« GIS STUDIES LEADING »

1. « GIS STUDIES LEADING » « Assessment of Proposals Submitted for GIS Studies » A description of how to achieve basic knowledge in order to assess proposals for GIS studies and how to use the assessment as a device in the further study

2. Assessment of proposals……. – Purpose With This Training Session • Initially - Three types of proposals • From consultant companies or other vendors for participation in GIS studies • Internal proposals to get a starting point for a GIS study • Continued study as a result of an intial GIS study / a GIS Strategy • This session - To get an idea about, consider and discuss • how to assess different proposals forwarded for participation • the necessary preparations prior to the assessment process • the most frequent pits and how to avoid them • the importance of proper referencing to find the best consultants This training session - only the first of these three types of studies

3. Assessment of proposals……. – Method For This Training Session • Oral presentations • Plenary discussions • Discussions in groups of 4 – 6 participants with subsequent presentation of the result • Hand outs • Viewer copies of the slides • Reading material

4. Assessment of Proposals Submitted for GIS Studies • Contents • Introduction • The assessment process – a suggested work flow • Preparations for the assessment process • Assessment of proposals – importants issues to consider • Referencing • The decision and information process

5. Introduction • The PFP/RFQ • Parallel work RFP/RFQ  Assessment documents • Assessment prinicples described in the RFP/RFQ • RFP/RFQ document review - is every relevant aspect included? • The assessment group • Size • Composition • External or internal chairman of the group?

6. Introduction • The PFP/RFQ • Parallel work RFP/RFQ  Assessment documents • Assessment prinicples described in the RFP/RFQ • RFP/RFQ document review - is every relevant aspect included? • The assessment group • Size • Composition • External or internal chairman of the group? Discuss, in plenum, the composition of an assessment group for a comprehensive GIS study in your own organisation. How should it be organized and manned?

7. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading

8. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements

9. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements Discuss, in groups during 10 minutes, which formal requirements that should be responded in the proposal

10. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements • Mandatory skills requirements

11. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements • Mandatory skills requirements • Idea for how to carry out the GIS study

12. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements • Mandatory skills requirements • Idea for how to carry out the GIS study Why is it so important with a proposed idea for the study? Discuss in groups, during 15 minutes!

13. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements • Mandatory skills requirements • Idea for how to carry out the GIS study • Optional skills requirements

14. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements • Mandatory skills requirements • Idea for how to carry out the GIS study • Optional skills requirements • Review of CVs

15. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements • Mandatory skills requirements • Idea for how to carry out the GIS study • Optional skills requirements • Review of CVs • Referencing

16. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements • Mandatory skills requirements • Idea for how to carry out the GIS study • Optional skills requirements • Review of CVs • Referencing • Price comparison

17. The Assessment Process – a Work Flow • The work flow – one suggestion • The 1st reading • Mandatory formal requirements • Mandatory skills requirements • Idea for how to carry out the GIS study • Optional skills requirements • Review of CVs • Referencing • Price comparison • The final decision

18. The Assessment Process – a Work Flow • Strict and logical • Described in the RFP/RFQ • Every decisive step and every decision recorded • The arguments for every decision recorded • A list of proposals still remaining for further assessment after every exclusion decision made • The final decision • Reasons for the final decision

19. The Assessment Process – Preparations • Assessment templates • Mandatory formal requirements • Economic issues • CVs • Referencing templates • Time schedule • Set of important questions to be answered • Educational background • Project experience and project leader experience • Studies experience • Strategic document experience • Public sector or private sector experience

20. Assessment of Proposals – Important Issues to Consider • Formal requirements • Experience from relevant projects • What is relevant projects • Which is the role of the consultant versus recorded experience • What happened with the referred project • In which type of organisation was the referred project • Value add to the study by using consultants • Consultant skills • Combination of internal / external skills • Supposed study result • What is to come after the study • Access to the CEO level about a continued project

21. Assessment of Proposals – Important Issues to Consider • Vendor independency • Independency to specific GIS SW vendors • Independency to HW vendors • Independence to application developers and systems integration companies

22. Assessment of Proposals – Important Issues to Consider • Vendor independency • Independency to specific GIS SW vendors • Independency to HW vendors • Independence to application developers and systems integration companies Discuss, in plenum, pros and cons with vendor independency. Conclude if vendor independency is to prefer or not in a GIS study and why.

23. Assessment of Proposals – Important Issues to Consider • Vendor independency • Independency to specific GIS SW vendors • Independency to HW vendors • Independence to application developers and systems intgration companies • The CV Discuss, in groups, during 15 minutes, what is desired as contents in a good CV!

24. Assessment of Proposals – Important Issues to Consider • Vendor independency • Independency to specific GIS SW vendors • Independency to HW vendors • Independence to application developers and systems integration companies • The CV – a proposed content • Educational background • A general skills description • A detailed skills description concerning • Project experience, including project manager experience, roles in the projects • SW, programming, data management, systems integration experience • References, relevant memberships in associations • Privates

25. Assessment of Proposals – Important Issues to Consider • Economy • Costs for consultants • Internal costs • Legal issues

26. Referencing • The referencing template (the referencing plan) • Relations between the referee and the proposed consultant • General personal skills • Personal skills related to the study • Ability to work in a team, as a team member, as a team leader • Loyalty and integrity • Social ability

27. Referencing • Selecting referees • The referencing procedure • Telephone call or personal inteview • The referencing template • Notes • Feed back to the assessment group • How to evaluate the referencing • Complementary information to the assessment of proposals + / - • The unwritten + / - • Warning signals (social ability, loyalty and integrity) – complementary referencing if necessary

28. The Decision and Information Process • Legislation • All proposing companies/individuals • Carefully written decision • Major arguments for the decision • (Assessment documents attached)