Formato de propuesta de trabajo de IT (Inglés)

Sample Proposal: Superior Systems Proposal for CapState Relocation Project to capstate chemicals proposal for computer system relocation project presented by superior systems

Prepared by John Ryan, Superior Systems, August 5, 1999

BACKGROUND

CapState Chemicals, Inc., is a chemical company based in Commerce City, providing custom chemical compounds to the pharmaceutical industry. Based on a Request for Proposal issued on July 21, 1999, and on an informational meeting between Ron Gimble, CapState Chemicals, and John Ryan, Nick Campbell, and Sandy Root, Superior Systems, Superior Systems understands that CapState Chemicals intends to relocate its computer systems and networks from multiple locations in the metropolitan area to its new world headquarters, currently under construction. Based on the information presented in the RFP and subsequent meeting, we understand that CapState wishes to engage an IT consulting firm to provide the following services:

• Technical assistance in the planning and execution of the relocation project;
• Project management skills to create detailed project plans, schedules, and budgets and to ensure effective execution of those plans;
• Assistance with the disconnection, reconnection, and testing of all computing devices affected by this relocation project; and
• Follow-up support to provide CapState associates with uninterrupted use of their computer systems following the relocation.

This proposal describes Superior Systems’ understanding of the goals CapState Chemicals has for this relocation project. It defines our proposed approach to achieving those goals, the deliverables to be generated, and our proposed budget of time and expense estimated to produce the described deliverables.

SUCCESS CRITERIA

Based on the information presented to Superior Systems, our consulting team has identified a series of success criteria for this project. In the interest of clear communication and mutual understanding, we have enumerated in this section the priorities and success criteria of this engagement as we understand them.

As identified in the RFP, critical success criteria include the following:

• Avoidance of disruption of user access to IT services.
• Provision of special handling for CapState’s Research and Development Division, including a plan for relocation of this division with no interruption in service. This includes the provision of technical subject-matter expertise in the UNIX systems and graphics workstations that are in use in the R&D group.
• The complete relocation and testing process must be performed over the holiday break between Christmas Eve and New Year’s Day.
• Special provisions must be made for the relocation of the production department.
• The provision of “hot spare” systems and spare parts is an important component of this relocation.
• Other specialized technical skills, such as expertise in IP addressing, video conferencing, voice communications, and imaging may be required.

We have catalogued these success factors in order to ensure agreement regarding their priority, the budget and schedule associated with them, and the risks and assumptions inherent in each. Our experience with projects of this type indicates that clear and open understanding of these success factors leads to greater probability of project success.

APPROACH

Superior Systems approaches information technology projects with a unique perspective: We believe that the application of a structured project management discipline is the deciding factor in the success of IT projects. Every engagement we undertake follows our IT Consulting Framework, which enforces a strict project discipline to ensure that we deliver the expected results. Our discipline requires that we perform a detailed project assessment, which results in documented objectives, milestones, and deliverables for every project. In addition, our IT Consulting Framework also enforces the use of a detailed discovery procedure, in which we review the client’s current business work flow, technology architecture, application usage, and data needs, in order to certify that we have a clear understanding of the current environment before we attempt to design a solution. Our experience with this methodology allows us to make the following assurance to our clients:

If you agree to follow our project methodology, and you are not satisfied with the results of our engagement, you don’t pay.

We are proud to say that, in our nine years of providing IT services, we have never had a client ask us to honor this pledge. In addition, we have never had a client who has not agreed to be a reference site for our project work. We have built this record because our methodology works, because we focus on client service, and because we honor our commitments. We appreciate the opportunity to present our proposed approach to CapState Chemical Company.

Superior Systems proposes to deliver the CapState System Relocation Project in the following manner:

Project Assessment Phase

Superior Systems will collaborate with the CapState Chemicals project sponsors to create a joint CapState-Superior Systems Relocation Project Team, with the responsibility of defining the objectives, priorities, and deliverables for this project. A Superior Systems project manager and a CapState Chemicals primary project sponsor will be designated. Superior Systems will then meet with the designated IT and departmental resources, and other CapState Chemicals associates, for the purposes of:

• Defining the requirements, time frames, and priorities of the relocation project;
• Developing consensus regarding the success criteria;
• Understanding the roles and responsibilities of the CapState team and the Superior Systems team;
• Assessing the requirements for post-move support;
• Assessing the requirements for hardware support, such as spare parts or “hot spare” systems;
• Performing site walk-throughs of all current sites to be relocated;
• Reviewing all blueprints and schematics for the new site; and
• Designing project status reporting formats.

The desired outcome of the assessment phase is an accurate profile of the objectives, success criteria, expectations, and skills required to deliver this project successfully.

The deliverables from this phase include the following:

• A Preliminary Project Objectives statement,
• A Project Success Criteria document,
• A Roles and Responsibilities document,
• A Project Status Reporting procedure, and
• An assigned project team from CapState and Superior Systems.

These documents will be presented for review to the CapState project sponsors. Upon acceptance, they will form the basis of the agreement between CapState and Superior Systems to collaborate on this project.

Current State Discovery Phase

In order to assure a complete understanding of the devices, systems, and applications affected by this relocation project, Superior Systems will perform a discovery process that will include the following activities:

• Review of the asset management database to increase our familiarity with the asset base to be relocated;
• Review of any existing system documentation, such as network diagrams, domain structures, addressing schemes, and cabling diagrams;
• Review of any network baselines or traffic statistics, such as those generated by a network audit or network management station;
• Review of any business process work flow documents, such as flow charts or operating procedures manuals;
• Observation of existing data centers;
• Review of any data warehouse or database schema documents;
• Review of backup and contingency plans;
• Creation of a user survey form, to collect data regarding CapState associates’ use of technology and expectations for relocation;
• The scheduling of facilitated work sessions with IT staff and with user departments, to discover special needs and requirements for the relocation. (This will be especially important with the R&D and Production Departments, to ensure that all special requirements are documented and addressed.)

The purpose of this discovery phase is to prepare an accurate “as-is” model of the enterprise and to enable the project team to create a detailed project plan, budget, and schedule for the relocation project. By developing a complete understanding of the technology, application, and business needs of the R&D and Production Departments, as well as all functional areas affected by the move, we ensure that each CapState department receives the specific handling and attention required to assure uninterrupted system access.

The deliverables from the discovery phase include the following:

• A technology architecture document describing our findings regarding the current technical infrastructure. This may include any diagrams, network maps, or other material discovered or developed in the effort to document the current systems.
• A work flow diagram, documenting the interactions of major systems and procedures.
• A verified asset inventory, or, if asset verification is not possible, we will submit a plan for asset discovery.
• A data storage map, to ensure that all data that are required for uninterrupted processing are available after the move.
• These detailed “as-is” documents will form the basis for the project plans to follow.

Project Design Phase

Based on the information discovered in the assessment and discovery phases, the CapState-Superior Systems Relocation Project Team will collaborate to create a detailed project plan. This plan will define the specific tasks associated with this project, the resources assigned to those tasks, the sequence of events and schedule of deliverables, as well as any risks or open issues for further review. This plan will present to the CapState project sponsors the team’s estimates of time and expenses required to deliver the relocation according to expectations set out in the previous phases.

The deliverables from the Project Design Phase would be as follows:

• A Scope of Work Document that would contain the final agreements regarding objectives, success criteria, priorities, and deliverables;
• A detailed project plan, including tasks, task sequence, assigned resources, estimated task durations, and a Gantt chart;
• A project schedule including estimated start and finish dates for each task;
• A materials list enumerating any hardware or software products, tools, or other materials required to deliver this project;
• A project estimate, including estimates for services, materials, and expenses;
• A risk management plan, including backup and contingency plans to ensure that all systems have data backups and that essential equipment has spare parts or hot spares;
• A change control mechanism for managing changes or impacts to the project;
• A special plan for the relocation of the R&D Department;
• A plan for special handling of the Production Department;
• A support plan for providing after-move support to CapState associates; and
• A communication plan to ensure appropriate participation among all the entities involved.

Project Implementation Phase

During the implementation phase, Superior Systems and CapState will work together to execute the plans designed during the previous phase. We will manage and control the resources to ensure that budget and schedule expectations set forth earlier were met and will deal with any open issues or scope changes that arise. We will apply quality control procedures to ensure that all deliverables and activities meet our expectations and standards.

Deliverables of the implementation phase include:

• Status reports based on the reporting process laid out earlier,
• Change control reports,
• Periodic budget and schedule updates, and
• Open issues reports.

Project Review and Maintenance Phase

At the completion of the relocation, we will perform a structured review process with CapState project sponsors to ensure that all open items were addressed, that the project delivered the results expected, and that CapState was properly prepared to resume system operations in the new facility. As is our standard process with all engagements, we will request that CapState project sponsors fill out a project review and acceptance form, to document acceptance of project completion and to record any issues or comments regarding our performance.

The maintenance activities include any after-move support that we have agreed on, as well as any warranty work or other additional activities that CapState requests us to undertake.

PROFESSIONAL FEES

Superior Systems estimates that the consulting budget for the assessment and discovery phases of this effort, as described above, would be $ 22,500.00. This estimate is based on our rate of $150.00 per hour for System Consultants and Project Managers. Professional fees are billed monthly based upon actual hours expended in your behalf.

This estimate is presented for budgeting purposes only, and should not be construed as a fixed bid or “not-to-exceed” price. CapState Chemicals will be billed for actual effort expended at the professional rate defined above. This estimate of professional fees is based on the scope and assumptions identified herein. Changes in scope or variances in assumptions can impact engagements either negatively or positively. Should any changes or variances occur that may affect the outcome of this engagement, Superior Systems will notify the designated CapState Chemicals Project Sponsor within seventy-two hours.

Please note that the fees estimated in this section apply to the assessment and discovery phases only. They will result in the delivery of the documents as described under “Deliverables” for those phases. The planning, implementation, and review phases outlined in this document are not included in this estimate, and will be separately proposed, priced, and delivered.

ASSUMPTIONS

The following is a list of assumptions made during the development of this proposal and its related work plan.

Client Participation.  CapState Chemicals will appoint a Project Sponsor to oversee the direction of the project. The appointed Project Sponsor will have decision-making authority over all aspects of the project.

The success of this project is dependent on the participation of CapState Chemical’s employees. CapState will provide access to required personnel to perform assigned tasks, review documents, and approve deliverables in a timely manner in order to avoid negative impact on the project schedule.

CapState Chemicals will review interim and final deliverables and report acceptance or discrepancy within forty-eight hours of the submission of deliverables.

Other Agreements

Guaranteed Satisfaction. The guarantee of satisfaction alluded to in this document is subject to certain restrictions and guidelines. These restrictions are documented in a separate document entitled “The Superior Systems Customer Satisfaction Guarantee,” which will be presented as an addendum in the event this proposal is accepted and our services are contracted for this project. Superior Systems will devote its best efforts to the engagement defined in this proposal. In no event shall Superior Systems be liable for indirect, special, or consequential damages arising from its service.

Expiration. The terms of this proposal expire in ninety days from the date of receipt and are subject to renegotiation at that time, unless a formal extension is provided by Superior Systems.

Quality Management. All engagements performed by Superior Systems are subject to quality assurance reviews to assure they are being performed to the highest standards. During the course of this engagement, Superior Systems’ quality personnel will be calling on key CapState Chemicals personnel as part of this process.

Post-Engagement Review. The success of CapState Chemicals in this initiative is our prime interest. Therefore, as part of this process, Superior Systems will be conducting a Post-Engagement Review within ninety days after the completion of the engagement. By accepting this proposal the client agrees to participate in a project review session.

Proprietary Information. All materials, ideas, concepts, knowledge, and techniques presented to CapState Chemicals during the performance of this engagement by Superior Systems shall belong to Superior Systems. Deliverables produced remain the property of Superior Systems until all invoices for services provided are paid in full, at which time ownership of the deliverables produced will transfer to CapState Chemicals.

(Note to readers: References, financial data, and other information requested in the CapState RFP are not included in this sample proposal.)

Te gustó? Compártelo !

Tweet

Whatsapp