EXECUTIVE SUMMARY (ABSTRACT)
One way to maintain competitive advantage within an industry is to meet and exceed
the best practice standards required for the industry and also its stakeholders.
The
Caribbean Disaster Emergency Management Agency (CDEMA), in its 27th year of
operations, has seen its competitive advantage waning as the expectations of its key
stakeholders (donors and development partners) increases.
As the Caribbean
Community’s (CARICOM) agency with responsibility for disaster management in the
region, several new actors have entered the industry within the past 20 years and there
is increased competition for the same technical and financial resources.
Key stakeholders have requested transparency and accountability in the
operations of the Agency in the reporting on projects showcasing that value for money
has been attained. One of the areas identified for improvement in mid-term and final
evaluations of projects was the procurement management function within the Agency.
Recommendations were made to bring this function up to a standard that is
internationally recognized by donor partners and showcases best practices in policies
and implementation.
After an internal analysis several inconsistencies in the procurement policies and procedures were highlighted, and this project will therefore seek to fill the gaps identified. Specifically the Agency conducted its procurement in an ad-hoc fashion as opposed to following best practice standards, policies and procedures.
After an internal analysis several inconsistencies in the procurement policies and procedures were highlighted, and this project will therefore seek to fill the gaps identified. Specifically the Agency conducted its procurement in an ad-hoc fashion as opposed to following best practice standards, policies and procedures.
Challenges are
experienced as key resources needed to achieve the project’s results were not
identified in a timely manner and as such time and cost overruns were experienced.
After the successful completion of the project, CDEMA realized an increase in
awareness amongst its stakeholders on its improved procurement management policies
and procedures. In showcasing their improved standards, the Agency simultaneously
improved its transparency and accountability in its systems.
This project therefore outlined how the Agency incorporated procurement best practices and standards into one standardized procurement management plan and strategy for all its projects.
This project therefore outlined how the Agency incorporated procurement best practices and standards into one standardized procurement management plan and strategy for all its projects.
The Project Management Plan included all the subsidiary
plans required for effective project management by including the processes
recommended by the Project Management Institute.
The plans outlined the
recommended activities to complete the project on scope; budget; schedule; met
stakeholder expectations; ensured effective communication; and specified the additional
resources required for the successful implementation of the project.
The general objective of the project was to create a Project Management Plan for
the Caribbean Disaster Emergency Management Agency for the Procurement Policies
and Procedures Standardization project utilizing best practice standards and the
processes outlined by the Project Management Institute in their publication entitled “A
Guide to the Project Management Body of Knowledge – Sixth Edition”.
The specific
objectives were: to conduct an analysis of the existing procurement policies and
procedures within the CDEMA Coordinating Unit (CU), to create a project charter which
formally authorizes the Project, to create the project management plan, which defines
how the project will be executed, monitored and controlled, to develop a scope
management plan, which defines the scope of the project and outlines the activities
required to complete the project successfully, to create a sustainable cost management
plan and ensure adequate funds are allocated to the project to meet its deliverables, to
develop a schedule management plan to support the development and management of
the project schedule to ensure that work is completed as per agreed terms and
conditions, to create a stakeholder management plan, which includes all project
stakeholders, their needs and expectations and to ensure effective stakeholder
management, to establish a communications management plan to ensure the timely
and effective communication for the project to its stakeholders, to develop a
procurement management plan, which captures all external human and financial
resources required for the Agency to achieve its results and, to develop a procurement
strategy, which outlines the types of agreements required for the project.
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