Annex A: 3. Project management services

The required services may include, but are not limited to the following:

• Assisting project team in all management activities including financial, planning and contracting aspects
• Assisting in performing such tasks as maintaining project documentation and records
• Acting as the first point of contact in a "hot-line" situation by accepting incoming calls, logging calls, attempting to resolve simple problems and following established procedures for more difficult problems
• Tracking project change requests;
• Maintaining and updating relevant project information in manual and/or electronic files; project information might include such things as project activity schedule, status reports, correspondence
• Communicating with project management a on administrative matters related to the project
• Developing/maintaining bring forward (BF) and other control systems for action items
• Researching and locating background information, analyzes, extracts relevant information and writes summaries
• Maintaining and tracking financial transactions, enters commitments and expenditures into the projects financial budget
• Planning and coordinating project management activities including financial, planning and contracting aspects;
• Planning and organizing a project management office
• Giving briefings on progress and concerns of project
• Coordinating and preparing documentation in response to scheduled and unscheduled reports, returns and observations to update management on project progress
• Planning and coordinating the activities of project personnel, internal customers, contractors and other support providers
• Preparing formal work breakdown structure and compliance charts
• Producing draft plans and sections for incorporation into the Project Implementation Plan
• Preparing draft evaluation plans, criteria and evaluation schedules
• Defining and documenting development team objectives
• Determining and obtaining budgetary requirements, composition, roles, responsibilities and terms of reference for the team
• Monitoring the design, implementation and operations start up of the project against established goals, objectives and milestones
• Meeting with stakeholders and other project managers and stating problems in a form capable of being solved;
• Preparing plans, charts, tables and diagrams to assist in analyzing or displaying problems
• Working with a variety of project management tools
• Formulating and managing project plans by defining deliverables, identifying key milestones, reviewing project progress, and engaging in ongoing risk management
• Coordinating and directing project team(s) in order to meet project objectives for content, quality, costs, and schedules
• Developing project control and reporting procedures and managing changes in operational plan
• Conducting post project reviews/lessons learned
• Contributing to the organization's strategic and business planning initiatives (for example, identifying strategic goals and objectives and implementing initiatives to achieve them, Policy Development, Standards Development and Program Review)
• Assuming leadership at the appropriate phases of planning, action, and evaluation
• Recognizing and taking action on opportunities to combine professional resources through partnering arrangements (for example, multi-disciplinary practices)
• Contributing to development of organizational vision and mission
• Coordinates, drafts and prepares for signature formal project documents and reports
• Assessing the organization's capacity/capability to undertake and successfully deliver a project in the context of the overall program or portfolio program or portfolio priorities through strategic planning
• Advising Senior Management on a range of issues affecting the organization's ability to achieve the project's business objectives
• Assisting in the prioritization and assignment of projects within the program/portfolio
• Managing several Senior Project Managers, each responsible for an element of the project/program/portfolio and it's associated team (for example project and financial management)
• Meeting with organizational executives to ensure all organizational (internal and external) stakeholders are committed to moving forward on the project (for example opportunity evaluation)
• Formulating statements of problems; establishing procedures for the development and implementation of significant, new or modified project, program or portfolio elements to solve these problems, and obtaining approval thereof
• Managing the implementation of a project/program/portfolio to identify, analyze, plan, track and control progress on a continuous basis
• Making recommendations and providing advice for improvements and assisting in developing solutions and implementing recommendations (for example policy development and standards development)
• Preparing and presenting findings, status and other relevant matters
• Overseeing the development of a Project Business Case (for example business planning and program review)
• Managing Program changes in accordance with the change management process
• Motivating the team to ensure commitment to the program's objectives
• Specifying the general requirements of the project
• Developing project alternatives and identifying their administrative, economic, and technical feasibility and practicalityassociated policy and organizational change requirements
• Planning, directing, and controlling the activities of a project team within scheduled time and cost parameters
• Producing overall project plans and obtaining approval of preliminary analysis
• Updating and providing briefings to upper management on progress and concerns of the project
• Developing and maintaining project schedules, documentation and a Master Schedule of all projects and resources if more than one project
• Tracking the progress of the project including cost and schedule controls
• Documenting issues and resolutions related to the project scheduler
• Communicating verbally and in writing with the Project Manager and if necessary with stakeholders to input modifications to the project schedule
• Communicating with the Project Manager and if necessary with stakeholders regarding project status and deliverables
• Informing management of Project status and direction
• Contributing to the development and management of process and procedures used in Operations
• Documenting and managing project and financial records as appropriate
• Developing, deploying and evaluating policies, procedures, standards, initiatives, metrics, forms and tools for the quality management system
• Verifying and confirming if the quality management system's process assets (policies, procedures and standards) are being adhered to
• Leading process improvement initiatives, and facilitating/coaching teams which are performing process improvement initiatives
• Managing and monitoring all aspects of the Quality Management System
• Conducting conformance audits of the Quality Management System. Reporting results and recommending appropriate corrective actions to deal with the non-conformances
• Tracking and reporting on the implementation of corrective actions. Confirming that corrective actions effectively addressed the root-causes of the non-conformances
• Contributing to the development and implementation of an integrated approach to quality, risk and performance management for the organization
• Providing leadership and support to the design, implementation and evaluation of performance/quality measurements of clients products/services (Program assessment/ranking and reporting, performance measurement capacity building, business performance/excellence)
• Using multiple Quality Management methodologies and tools to address the organization's business needs (Measurement and management of organizational performance)
• Developing process management by application of continuous improvement methodology
• Preparing reports concerning the capabilities, strengths and weaknesses of the Quality Management Systems for internal or external publication which could be communicated to project management team through oral or written presentations (Basic statistical analysis techniques, questionnaire design and survey analysis. Ability to influence others, at all levels in the organization)
• Liaising with and interviewing quality management specialists from other organizations
• Conducting risk assessments and evaluating potential risk and losses
• Identifying project and procurement risks
• Reviewing and auditing claims
• Recommending alternative solutions, methodologies and strategies for risk mitigation and management
• Assisting in prioritization and assignment of risks
• Assisting in the development and/or implementation of Risk Management Plans
• Developing and managing the implementation of Risk Management Plans (safety programs) to identify, analyze, plan, track, evaluate and control project risks on a continuous basis throughout the project life cycle
• Coaching, mentoring and training project teams in risk mitigation techniques
• Developing and implementing business continuity plans
• Developing crisis and emergency communication and/or management planning strategies
• Reviewing the organization's insurance and risk management programs and making recommendations regarding coverage improvements, administration, loss control and financing mechanisms
• Providing leadership and support to the design, implementation and evaluation of clients products/services performance measures, risk management and risk mitigation strategies
• Documenting process improvements
• Preparing reports for internal or external publication (Corporate Services, Policy, Communications)
• Liaising with and interviewing stakeholders, as required, to obtain, clarify and exchange information, in-order to co-ordinate and manage the Risk Assessment Process
• Identifying, confirming and documenting the risk tolerance for the process, project, program, or strategic risk and using this tolerance to guide all analysis, assessment and recommendations undertaken or produced
• Identifying, confirming and documenting the objectives and priorities specific to the process, project, program or strategic direction being assessed, feasibility studies
• Identifying relevant risks and opportunities (including, but not limited to, economic, political, operational, legal, reputation, technical, organizational, accounting, banking and social risks) that threaten the objectives and priorities
• Utilizing both quantitative and qualitative techniques, as appropriate, to assess the likelihood that a risk event will occur; and/or the impact if the risk event occurs
• Recommending a ranked-order for risks and opportunities identified
• Recommending and documenting suggested Risk Responses necessary to manage the likelihood and/or impact of the identified risks
• Performing Control Risk Assessments and analysis, which may include statistical sampling and analysis of existing controls
• Assisting with the on-going monitoring of risk and assisting with the implementation of risk response/mitigation strategies
• Preparing draft and finalized risk assessments, briefing notes, presentations and papers related to risk management, and developing and updating risk management plans
• Providing advice with respect to risk management best practices and providing guidance and direction to assist in managing risk
• Planning and coordinating procurement activities including financial estimates, business requirements and contracting options (project procurement management, cost and estimate Management, sole source versus RFP process,)
• Providing briefings on progress and concerns of procurement (Contract process management)
• Planning, coordinating, preparing and controlling documentation for procurement plan and process, depending on method of procurement
• Planning and coordinating the activities of project contractors and other support providers (Procurement integration in Project Management)
• Preparing, reviewing and/or finalizing Statement of Work for potential procurement
• Preparing draft selection methodologies, evaluation plans, evaluation criteria (mandatory and point rated) and evaluation schedules for procurement
• Developing, planning, analyzing, evaluating and prioritizing deliverables and requirements (Bid evaluation)
• Monitoring the implementation and operations of the contract against established goals, objectives and milestones
• Reporting progress of the contract on an ongoing basis and at scheduled points in the lifecycle
• Identifying potential problems and propose solutions
• Ensuring management staff is provided with timely and accurate project information and status updates
• Developing and implementing procurement control, monitoring of system contract delivery and continuing service delivery and reporting procedures and managing changes
• Conducting post procurement reviews and contractor evaluations/lessons learned
• Leading or participating in negotiations and developing procurement process and/or business process maps
• Planning and coordinating financial management activities including financial estimates and business requirements
• Evaluating financial management procedures
• Conducting cost benefit analysis and life cycle costing (Cost and estimate Management)
• Developing business plans
• Developing models to carry out cost analysis of the resources required to perform specific inspections related to a project (Project Management)
• Performing risk analysis
• Determining the resources required for implementation of projects such as acquisition costs, operation and maintenance costs and both recurring and non-recurring costs
• Assisting in developing costs for specific activities such as: direct project costs, project support overhead, corporate and administrative (C&A) overhead, costs of products and services, and other related costs (Financial accounting)
• Planning, acquiring, and controlling the use of funds so as to meet the goals of an organization and maximize its value (Procurement integration in Project Management, contract process management)
• Identifying an organization's financial and non-financial objectives so as to improve its performance, determining whether those objectives are being effectively achieved
• Developing and modifying business cases and financial plans for the future
• Following-up on projects, major Crown projects and/or sensitive or complex project initiatives, where Canada requires a third party opinion.
• Assisting project management professionals in project monitoring and coordination
• Providing administrative and technical support as required to the project team
• Participating in meetings with project management professionals and other stakeholders (internal and external) to ensure project is progressing, project goals are being met and expected results are being achieved
• Ensuring project and contract activities, deliverables, milestones, timelines and financial commitments are tracked and commitments are being fulfilled
• Communicating and coordinating meetings with project management professionals and other executive and customer stakeholders on matters related to the project
• Performing a liaison role amongst all project management, executives and customer stakeholders
• Preparing monthly, quarterly, yearly financial and project reports and other project monitoring reports to management and executives
• Preparing annual reports, project progress reports, results achieved reports, lesson learned documentation and recommendations for improvement documentation at the executive level
• Analyzing material, such as specifications (technical Statement of Work/Requirement), notes, drawings, writing manuals, user guides and other documents to explain the requirement clearly and concisely
• Modifying, validating and compiling documents such as technical publications in general, specifications, equipment and system data lists, drawings etc.
• Gathering information, analyzing the subject and the audience, and producing clear documentation
• Studying existing material and interviewing Stakeholders
• Creating accurate, complete and concise documentation to communicate the needs of the requirement
• Assimilating and conveying technical material in a concise, effective manner
• Following governmental publishing guidelines
• Reviewing documents, drawings and associated data for conformance to established standards.
• Planning, researching and writing manuals, specifications and other non-journalistic articles
• Design the layout of the documents/manuals
• Using word-processing, desk-top publishing and graphics software packages to produce final camera ready copy
• Planning, researching, modifying, assisting, writing and/or reviewing memos, scripts, plays, essays, speeches, manuals and other non-journalistic articles with conformance to established standards
• Developing and implementing strategic communication plans in geographically dispersed organizations going through an organizational transformation (change management)
• Providing communications consultation advice to support strategic communications initiatives and strategies
• Creating communications support materials
• Developing and implementing creative communication and information products using a variety of tools, techniques and media and selecting an appropriate medium to convey information, ideas, and results
• Developing and implementing communication strategies and plans
• Expressing and exchanging information in a clear and concise manner
• Ensuring information is communicated to the appropriate people in a timely manner
• Preparing reports for specific purposes using clear, communicative, and professional language (for example, audit reports, management letters, consulting reports, financial reports)
• Ensuring communications are clearly understood by encouraging and listening to feedback both internally and externally in the organization
• Structuring external communications to project an appropriate corporate image
• Ensuring confidentiality with respect to organizational or client information and data
• Determine target audiences in order to better develop messages
• Identify and determine communications impediments and barriers
• Provide advice on matters relating to policy/program development approaches or options and communications planning alternatives (internal or external).
• Researching, developing and implementing communications strategies involving social media and related content (ie. blogs, microblogs, wikis, crowdsourcing, content communities, social networks, etc.)
• Provide support and assist communicators in using social media channels to complement traditional channels
• Providing suggestions on cost-cutting measures in the communications process
• Development of a procurement strategy - for the acquisition of a product or service - that lays out a mechanism to engage with industry and conduct a competition and procurement in line with legislative requirements and organisational policies; and
• Production of evaluation reports and procurement recommendations for internal stakeholders and sign-off authorities.