display page (front end)
• Required: create 'order record' button that takes the user through to PhotoSearch result for that image and the associated 'ordering images' text box.
Home page
• Optional: preview of `Feature stories' displays feature stories at random
Testing
• The Supplier must outline the project plan and team roles and the testing strategy and plan. It should also include any handover files and documentation to be provided for implementation.
• Extensive testing will be required prior to the website launch. This includes iterative testing during development, implementation of changes and subsequent re-testing.
• On implementation and handover the Destination: Australia website should be fully functional
and populated with relevant content and data. As part of the website handover, training sessions and support documentation for nominated administrators will also be required.
• Testing must include success of API calls to/from the Destination: Australia website for creation, deletion, updates and retrieval of data in conjunction A Ticket to Paradise? `globe' interactive.
• The National Archives will determine when the website is ready to be launched and the date. However, the supplier must be able to meet the nominal launch date of 25 October 2016.
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Acknowledgements
The banner (visible on all pages) must include;
• Destination: Australia web tile
• Multi-agency logo for the National Archives of Australia and the Department of Immigration and Border Protection (to be provided by the Customer)
• The following tagline:
o 'The National Archives acknowledges the support of the Department of Immigration and Border Protection for the Destination: Australia website', with the text 'Department of immigration and Border Protection' hyperlinked to the website https://www.bordergov.au/
Progress meetings and reports
The successful Supplier will be required to:
• Attend the project kick-off meeting (face-to-face / teleconference)
• Attend regular updates at an a• reed time and da , at least fortni ht
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- ^ Attend scheduled project
Project milestones or deliverables throughout the
• Attend project wrap-upat key
a Communicate any issues which may impact agreed project tolerances as they occur
report/documentation.
meeting with final deliverables and website handover including
• Work collaboratively with National Archives staff and Suppliers to meet expectations and
resolve issues.
Optional
• Should the option of host services be agreed to by the Customer, the Supplier must attend the contract.
ongoing support meetings or maintain regular communication as required, up until the end of Project Management Requirements
• The Archives will nominate a Project Manager who will be responsible for liaison with the successful supplier in relation to management of the contract and overall service delivery.
• Potential Suppliers must specify all staff and subcontractors proposed to complete the work.
• The successful Supplier will be required to nominate a Project Manager as the primary point of contact for the Archives. This person will be responsible for the management of the contract as a whole and for liaison with the Archives' Project Manager.
After delivery
The Supplier must commit to providing defect resolution in the post-launch period, up to 30 April 20)a, in response to Archives user testing and feedback. In this period the Supplier must complete full internal testing and bug fixes before any solution release for publishing.
Optional deliverables
Hosting and maintenance
The Potential Supplier should provide a response for an optional service level agreement, to host the website externally to the Archives' infrastructure, provide ongoing maintenance and support until 31 December 2019.
• The website application must be hosted externally to the Archives' IT infrastructure taking into account data sovereignty, data protection controls (see the Australian Government Protective Security Policy Framework (PSPF) and Information Security Manual) and compliance with the Privacy Act.
• Quality of service requirement in order to maintain its effectiveness; available 99% of up time annually and has appropriate back-up (with equal features to meet above-mentioned data security and privacy requirements) scalability options and recovery processes.
• Response time for issues to be negotiated and confirmed with the successful Supplier. Capability to function with future API's
Potential to link with National Archives' and external sources' collections and data, via AP1's that may be developed in the future.
Within your practice environment, complete each of the following parts:
Policies and procedures
• Locate the policies and procedures that are relevant to planning procurement in your organisation. Make a list of these documents. Are there any policy gaps you have identified?
• If so, what action do you plan to take to fill these gaps?
Planning procurement
• How do you plan when to acquire products and services needed to complete project activities?
• Who is involved in deciding when products and services are ordered?
• What documents do you refer to when deciding on when to order products or services?
• What are the effects of a product or service arriving early? What about if they arrive late?
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Market analysis
• Delegate to a project team member responsibility for conducting a market analysis for a product or service that you need in a project you are currently working on. Ask them to conduct any necessary research and to source at least three potential suppliers. After they have prevented you with a list of suppliers, conduct a critique of how well they performed this task.
• List the product or service that was being sourced here.
• How well did the project team member conduct the supplier analysis?
• Were there any gaps in their analysis? If so, please list them below.
• I-low could the project team member have performed the analysis better?
Planning to procure
• Describe the methods used to procure the products and services for a project you are working on.
• What documents did you prepare to distribute to prospective sellers?
• What type of contract was selected? Why was this type of contract selected?
• What policies and procedures within your organization did you use to assist in planning how products and services would be procured?
Contract administration planning
• For a project you are currently managing, describe the steps you took to plan the contract administration process.
• What are the key performance indicators that your project team developed for the contract?
• What process did you develop to review the contractor's performance throughout the contract?
• What types of reports are required in administering the contract?
• Who was involved in the contract administration planning process from your project team?
Establishing procurement processes
• What documented procedures do you norrnaiiy follow in your organisation for
• Going to the market with a request for tender?
• Evaluating responses?
• Selecting preferred contractors?
• Developing key performance indicators for a contract?
• Monitoring contractor performance?
• Making changes to the procurement management plan?
• Conducting reviews of procurement activities?
• If your organisation does not have these documents, how does it effect the ease with which you conduct procurement in your organisation?
Evaluation criteria
• Obtain a copy of the evaluation criteria used when you acquired a product or service for a project you are currently managing.
• Describe the product or service you acquired.
• What were the evaluation criteria you used to select the successful contractor? List them below.
• Comment on whether you found the criteria clear and useful or whether improvements needed to be made.
• Which members of the project team were involved in developing the evaluation criteria?
• What documents did you refer to in formulating the evaluation criteria?
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Selecting the best supplier
• Interview a senior project or program manager in your organisation and ask them to walk your through a
tender selection process. Ask the following questions:
• What were the key stages or milestones and the timeframe for the tender?
• Who was on the tender selection panel and why?
• What documentation was involved in the process (documentation from both the organisation Seeking tenders and the tenderers in their responses)?
• What are the key things to remember when running a competitive tender?
• What are the pitfalls that need to be avoided?
Contracts
• Based on your experience as a project manager, outline what you think are the most important characteristics of a good contract.
• What assistance do you normally seek or require when writing contracts?
• What are some of the common problems you may experience or have experienced as a result of a poorly written contract?
Contract management
• Think back to a contract you managed in the past. Answer the following questions about how effective the contract management process was:
• What was the contract for? Were the key performance indicators for the contract?
• What were the key performance indicators for the contract?
• How did you monitor the contractor's performance?
• Who was involved form your project team in the contract management process?
• How well did your project team members manage the contract?
• What worked well? What went wrong or could have worked better?
Dispute resolution
• Think of a time when you found yourself in dispute with a contractor. Answer the following questions about the dispute:
• How did the dispute arise? Who was involved?
• How did you manage the dispute?
- What policies and procedures were available to assist you in handling the dispute?
• What was the outcome?
• What actions did you ask your project team members to take to resolve the dispute? Reviewing contracting and procurement
• Describe how you reviewed the contracting and procurement activities on a project you worked on previously.
• Describe the type of project you worked on.
• What methods did you use to review the contracting and procurement activities used in the project (e.g. procurement audits, review meetings, project team interviews etc.)?
^ How satisfactory was the contractor's performance?
• What issues, difficulties, or problems were identified in the review process?
• Who was involved from your project team in the review?
• What recommendations were made for future contracting and procurement activities as a result of your review?
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