Section_J_Attachment_5b_Sample_Project_Plan_Template.xls
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- Attached to
- Joint Service Provider Software Defined Networking (SDN) Federal contract opportunity
- Solicitation number
- 18-233-SOL-00004
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Section J_Attachment 5b Sample Project Plan Template
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WBS Project Plan Template
| SERVICE ACQUISITION PROJECT PLAN | Responsible | Duration | Target Due | Accountable | Consulted | Informed | ||||
| 1.0 | Form the Team | |||||||||
| 1.1 | Ensure senior management involvement and support | |||||||||
| 1.2 | Build the Team | |||||||||
| 1.2.1 | Appoint core team members (Program Manager or Project team lead, CO, COR, EN, JA, FM, etc.) | |||||||||
| 1.2.2 | Empower Team | |||||||||
| 1.2.2.1 | Vision statement, charter, MOU, etc. | |||||||||
| 1.2.2.2 | Develop rules of conduct | |||||||||
| 1.2.2.3 | Develop a preliminary project plan/projected timeline, and update regularly | |||||||||
| 1.2.2.4 | Document key tasks, action items, and schedule constraints, and update regularly | |||||||||
| 1.2.3 | Align workload to team members | |||||||||
| 1.2.3.1 | Tap multi-disciplinary expertise | |||||||||
| 1.2.3.2 | Define roles and responsibilities | |||||||||
| 1.2.4 | Identify gaps between workload and resources | |||||||||
| 1.2.4.1 | Obtain additional civilian personnel | |||||||||
| 1.2.4.2 | Obtain additional military personnel | |||||||||
| 1.2.4.3 | Obtain contractor support to augment sourcing team (if needed) | |||||||||
| 1.2.4.3.1 | Estimate cost | |||||||||
| 1.2.4.3.2 | Obtain approval and funding | |||||||||
| 1.2.4.3.3 | Identify length of time required for support | |||||||||
| 1.2.4.3.4 | Develop a solicitation or a task order (on an existing A&AS contract) | |||||||||
| 1.3 | Identify stakeholders and nurture consensus (users, approvers, senior management, small business rep, etc.) | |||||||||
| 1.3.1 | Identify interests, objectives, and possible objections | |||||||||
| 1.3.2 | Identify additional team members (as required) | |||||||||
| 1.4 | Develop communication plans | |||||||||
| 1.4.1 | Refine communication plan | |||||||||
| 1.4.2 | Coordinate with MAJCOMs, DRUs, and FOAs | |||||||||
| 1.4.3 | Coordinate with Agency HQ | |||||||||
| 1.5 | Develop and maintain the knowledge base over the project life (create project library) | |||||||||
| 1.6 | Plan and schedule topical team training such as Risk, COR, Source Selection, etc. | |||||||||
| 2.0 | Review Current Strategy | |||||||||
| 2.1 | Identify current initiatives/contracts | |||||||||
| 2.2 | Review and document current performance (cost, quality, schedule) | |||||||||
| 2.2.1 | Understand current stakeholder issues | |||||||||
| 2.2.2 | Document current metrics | |||||||||
| 2.3 | Begin program risk identification (cost, schedule, performance) (CLM 017 Risk Management) | |||||||||
| 2.4 | Document current processes | |||||||||
| 2.4.1 | Detail user requirements, acquisition process, service steps, supplier functions, and contingency processes | |||||||||
| 2.4.2 | Document current life cycle cost of the service | |||||||||
| 2.4.3 | Identify challenges associated with the service | |||||||||
| 2.4.4 | Understand the impact of contingency operations | |||||||||
| 2.4.5 | Understand the effect on small business participation | |||||||||
| 2.4.6 | Understand local command funding authority | |||||||||
| 2.4.7 | Understand effects of bundling and/or consolidation, if applicable | |||||||||
| 2.4.8 | Analyze lessons learned from previous acquisitions | |||||||||
| 2.5 | Determine Status of GFP/GFM/Facilities (CLM 039 Foundation of Government Property) | |||||||||
| 2.5.1 | Determine availability, serviceability, etc (status) | |||||||||
| 2.5.2 | Determine disposition planned for current and future | |||||||||
| 2.5.3 | Determine replacement costs, life cycle expectations, repair costs | |||||||||
| 2.6 | Stakeholder interviews, analysis, and submission of current and projected requirements forecast | |||||||||
| 2.7 | Review current and statutory requirements (what changed since last acquisition) | |||||||||
| 2.8 | Define (at a high level) desired results | |||||||||
| 2.8.1 | Link desired results to mission and performance objectives | |||||||||
| 2.9 | Review current performance and high level desired results with major users and suppliers | |||||||||
| 2.9.1 | Communicate with stakeholders to gain staff level perspective | |||||||||
| 2.9.2 | Contact stakeholders at base/wing level to gain an understanding of operational process | |||||||||
| 2.9.3 | Define process if used in contingency environment | |||||||||
| 2.9.4 | Contact vendors and industry on their perspective of current process | |||||||||
| 2.10 | Refine desired results | |||||||||
| 2.10.1 | Validate your vision including key performance outcomes with stakeholders | |||||||||
| 3.0 | Market Research | |||||||||
| 3.1 | Take a team approach to market research | |||||||||
| 3.1.1 | Discuss approach with entire team | |||||||||
| 3.1.2 | Determine methodology to document and share findings | |||||||||
| 3.2 | Determine data sources | |||||||||
| 3.3 | Develop a standardized interview guide | |||||||||
| 3.3.1 | Determine information required | |||||||||
| 3.3.2 | Determine questions to be asked | |||||||||
| 3.3.3 | Determine who will be interviewed | |||||||||
| 3.3.4 | Determine who will conduct interviews | |||||||||
| 3.3.5 | Ask "what did I not ask that I need to know" | |||||||||
| 3.4 | Conduct market research (include both providers and consumers) | |||||||||
| 3.4.1 | Spend time learning from public-sector counterparts (federal, state and local) | |||||||||
| 3.4.3 | Contact DOD counterparts for best practices | |||||||||
| 3.4.3 | Look for opportunities for strategic sourcing with other agencies | |||||||||
| 3.4.4 | Contact private sector (consider industry meetings) for best practices and industry trends | |||||||||
| 3.4.5 | Look for/consider alternative technologies and/or methods to satisfy mission need | |||||||||
| 3.5 | Request information from service providers (informal or formal) | |||||||||
| 3.5.1 | Identify capabilities | |||||||||
| 3.5.2 | Address quality assurance | |||||||||
| 3.5.3 | Identify recent innovations in technology and/or process | |||||||||
| 3.5.4 | Determine abilities and dependabilities | |||||||||
| 3.5.5 | Consider one-on-one meetings and/or team site visits to gather information | |||||||||
| 3.6 | Analyze market research | |||||||||
| 3.6.1 | Evaluate current strategy against Market Research | |||||||||
| 3.6.2 | Stratify suppliers by socio-economic status | |||||||||
| 3.6.3 | Identify Commerciality and Competitive Environment | |||||||||
| 3.6.4 | Identify cost for services | |||||||||
| 3.6.5 | Identify labor costs for services | |||||||||
| 3.6.6 | Identify key industry cost drivers | |||||||||
| 3.6.7 | Identify opportunities for leverage | |||||||||
| 3.6.7.1 | Look for leverage points that align with cost drivers | |||||||||
| 3.6.8 | Determine if additional research is needed, and allow time to go back out | |||||||||
| 3.6.9 | Analyze market for emerging suppliers and services | |||||||||
| 3.7 | Document market research and trends (CLL 015 Business Case Analysis) | |||||||||
| 3.7.1 | Capture findings in market research report | |||||||||
| 4.0 | Requirements Definition | |||||||||
| 4.1 | Conduct performance risk analysis (CLM 017 Risk Management) | |||||||||
| 4.1.1 | Identify performance risk areas | |||||||||
| 4.1.2 | Develop risk mitigation strategy | |||||||||
| 4.1.3 | Mitigate internal/external threats to stability | |||||||||
| 4.2 | Define and prioritize strategic performance based objectives | |||||||||
| 4.2.1 | Review mission objectives and vision | |||||||||
| 4.2.2 | Define desired outcome/results | |||||||||
| 4.2.2.1 | Review and incorporate commercial quality standards (cross reference research) | |||||||||
| 4.2.2.2 | Review and incorporate commercial and government best practices | |||||||||
| 4.2.2.3 | Consider desired relationship with supplier (strategic vs. tactical vs. transactional) | |||||||||
| 4.3 | Standardize requirements where possible to leverage market influence | |||||||||
| 4.4 | Build Requirements Roadmap | |||||||||
| 4.4.1 | Define required performance objectives | |||||||||
| 4.4.2 | Define required performance standards | |||||||||
| 4.4.3 | Determine deviation from performance thresholds that are acceptable (Acceptable Quality Level) | |||||||||
| 4.4.3.1 | Rely on commercial quality standards. | |||||||||
| 4.4.4 | Determine method and means of Inspection | |||||||||
| 4.4.4.1 | Develop preliminary performance measures | |||||||||
| 4.4.4.2 | Determine the source of data/method of measurement | |||||||||
| 4.4.4.3 | Identify organization/role that will inspect/check | |||||||||
| 4.4.4.4 | Determine availability of data and potential cost vs. benefit of inspection | |||||||||
| 4.4.4.5 | Identify and train Contracting Officers Representative(s) | |||||||||
| 4.4.5 | Validate the Roadmap end-to-end to ensure completeness | |||||||||
| 4.5 | Develop a PWS or SOO and a QASP | |||||||||
| 4.5.1 | Performance Work Statement (PWS) | |||||||||
| 4.5.1.1 | Review and expand the Roadmap to complete the PWS | |||||||||
| 4.5.1.2 | Let the contractor solve the problem, including the labor mix | |||||||||
| 4.5.2 | Statement of Objectives (SOO) | |||||||||
| 4.5.2.1 | Describe the desired outcomes (based on Roadmap) | |||||||||
| 4.5.2.2 | Describe the scope | |||||||||
| 4.5.2.3 | Define the performance objectives | |||||||||
| 4.5.2.4 | Identify the constraints | |||||||||
| 4.5.2.5 | Summarize any relevant background and/or known restrictions | |||||||||
| 4.5.3 | Develop preliminary Quality Assurance Surveillance Plan (QASP) | |||||||||
| 4.6 | Develop Independent Government Estimate (IGE) based on projected demand forecast and PWS/SOO | |||||||||
| 4.6.1 | Analyze projected funding against demand forecast (CLM 016 Cost Estimating) | |||||||||
| 4.6.2 | Determine spend projections | |||||||||
| 4.7 | Conduct early exchanges with industry to refine requirement | |||||||||
| 4.7.1 | Consider issuing draft requirements to solicit, review and incorporate supplier input | |||||||||
| 4.8 | Establish stakeholder consensus | |||||||||
| 4.8.1 | Identify organizational, systemic resistance to strategy | |||||||||
| 4.8.2 | Prepare to overcome major resistance | |||||||||
| 4.8.3 | Develop messages to sell strategy | |||||||||
| 4.8.4 | Establish review cycles for ensuring strategy is realized | |||||||||
| 5.0 | Acquisition Strategy | |||||||||
| 5.1 | Develop business and preliminary acquisition strategy | |||||||||
| 5.1.1 | Review market research for suitable existing contract | |||||||||
| 5.1.2 | Determine if existing contract can be used or new contract is required | |||||||||
| 5.1.5 | Determine who will provide performance oversight if outside contract is used | |||||||||
| 5.1.6 | Develop preliminary business case | |||||||||
| 5.1.7 | Identify meaningful measures to judge strategic success | |||||||||
| 5.1.8 | Validate preliminary business case and acquisition strategy with stakeholders | |||||||||
| 5.2 | Finalize Acquisition Strategy | |||||||||
| 5.2.1 | Apply the contract-type order of precedence to best achieve performance results | |||||||||
| 5.2.2 | Identify if incentive-type contracts would contribute to performance results | |||||||||
| 5.2.3 | Consider other incentive tools | |||||||||
| 5.2.4 | Recognize the power of profit as motivator | |||||||||
| 5.2.5 | Consider Fair Opportunity/Multiple award contracts | |||||||||
| 5.3 | Allocate workload within the team to ensure you have the resources required to support the acquisition | |||||||||
| 5.3.1 | Communicate workload responsibilities based on the new strategy | |||||||||
| 5.4 | Prepare Acquisition Planning Documents | |||||||||
| 5.4.1 | Develop Acquisition Plan | |||||||||
| 5.4.2 | Develop Source Selection Plan | |||||||||
| 5.4.3 | Identify key evaluation factors and standards in Technical Evaluation Plan | |||||||||
| 5.4.4 | Develop Section L&M of RFP | |||||||||
| 5.4.5 | Emphasize past performance in evaluation and due diligence | |||||||||
| 5.4.6 | Identify any additional personnel required for source selection team | |||||||||
| 5.4.7 | Obtain Acquisition and Source Selection Plan Approvals | |||||||||
| 5.4.8 | Obtain higher HQ or OSD Approval, if required (DPAP and CIO/NII) based on dollar value | |||||||||
| 5.5 | Consider use of Draft RFP | |||||||||
| 6.0 | Execute the Strategy | |||||||||
| 6.1 | Issue request for proposal (RFP) or MIPR | |||||||||
| 6.2 | Conduct source selection | |||||||||
| 6.2.1 | Analyze proposals/select the right contractor | |||||||||
| 6.2.1.1 | Compete the solution use best-value evaluation and source selection | |||||||||
| 6.2.1.2 | Use oral presentations and other opportunities to communicate | |||||||||
| 6.2.1.3 | Competitive Range Determination or Award without Discussion | |||||||||
| 6.2.1.4 | Emphasize past performance in evaluation and due diligence | |||||||||
| 6.2.2 | Decision brief to Source Selection Authority (SSA) | |||||||||
| 6.2.3 | SSA Award Decision | |||||||||
| 6.3 | Finalize Quality Assurance Surveillance Plan | |||||||||
| 6.3.1 | Have the contractor propose metrics with their quality assurance plan | |||||||||
| 6.3.2 | Select only a few meaningful measures on which to judge success | |||||||||
| 6.3.3 | Finalize Performance Measures | |||||||||
| 6.3.4 | Finalize Performance Baseline | |||||||||
| 6.3.5 | Ensure CORs have designation letters and have been trained | |||||||||
| 6.4 | Congressional notification (if applicable) | |||||||||
| 6.5 | Contract award | |||||||||
| 6.6 | Debrief unsuccessful offerors | |||||||||
| 6.7 | Post Award implementation/transition | |||||||||
| 6.7.1 | Communicate implementation/transition strategy and business rules to stakeholders | |||||||||
| 6.7.2 | Conduct required training/education | |||||||||
| 6.7.2.1 | Educate customers and any new contract administration personnel | |||||||||
| 6.7.4 | Conduct implementation kickoff meetings | |||||||||
| 6.7.5 | Monitor and manage contract transition | |||||||||
| 7.0 | Manage Performance | |||||||||
| 7.1 | Manage performance/transition from Acquisition to Performance Management | |||||||||
| 7.1.1 | Restructure the team to meet new roles and responsibilities | |||||||||
| 7.1.2 | Assign accountability for managing contract performance | |||||||||
| 7.1.3 | Add the contractor to the team | |||||||||
| 7.2 | Manage and administer overall program | |||||||||
| 7.2.1 | Develop process for overall management of task/delivery orders | |||||||||
| 7.2.1 | Verify implementation | |||||||||
| 7.2.1 | Ensure compliance | |||||||||
| 7.3 | Evaluate effectiveness of strategy over time | |||||||||
| 7.3.1 | Collect feedback from stakeholders and review to evaluate strategy | |||||||||
| 7.3.2 | Collect industry data to understand effect of strategy on market place | |||||||||
| 7.3.3 | Analyze strategy performance using performance based objectives and metrics | |||||||||
| 7.3.4 | Reevaluate current strategy for changes | |||||||||
| 7.3.5 | Regularly review performance with the Multifunctional Team | |||||||||
| 7.4 | Supplier Relationship Management | |||||||||
| 7.4.1 | Establish plan for communications, meetings with suppliers, stakeholders, etc. | |||||||||
| 7.4.2 | Establish and document regular scheduled review sessions | |||||||||
| 7.4.3 | Monitor task order or delivery order performance | |||||||||
| 7.4.3.1 | Monitor performance using QASP | |||||||||
| 7.4.3.2 | Submit performance assessment reports to contracting officer/administrator | |||||||||
| 7.4.3.3 | Provide contract performance feedback to CO | |||||||||
| 7.4.4 | Monitor contract performance | |||||||||
| 7.4.4.1 | Monitor performance using QASP | |||||||||
| 7.4.4.2 | Submit Contractor Performance Assessment Reports (CPARS) | |||||||||
| 7.4.4.3 | Provide contract performance feedback to appropriate Stakeholders and customers | |||||||||
| 7.4.5 | Monitor supplier performance | |||||||||
| 7.4.5.1 | Monitor performance against supplier scorecard targets | |||||||||
| 7.4.5.2 | Submit concerns to Supplier Relationship Specialist through contract manager and Service Portfolio Manager | |||||||||
| 7.5 | Conduct quarterly business reviews with supplier and key stakeholders | |||||||||
| 7.6 | Formulate plan for managing continuous improvement |
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