Transcript Report Tile

Training & Management
Assistance Branch
<Client Name >
Project Kick-Off Meeting
for
<TITLE OF PROJECT>
with
<Contractor>
<Date>
Report Tile
Project Manager Name, Title, Telephone
UNITED STATES OFFICE OF PERSONNEL MANAGEMENT
Message from the President
“Government likes to begin
things - to declare grand new
programs and causes. But good
beginnings are not the measure
of success. What matters in the
end is completion. Performance.
Results. Not just making
promises, but making good on
promises.”
- George W. Bush
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Meeting Agenda
• Introductions/Meeting Objectives
• Contractual and Working
Relationships
• Roles and Responsibilities
• Key Points of Contact
• Management Plan Format
• Project Discussion
• Next Steps
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Meeting Objectives - Alignment
• Clarify Expectations - Who will do what as we work
together during the project
• Validate Project Requirements – Do current
requirements differ from those in the SOO/SOR
• Collect Government-Furnished Information – What
policies, procedures, or materials will assist the
contractor in preparing the Management Plan
• Lay Foundation for the Management Plan– What
are the desired outcomes of the project
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Contractual Relationships
Client
Contractor
OPM/TMA
Subcontractor
(if applicable)
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Roles and Responsibilities
Contractor
Develops Management Plan
TMA and Client
Review and approve
Management Plan
TMA (with Client approval) Issues Work Orders
Contractor
Performs work as directed and
produces deliverables
Contractor
Informs Client and TMA of project
status and/or concerns
Client
Reviews and approves
deliverables. Informs TMA and
Contractor of changes/ additions
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to the Management Plan
Roles and Responsibilities (cont’d)
TMA
Monitors project status
Client
Authorizes scope and schedule
changes as needed
Contractor
Presents Deliverable Receipt Form
(DRF) to Client for approval of
deliverables
Client
Formally accepts or rejects
deliverables within 7 days after
receipt. Rejected deliverables require
written justification
TMA
Processes invoice payments or meets
with Client and Contractor to resolve
rejected DRF issue
TMA
Provides financial status reports
TMA & Client
Evaluate and close-out project
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Key Points of Contact
Agency Name
Name of Agency Point of Contact
Phone:
Email:
Contractor Name
Name of Contractor Project Manager
Phone:
Email:
OPM/TMA
Project Manager Name, Title
Phone:
Fax:
Email:
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Management Plan
• Proposal
• Review Meeting
• Documented Agreement
• Working Document
• Introduction
• Purpose, End Products
• Plan Assumptions
• Task Descriptions
• Activities, Interim and
Final Deliverables
• Labor Costs, Periods of
Performance
• Administrative Information
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Client’s Tips for Success
• Ensure SME’s are identified and fully engaged
• Avoid “Scope Creep”

Pay attention to number and duration of review cycles

Involve key decision makers at the front end

Changes to previously approved deliverables may impact
cost and timelines

Notify TMA about task changes to ensure Management Plan
is revised
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Client’s Tips for Success (cont’d)
• Provide consolidated, actionable feedback on
deliverables
• Contact TMA immediately for assistance with
mitigating problems
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Contractor’s Tips for Success
• Do not work at risk
• Clearly articulate project and task assumptions in
the Management Plan
• Provide sufficient task and deliverable descriptions
to justify costs
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Contractor’s Tips for Success (cont’d)
• Ensure that subcontractors understand TMA
policies and procedures (if applicable)
• Notify TMA of scope changes and revise the
Management Plan accordingly
• Notify TMA of changes to key project personnel
• Contact TMA immediately for assistance with
mitigating problems
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Project Authority
• Who authorizes work orders to be issued
Note: Work orders must be issued before work begins,
including travel and Separately Priced Items (SPIs)
• Who should receive amendments to the
Management Plan
Note: The management plan must first be reviewed by
the TMA Project Manager before being sent to the client
unless otherwise specified – this includes amendments to
the plan
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Project Authority (cont’d)
• Who authorizes changes to Management Plan
Note: Only the Client can authorize changes to the
Management Plan.
• Who should sign Deliverable Acceptance Forms
Note: TMA requires that a draft deliverable meet at least
80 percent of the specific requirements of the final
deliverable. If the submitted draft does not meet the 80
percent standard, the submitted draft deliverable will not
be acceptable.
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Project Discussion
• Clarification of requirements related to SOO/SOR
• Who will provide access to people and
government-furnished materials
• What is the protocol for contacting Subject Matter
Experts (SME)
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Project Discussion (cont’d)
• Communications protocol
• Length and number of review cycles
• What is project timeline
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Next Steps
• Quote for Management Plan should be provided
within 1-3 business days
• TMA Management Fee
• Estimated delivery date of Management Plan
• Management Plan Review Meeting
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Next Steps (cont’d)
• Other Action Items

Security clearances

Work site

Equipment

Anything not addressed in the SOO/SOR that could
impact cost, schedule, or quality
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