Discuss about the Intelligent Automation across Contract Management.
There are many policies those have been implemented within the Australian National Archives in manner to manage the information or multimedia files being uploaded at the website. Some of the policies and act can be listed as Archives Act 1983, Archives regulations, Privacy Act 1988, Privacy Regulation 2013, and many more. These policies and procedures are capable of restricting the safety of the national archives and protecting the privacy and security of the individuals sharing the stories.
The primary phase should be the project initiation that will be emphasizing on the collection of all relative information and data in manner utilize them for the execution phase. Thereafter, services and products will be acquired for accomplishing the activities of the project.
The project manager and resource manager will decide ordering the services and products.
Contract plan, resource plan, checklist preparation, stakeholders sign-off should be completed before making the order for the services and the products.
Arriving early will be altering the storage and need of the storage location prior to the execution phase however; it will be helpful in starting the project early and thus, website can be transformed to common CMS earlier than the expectation. Late arrival will be affecting the overall constraints of the project and thus, the project will be delivered late.
A CMS platform for the deployment such as word press, Joomla, Magneto, and others. The IT technician can execute programming for the development and hosting of the new platform of the website.
These are the most popular platforms for hosting the website at common CMS platform; the research resulted in the identification of feasible and effective services.
No there was not any gap
They could have considered more platforms suitable as per specification of the new relocation of the website those could comply with the existing website.
The most essential factors those have been considered for this analysis were description and category name, growth rate and present market size, degree of fragmentation and number of suppliers, industry profitability, and barriers to entry. Thereafter, lightning quick internet research was driven considering the online libraries and their journals. For the evaluation of the supplier strength porter’s five forces analysis was driven.
Due intelligence was conducted, financial record was recorded, business operations and legal documents were also prepared those needed to be spread among the buyers.
Cost reimbursable contract was selected as, it will be helpful for the Archive’s in agreeing for paying the contractors “or the cost of performing the service or providing the goods.”
Right to reserve the rights for sharing, privacy and security act, database maintenance act and others ore some of the policies and procedures those should be implemented within the organization.
Orientation: it includes the face-to-face meetings with the individuals being affected by the contract management process and the department that is delivering the management work.
Plan: Planning the comprehensive objectives for the development of the implementation within the contract management process and the focus should be on delivering the cost-effective approach for the contract management.
Personnel: A single individual should be assigned with the roles and responsibilities for the contract management.
Process: Documentation of the processes involved in the contract management those will be responsible for handling all the contracts in the same way.
Training: The individuals responsible for the management of the contract processes should be trained with the qualities of the expertise in the same context.
Standards: developing the standards for the contract management
Measurement: Establishing the metrics in manner to assess and evaluate the effectiveness of the functions established within the contract management processes.
Auditing: There should be regular audit and monitor on the development and growth of the management processes imposed.
The effectiveness of the satisfaction level of the local community. The performance of the website will be another performance indicator for the measurement of the project development. Response of the visitors accessing the website traffic, and security aspects are another key performance indicators.
Output of the project and evaluation of the resource type can be applicable for reviewing the performance of the contracts throughout the project
Fiscal (financial), Technical (progress), intellectual property (invention), and Technical (progress) are the types of reports required in administering the contract
[Please fill a team member name]
What documented procedures do you normally follow in your organisation for:
Reception of the bids, opening of the bids, reviewing the documentation, checklist of technical evaluation, financial statements, and best combined offer documents.
Response to the invitation on the tender responds at the particular needs of the national archives, documents related to supply of services and goods, and offers to the tender.
The contractor who will be responsible for managing the needs and requirements of the proposed transformation will be selected as the preferred contractor.
The contribution made by the contracts on fulfilling the needs and requirements of the new platform for hosting the new platform of the website. Less budget, long run and fulfilment of the new proposed solution can be the most effective performance indicator.
Contract performance will be will be monitored through the weekly progress report on the budget and the resources and resource quality being managed during the overall execution of them project
Procurement Management Plan changes will be implemented during the monitoring process that will be evaluating the quality if the developed website including the performance and user interface of the website.
Checklist and weekly reports can be developed for reviewing the overall procurement activities.
If the project has not these documents the monitoring, controlling and changes can ne monitored in an effective and efficient manner.
|
Criteria |
Satisfaction level |
|
Resources |
High |
|
Market Analyst |
High |
|
Business Goals |
Medium |
|
Customer satisfaction |
High |
|
Budget |
High |
|
User interface |
Very High |
|
Performance |
Very High |
|
Security |
High |
|
Quality |
Very High |
|
Resource allocation |
Medium |
Programming, hosting platform, database, server, domain, network and testing platform.
Budget, resource quality, schedule and other constraints will be considered in the evaluation criteria.
Some improvements need to be established, as the identified value will be an effective measure for the evaluation of the performance of the project.
[Please fill the tea embers name]
Interview a senior project or program manager in your organisation and ask them to walk you through a tender selection process. Ask the following questions:
November / December 2019 with a possible extension up to three years for the maintenance and hosting
Tender section panel was comprised of the market analyst, project manager, and executives of the government.
It includes the overall budget, schedule, and quality of the project. It includes the estimation of the overall accomplishment of the activities involved inn tendering of the project.
Budget should be low, schedule should be minimum, every requirement should be fulfilled, and every stakeholder is happy with the decisions.
Resource over location, and little management within the budget can be avoided.
Identifying the parties, being clear about the obligations of the parties, proper budget and schedule estimation, determination of risks, and picking up the right scenarios.
Understanding the business contracts, written and verbal contracts, crucial objectives of a contract, structure and agreements of the contract.
It will affect the budget, many interpretations on a single issue, lead to conflict, and every other dispute of the contract.
Think back to a contract you managed in the past. Answer the following questions about how effective the contract management process was:
The contract was for the relocation of the hosting platform of the national archives website to a common CMS platform. Key performance indicators were number of visitors, traffic on the website, and performance of the website.
Budget, efficiency, legal expectations, schedule ACV (Annualized Contract Value), (TRV) Terminated Contract Remaining Value, and Vendor Fraud.
Coordinating the activities, conducting meetings on regular basis, reviewing and acting upon the requests, establishing the evaluation for the devises rating systems and contract, establishing surveys, rating system, and other criteria for monitoring.
[Please enter team embers name]
It was delivered efficiently and effectively however; certain obstacles were the hurdle that was overcome with proper managerial and leadership attributes.
Every objectives was developed in effective manner however; there was certain communication gaps that eliminated through regular meetings. Since the meetings were not very frequent, it could have been improved through executing regular meetings.
Schedule of the contract was enhanced and was not delivered within the time, changes in the original plan was also occurred including manipulation in the specifications.
Addressing the issues promptly was the primary objective, disputed issues are generally collected during the project execution, and attribution or mediation were another approaches.
Discussion with supervisor, facilitated conversation among the human resources, reviewing the department, reviewing panel, are the procedures and policies involved for handling the dispute.
Management of the dispute was executed in an efficient and effective manner.
What is the topic, what the current situations are, what are the perspectives, and what are the curse of actions, and finally can we proceed with this were the questions.
Analysing the procurement opportunities, developing procurement strategy, evaluating and selecting, implementing the contract, contract management and performance, and migrating the contracts are the steps involved for the procurement life cycle.
Computer software development
Procurement audits, review meetings, project team interviews, checklist, surveys, and documentation on the output of the learnings.
High level satisfactory was achieved.
Documentation and collection of the data were the difficulties those were identified during the review process.
[Pleas fill team members name]
Proper and regular interview and meetings with the stakeholders.
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