Pre-Test Procurement Management

In order to procure required materials for a project, your team prepares documents that will be used to solicit information, quotations, and proposals from prospective sellers. The documents are structured to facilitate an accurate and complete response from each prospective seller and to facilitate the evaluation of the responses.

What type of documents is your team creating?

• Vendor documents

• Source selection criteria

• Bid documents

• Test and evaluation documents

Which of the following is an input to the Plan Procurement Management process?

• Procurement management plan

• Procurement strategy

• Project charter

• Stakeholder management strategy

You have completed a nine-month project, and you are in the closing stage. The project completed on time and under budget and everyone in you department has congratulated you on your achievement. The vice president of your company heard about the success of your project and wants a summary overview of project performance so that he can talk about your success at the next board meeting.

What should you provide to him?

• Lessons learned repository

• Project closure documents

• Final lessons learned register

• Final report

Two qualified vendors have been identified for a project. The requesting organization is capable of performing the work, but it was deemed less cost-effective to do so. During vendor selection, the project manager learns that one vendor already works with a competitor and are restricted by an exclusivity clause, The other vendor is not available during the required time frame.

What might the project manager have done differently to avoid this situation?

• Include the evaluation method in the procurement documents

• Obtained an independent cost estimate

• Tailored the way the procurement processes were applied

• Conducted a make-or-buy analysis

Where would you look to find what activities should be performed to close out contracts on your project?

• Enterprise environmental factors

• Resource management plan

• Project management plan

• Procurement documentation

Services are still being billed to the project even though the project manager believes no additional services are required or requested.

What is the best course of action for the project manager to take?

• Confirm that no more services are needed and the procurement agreements are closed

• Close all agreements with all service providers engaged with the project

• Forward the service bills to the project management office for further review and approval

• Continue paying the bills until the project is formally closed to avoid claims

You are leading a project with some of the deliverables outsourced to a vendor. You have been working closely with your procurement administrator to ensure hat all claims, invoices, and final payments have bee finalized with the vendor. Terms and conditions of the contract have been met, and all deliverables have been accepted.

What should you do next?

• Notify the vendor that the contract has been completed

• Finalize all activities for the project and release the project team

• Conduct the final inspection of the vendor’s deliverables

• Carry out a structured review of the procurement process

A project to design and develop a new prototype medical device will require several vendors to develop the subcomponents. As you review the responses to the RFP, you realize that all the vendors plan to re-use your competitors’ designs. This “re-use” is unacceptable for your company.

What is your best course of action?

• Select a vendor based on the source selection criteria as specified by the approved project management plan

• Add the intellectual property clause to the requirements documentation and ask the vendors to resubmit their proposals

• Select a vendor based on the resource selection criteria and then add the intellectual property clause to the contract

• Notify the legal department about the breach of contract and initiate alternative dispute resolution to settle the conflict

Services per the contract agreement with the vendor were delivered and signed off by the project manager.

What else must the project manager do?

• Conduct a procurement audit

• Close the procurement documents

• Verify vendor scope

• : Notify customer on services received

Per organizational policy, any commodities purchased for a project must be either the least cost option available or a sole source.

Which project process and tool and technique does this most impact?

• Source selection analysis in Plan Procurement Management

• Data representation in Identify Stakeholders

• Pre-assignment in Acquire Resources

• Accepted deliverables in Validate Scope