F. Operations

Skill 4. Manage Projects

4.1 define contract

a) written or verbal agreement enforceable by law

b) promise by one party to do, or not to do, specified acts

c) contract is valid and enforceable if:

• there is offer and acceptance
• purpose is legal
• terms are outlined, e.g. time lines, payments
• there is valuable consideration, i.e. something of value is being exchanged
• there is intention and capacity to contract by all parties involved

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4.2 negotiate contracts

a) seek professional advice, if necessary

b) identify type of contract, for example:

• lease
• service
• sales
• employment
• subcontract

c) determine:

• parties
• deliverables, e.g. product or service
• compensation terms
• terms and conditions, e.g. payment schedule
• signing authority
• guarantees and deposits
• union and other agency implications
• responsibility for liability insurance
• disclaimers

d) have relevant parties sign and date contract

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4.3 develop proposals

a) receive terms of reference

b) review terms of reference for clarification

c) contact client to clarify needs, if necessary:

• determine if you should charge for needs analysis

d) develop work plan:

• determine what resources are needed to develop proposal, e.g. staff, subcontractors, strategic alliances
• confirm availability of materials

e) compile costs:

• determine costs for each part or for total proposal
• negotiate with subcontractor or parties in strategic alliance:
  • determine responsibilities and costs
• obtain quotes

f) arrange financing:

• request retainer fees, if appropriate

g) write proposal:

• use template or outline

h) state objectives:

• identify how objectives will be achieved:
  • specify:
    • resources
    • costs
    • payment schedule

i) negotiate with client to finalize terms of proposal

j) finalize proposal:

• include, for example:
  • covering letter
  • corporate profile
  • résumés
  • examples of previous work
  • photographs of products
  • product literature

k) indicate when response is expected

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4.4 manage projects

a) determine:

• goals of project:
  • establish what constitutes success
• budget available
• process to follow
• time lines:
  • highlight milestones and critical path
• sequence of tasks to be completed:
  • determine what tasks can be concurrent
• responsibilities of business and client

b) consult with professionals as necessary, e.g. accountant, lawyer

c) develop project team:

• determine if subcontractors are needed

d) schedule resources:

• delegate specific duties

e) initiate plan:

• clarify expectations to project team
• carry out tasks

f) monitor progress:

• ensure completion of milestones by deadline
• adjust activities as necessary
• maintain communication with client regarding progress

g) evaluate project, considering:

• allocation of resources
• cost:
  • employee time
  • resources used
• goals
• process
• profitability
• quality of product or service
• time lines

h) summarize findings of evaluation:

• make recommendations for future projects

i) hold post-project meeting to discuss:

• project
• results

j) celebrate successful completion of project, e.g. wrap-up party