Transmittal Letter (rfp 1)

Introduction (RFP 3.1)

Scope of Serivces (RFP 3.2)

Project Management Activities (RFP 3.2.1)

Our approach to project management and monitoring is based on a strong foundation that follows Project Management Institute (PMI) guidelines. PMI developed the Project Management Body of Knowledge (PMBOK)®, which incorporates its standards into a manual format. FOX adapted the principles of PMBOK® as the basis for our own project management methodology, and we will incorporate modifications that may be needed to comply with State standards. The FOX project management approach includes the following components:

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  Integration Management – processes which ensure that elements of the project are properly coordinated;
  
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  Scope Management – processes which ensure that the scope of work is defined and followed;
  
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  Time Management – those processes required to ensure timely completion of the project;
  
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  Cost Management – those processes required to ensure that the project budget is complied with;
  
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  Quality Management – those processes which ensure that the project satisfies project objectives;
  
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  Human Resource Management – processes to ensure effective use of project human resources;
  
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  Communication Management – processes which ensure effective and timely communication with the client, team members and project stakeholders;
  
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  Risk Management – processes which identify, analyze and respond to project risk; and
  
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  Procurement Management – processes required to acquire goods and services, when required, from outside organizations.
  

Project Management Tools

The Portal integrates and supports critical project management activities, including the project work plan; risk, issue, and change control tracking; and document management.

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  Project Work Plan - the Portal uses a standard MS project version as the basis for project schedule and staffing documentation, with modifications to accommodate data that we have found to be necessary for comprehensive project management and control. We use the MS Project component to enter the Work Breakdown Structure (WBS) required to create all project tasks. These tasks provide the basis for the project schedule, staffing requirements, and a staffing plan.
  
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  Issue and Change Control Management - the Portal supports entry of project issues and change control items. Entry includes an identifier, issue name, issue description, source, status, due date, and staff assignment. When the issue is resolved, the resolution narrative is entered in a memo field on the same record. If an issue requires a change in project scope, a related change control record is created on the same database. This change item includes assignments, status, due date, expected cost and expected schedule impact. Reports are generated as required indicating which issues or change control items are outstanding, due, overdue, and resolved. Similar reporting is available on change control items.
  
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  Risk Management - project risks are entered in the Portal similar to issue entry. Risk entries include an ID, name, description, assignments, probability, severity, mitigation tasks, task assignments and due dates. Reports on project risks and mitigation tasks can be generated to document outstanding risks and the current and historical level of risk, outstanding mitigation tasks, tasks overdue, and closed risks.
  
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  Document Management - the Portal documentation library, which has full built-in security, version control, and automatic audit trails, stores all documents pertinent to the project in a SQL Server database. This includes management documents, status reports, issue papers, notices, resolution documents, and any other management or system documentation pertinent to the project. Security is role-based, so that the ability to create, update, delete or view records is defined by a project team member’s assigned role. The version control feature creates a full history of changes made to documents once they have been saved in the repository, including the date of the modification and who modified it. Project documents can be imported into the project library from scanned hard copy documents or electronic documents. Documents can be linked to project tasks and deliverables, issues, change control items and project risks.
  

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  Access Control – secure, role-based access;
  
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  Password Security – windows integrated authentication and active directory domain accounts;
  
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  Antivirus – antivirus protection;
  
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  Data Encryption – Verisign secured SSL (Secure Socket Layer); and
  
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  Server Based Security – windows 2003 server-based security with IIS 6.0.