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Government Finance Officers Association <br />Research and Consulting Center <br /> <br />Task 1: Project Planning <br />No project can be successful without proper planning and tools to manage the effort. <br />Working together, the GFOA and the City project manager will prepare the following <br />tools that will be essential to project coordination. <br /> Project Plan GFOA will prepare a project plan in Microsoft Project. This <br />document identifies all the detailed tasks for the project for both the City and <br />GFOA, the person responsible for executing those tasks, the estimated time <br />required to complete them, and any dependencies that a given task may have <br />relative to other tasks. <br /> Project Documentation - If the City uses a website or other collaboration tool for <br />project and document management, we will discuss early on in the project how <br />we can use this for sharing documents and information across the larger project <br />team. If desired, GFOA can also host a website with collaboration tools <br />specifically for this project. <br /> Project Management GFOA will participate in regular project management <br />meetings and provide a regular (monthly) status report for the project. We <br />expect our project manager to serve as a coach, guide, and advisor throughout <br />the project. They will maintain regular communication to address issues, point <br />out risks, provide lessons learned, and ultimately work to help the project be a <br />success. Ongoing costs and effort for all project management activities are built <br /> <br /> <br />Deliverables: <br />1) Project Plan <br />2) Project Basecamp Site <br />3) Project Status Reports (for length of project) <br /> <br />Task 2: Process Design and Requirements <br />For every software selection project, GFOA believes that governments should focus the <br />procurement on a set of functional requirements that describe key tasks, calculations, <br />processes, and other outcomes the system must complete. As part of the project, <br />requirements development focuses defining what needs to be completed rather than <br />how the system or the organization handles tasks currently. This allows for future <br />improvement and full utilization of the system tools and built-in processes to make the <br />City more efficient. <br /> <br /> <br /> Page 4 <br /> <br />