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Evidence Guide: BSBPMG518A - Manage project procurement

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

From the Wiki University

 

BSBPMG518A - Manage project procurement

What evidence can you provide to prove your understanding of each of the following citeria?

Determine procurement requirements

  1. Identify procurement requirements with input from stakeholders as the basis for procurement planning
  2. Establish and maintain, within delegated authority, an agreed procurement-management plan
Identify procurement requirements with input from stakeholders as the basis for procurement planning

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish and maintain, within delegated authority, an agreed procurement-management plan

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish agreed procurement processes

  1. Obtain information from suppliers capable of fulfilling procurement requirements
  2. Determine or adopt established selection processes and selection criteria and communicate them to vendors to ensure transparency
  3. Obtain relevant approvals for procurement processes to be used for the project
Obtain information from suppliers capable of fulfilling procurement requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine or adopt established selection processes and selection criteria and communicate them to vendors to ensure transparency

Completed
Date:

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Obtain relevant approvals for procurement processes to be used for the project

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Conduct procurement activities

  1. Identify and act according to probity and project-governance constraints
  2. Communicate agreed proposals and/or specifications to prospective vendors to ensure clarity of understanding of project objectives
  3. Solicit vendor responses according to proposal requirements
  4. Evaluate responses and select preferred vendors according to current legal requirements and agreed selection criteria
  5. Negotiate with preferred contractor or supplier, to agree on terms and conditions of supply
Identify and act according to probity and project-governance constraints

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Communicate agreed proposals and/or specifications to prospective vendors to ensure clarity of understanding of project objectives

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Solicit vendor responses according to proposal requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Evaluate responses and select preferred vendors according to current legal requirements and agreed selection criteria

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Negotiate with preferred contractor or supplier, to agree on terms and conditions of supply

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Implement and monitor procurement

  1. Implement established procurement-management plan and make modifications in line with agreed delegations
  2. Review progress and manage agreed variations to ensure timely completion of tasks and resolution of conflict within the legal framework of the supply agreement
  3. Identify and report procurement-management issues and implement agreed remedial actions to ensure project objectives are met
Implement established procurement-management plan and make modifications in line with agreed delegations

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Review progress and manage agreed variations to ensure timely completion of tasks and resolution of conflict within the legal framework of the supply agreement

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify and report procurement-management issues and implement agreed remedial actions to ensure project objectives are met

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage procurement finalisation procedures

  1. Conduct finalisation activities to ensure vendor deliverables meet contracted requirements
  2. Review project outcomes using available procurement records and information to determine effectiveness of procurement processes and procedures
  3. Document lessons learned and recommended improvements for application to future projects
Conduct finalisation activities to ensure vendor deliverables meet contracted requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Review project outcomes using available procurement records and information to determine effectiveness of procurement processes and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Document lessons learned and recommended improvements for application to future projects

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

managing procurement and contracting processes for a project of sufficient complexity to demonstrate the full range of performance requirements

applied knowledge of contracts and legal obligations as they relate to project management.

Context of and specific resources for assessment

Assessment must ensure:

access to workplace documentation in the area of procurement and contracts

consideration of evidence from stakeholders as to how procurement was managed.

Method of assessment

A range of assessment methods should be used to assess practical skill and knowledge. The following examples are appropriate for this unit:

direct questioning combined with review of portfolios of evidence and third-party workplace reports of on-the-job performance by the candidate

oral or written questioning to assess knowledge of strategies for managing project procurement and their application to different situations

analysis of responses in addressing case studies and scenarios that present issues and problems in project procurement and contract management

review of procurement-management plan

review of communication of agreed proposals and/or specifications to prospective contractors or suppliers

assessment of evaluation of responses and selection processes for preferred contractors or suppliers

review of identification and reporting of procurement-management problems.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

other units in the Diploma of Project Management.

Required Skills and Knowledge

Required skills

literacy and numeracy skills to produce and work with a range of procurement, contract and supply documentation

negotiation skills to obtain required agreement in procurement and contracting discussions

planning and organising skills to:

identify procurement and contract requirements

adjust and sequence them appropriately

problem-solving skills to resolve contractual and logistic issues

technology skills to use procurement and financial-management software.

Required knowledge

contracts and legal obligations as they relate to project procurement

ethical and behavioural expectations in the project and industry context

general conditions of contracts

legislation, codes and national standards relevant to types of contracts and associated procurement processes

procurement options, procedures and documentation.

Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Procurement requirements may include:

analysis of work breakdown structure

budget review

organisational procurement policy and procedures

resource analysis

resource types

service level agreements

specifications and performance requirements for goods and services

statement of work

vendor supply options available, including:

formal tender contract

heads of agreement

preferred supplier agreement

request for proposal

request for quotation

simple quotation and purchase.

Delegated authority refers to planning and activities that may:

be conducted routinely or as changing circumstances dictate

be done independently within broad guidance

involve consultation with other project members, teams and internal stakeholders

involve taking a lead role in a team where required

involve the selection, use and supervision of appropriate procurement-management methods, tools and techniques

take into account internal organisational change and external environmental change.

Procurement-management plan identifies and outlines:

how procurement arrangements are communicated to stakeholders

process to be used for procurement of resources

process for monitoring and evaluating procurement related to the project

procurement objectives, strategies and time lines

resources to be obtained against a time line and budget

responsibilities for staff/team members.

Suppliers may include:

assigned internal resources

consultant

contractor

vendor

volunteers.

Selection criteria may include:

adherence to specification

availability

experience

financial stability

industry and professional certifications

membership of a pre-qualified panel of suppliers

skill levels

sustainability

value for money

work health and safety (WHS).

Probity and project-governance constraints may include:

ethical behaviours

limits of authority

organisational policy and procedures

prescribed decision escalation.

Modifications may be made:

in consultation with project team members, section heads, project manager and stakeholders

independently or with endorsement of relevant authority if necessary

regularly throughout the project life cycle

taking into account internal organisational change and external environmental change.

Procurement records and information may include:

contract change proposals and approvals

contract discharge and asset disposal register

contract documentation, including contract negotiation documentation

contractor selection criteria, processes and recommendations

procurement-management plan

product specifications

test and acceptance procedures and documentation.