Training & Management
Assistance Branch
Standards and Guidelines for Preparing
Tile Plans
ProjectReport
Management
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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Standards and Guidelines for Preparing Project
Management Plans
• Introduction
• Management plan / letter management plan
• Management plan components
• Management plan details
• General information
• Questions
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Introduction
• TMA awards firm-fixed price task orders
TMA Process Model high level.doc
• Every task order award is a project and is
carried out under terms of an interagency
agreement between OPM and a
Government agency
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Introduction (cond’t)
• Every project is guided by a minimum of
one comprehensive Management Plan
(MP) or Letter Management Plan (LMP)
• Management Plan is a document, prepared
and maintained by the contractor
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Management Plan / Letter Management Plan
Purpose of the Management Plan
Describes
how the contractor proposes to
carry out a project
Serves
as a “road map” or “blueprint” for the
project
Provides
a description of the work to be
accomplished, timeline, and the firm-fixed
price / costs of the project
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Management Plan / Letter Management Plan
(cont’d)
Provides
the client and TMA a complete and
accurate picture of the project
Sets
the tone for the rest of the project
Provides
supporting documentation in an
audit
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Management Plan / Letter Management Plan
(cont’d)
MP and LMP are based on information
obtained from the following sources:
Statement
of Objective (SOO)
Statement
of Requirements (SOR)
Government
Furnished Materials (GFM)
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Management Plan / Letter Management Plan
(cont’d)
Project
start-up (kickoff) meeting
Other
meetings and discussions among the
contractor, OPM project manager, and
OPM client agency
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Management Plan / Letter Management Plan
(cont’d)
Factors to consider in determining the Size and
Scope:
whether
the whole or a portion of the
SOO is to be addressed
the
size and complexity of the effort and
the time frame involved
whether
the Management Plan will be
written in phases or all at once
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Management Plan / Letter Management Plan
(cont’d)
Approval of the Plan and Work Authorization:
• Approval by OPM and Client Agency
 Signifies
the plan’s direction, methodology,
assumptions, timelines, and costs are accepted
 NOT
an authorization to begin work nor is it an
indication that all tasks will be required
TASK0ManagementPlan.doc
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Management Plan / Letter Management Plan
(cont’d)
• Work begins after OPM’s Contracting Officer
Representative issues a work order
SampleWorkOrder.doc
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Management Plan / Letter Management Plan
(cont’d)
Letter Management Plan is typically used for
the following purposes:
• A unique, stand-alone task that is of relatively low cost
and complexity
• Small projects of very limited scope, complexity and
duration, generally requiring three or fewer tasks
• Precludes a comprehensive MP
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Management Plan Components
Comprehensive Management Plan
• Cover Page
• Introduction and Background Information
• Project Overview
• Tasks
• Project Summary
• Appendices
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Management Plan Components (cont’d)
Letter Management Plan
• Cover Page – formal letter format
• Body of the Letter Plan
• Administrative Information
• Labor Category Definitions
• Appendices
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Management Plan Details
Cover Page
Introduction and Background Information
 Provide sufficient detail to readily identify and
understand the context of the project
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Management Plan Details (cont’d)
Project Assumptions
 List understandings between the contractor, OPM,
and the client agency that impact project deliverables,
costs, and timelines, and are critical to success. They
must be clearly stated, and in measurable terms
where appropriate
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Management Plan Details (cont’d)
Project Summary Chart
 Summarizes all MP tasks, subtasks,
deliverables, travel proposals, dates, and costs
including SPI costs PROJECTSUMMARYCHART.doc
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Management Plan Details (cont’d)
Technical Approach and Methodology
Summarize the design concept, technical
approach, and methodology used to develop
project deliverables
Explain how and why the Plan was prepared
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Management Plan Details (cont’d)
Performance Based Contracting Requirements
 To the extent feasible, major deliverables should be
addressed in the Management Plan in terms of
performance-based contracting
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Management Plan Details (cont’d)
Performance Based Contracting Requirements
(cont’d)
 Explain the nature and purpose of the deliverable
 Describe the performance standards used, e.g.,
quality and timeliness
 Include a Performance Requirement Summary
(PRS)
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Management Plan Details (cont’d)
Tasks, Subtasks, and Activities
• Provide an in-depth description of every
task
subtask
activity
• Each task represents a body of work
associated with producing one or more
specific deliverables SAMPLETASK.doc
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Management Plan Details (cont’d)
Labor Requirements
• Labor categories must be appropriate to work
being performed LaborRequirementsandSPI.doc
• Labor days must reflect the contractor’s
expectation of actual days to be spent on task.
May be rounded to a tenth of a day
• Labor rates must correspond to the appropriate
base year or option year rates in the contract
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Management Plan Details (cont’d)
Labor Requirements (cont’d)
 Costs
All costs must be rounded up or down to the
nearest dollar
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Management Plan Details (cont’d)
Estimates and TBD’s
In some instances, at the time the Management Plan is
prepared, accurate costs cannot be determined for
some later tasks and subtasks
Costs, other than Labor:
OPM Project Management Fee, Separately Priced
Items, Video-Based Instructional Products, Nationally
Recognized Experts, and Travel
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Management Plan Details (cont’d)
Costs, other than Labor (cont’d)
• OPM Project Management Fee
OPMPROJECTManagementFeeRevised.doc
• Separately Priced Items (SPI)
SPIsunder$2500.doc
SeparatelyPricedItemProposalhotel-sample.doc
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Management Plan Details (cont’d)
Costs, other than Labor – continued
• Video-Based Instructional Products
• Nationally Recognized Experts
• Travel
SimpleTRAVELCOSTPROPOSAL.doc
multiple.xls
Travel
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Time Schedule (MP only)
• Provides a task-by-task graphic view of
project timelines
• Identifies concurrency among tasks
• Highlights project milestones and review
points
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Time Schedule (cont’d)
• The Time Schedule should be in weeks
and months (indicate “work” or “calendar”
days)
• Microsoft Project is suggested for preparing
the Time Schedule
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Administrative Information
The Administrative Information section at a
minimum provides basic contact information,
e.g., name, address, phone number, fax, and
email address for the following:
•Contractor’s project management and technical
points of contacts
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Administrative Information (cont’d)
• Client agency project manager and sometimes
program manager
• OPM project manager
• Partnering and subcontractor firms that will be
used in carrying out the project
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Labor Category Definitions and Resumes
• Provide definitions for all labor categories
used in the Management Plan
• The names and resumes of key members
of the project team, including subcontractor
staff, must accompany the Management
Plan as an attachment
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Labor Category Definitions and Resumes
(cont’d)
• Any change in key personnel must be
made known to the client agency, along
with submittal of new resumes. The client
agency has the right to reject proposed
personnel based on the merits of the
resumes
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General Information
• MP must be submitted electronically
• Plans must be formatted must be easy to read
• Plans must be clear, concise, well-written, and
free of grammatical, math, and spelling errors
• Plans must be prepared using the current or
recent version of Microsoft Word
• MP and LMP must be maintained by the
contractor throughout the project
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Modifications to Management Plan
• All modifications to the Management Plan must
be submitted electronically and include an
explanation of what the modifications are and
why they are being made
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Modifications to Management Plan (cont’d)
• There are two types of modifications:
 Updates
- minor modification
 Revisions
- more significant modifications
addition of new project phases and/or several
tasks
changes in scope or cost
changes affecting more than one task
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Invoicing
Invoicing should only occur after the client
agency has received the specified
deliverable(s), the agency review period has
passed or is close to passing, and a
deliverable acceptance form is signed by the
client agency POC and received by the
vendor.
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QUESTIONS
Questions about Management Plans, letter
Management Plans, or these Standards and
Guidelines should be directed to the OPM
project manager.
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