Presentation by Andreas Schleicher Tackling the School Absenteeism Crisis 30 ...
SDPM - Lecture 10 - Contract management
1. Leiden Institute of Advanced Computer Science
System’s Development and Project
Management –
Contract management
Prof. Dr. Thomas Bäck
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2. Leiden Institute of Advanced Computer Science
Outsourcing
Benefits: Remaining risks:
! Potential time reduction ! Outside transfer of
! Cost savings – expertise
economies of scale ! Loss of control over
! Risk reduction future development
! External expertise: ! Compromise of
! Specialized developers confidential information
! Library of resuable code ! Loss of progress
visibility and control
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3. Leiden Institute of Advanced Computer Science
Outsourcing (cont‘d)
! Management plan incl. risk management
! Contract management
! Regular vendor communications
! Count on using some of your own technical
resources
! Be leery of unstable requirements
! Retain sufficient control to pull work back in-
house if needed
! Avoid double standards
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4. Leiden Institute of Advanced Computer Science
Offshore outsourcing
! Communication
! Language
! Problem of lines and bandwidth
! Time differences
! Travel time and expenses
! Characteristics of vendors’ country
! Copyrights/patents/intellectual property laws
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5. Leiden Institute of Advanced Computer Science
Acquiring software from external supplier
This could be:
! A bespoke system - created specially for the
customer
! Off-the-shelf - bought ‘as is’
! Customized off-the-shelf (COTS) - a core
system is customized to meet needs of a
particular customer
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6. Leiden Institute of Advanced Computer Science
Payment methods
! Time and materials contracts
! Fixed price contracts
! Fixed price per delivered unit
Note difference between goods and services
Often license to use software is bought rather
than the software itself
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7. Leiden Institute of Advanced Computer Science
Time and materials contracts
Advantages to customer
! Easy to change requirements
! Lack of price pressure can assist product
quality
! Preliminary estimate of overall cost
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8. Leiden Institute of Advanced Computer Science
Time and materials contracts (cont’d)
Disadvantages
! Customer liability - the customer absorbs all
the risk associated with poorly defined or
changing requirements
! Lack of incentive for supplier to be cost-
effective
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9. Leiden Institute of Advanced Computer Science
Fixed price contracts
Advantages to customer
! Known expenditure
! Supplier motivated to be cost-effective
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10. Leiden Institute of Advanced Computer Science
Fixed price contracts (cont’d)
Disadvantages
! Supplier will increase price to meet
contingencies
! Difficult to modify requirements
! Upward pressure on the cost of changes
! Threat to system quality
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11. Leiden Institute of Advanced Computer Science
Fixed price per unit delivered
D esign
Implementation
FP
count
Total
cost/FP
cost/FP
cost/FP
to
2,000
$242
$725
$967
2,001-‐
2,500
$255
$764
$1,019
2,501-‐3,000
$265
$793
$1,058
3,001-‐3,500
$274
$820
$1,094
3,501-‐4,000
$284
$850
$1,134
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12. Leiden Institute of Advanced Computer Science
Fixed price/unit example
! Estimated system size 2,600 FPs
! Price
! 2000 FPs x $967 plus
! 500 FPs x $1,019 plus
! 100 FPs x $1,058
! i.e. $2,549,300
! What would be charged for 3,200 FPs?
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13. Leiden Institute of Advanced Computer Science
Fixed price/unit contracts
Advantages for customer
! Customer understanding of how price is
calculated
! Comparability between different pricing
schedules
! Emerging functionality can be accounted for
! Supplier incentive to be cost-effective
! Life cycle range
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14. Leiden Institute of Advanced Computer Science
Fixed price/unit contracts (cont’d)
Disadvantages
! Difficulties with software size measurement -
may need independent FP counter
! Changing (as opposed to new) requirements:
how do you charge?
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15. Leiden Institute of Advanced Computer Science
The tendering process
! Open tendering
! Any supplier can bid in response to the invitation
to tender
! All tenders must be evaluated in the same way
! Government bodies may have to do this by local/
international law, e.g. GATT (UNO, General
Agreement on Tariffs and Trade)
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16. Leiden Institute of Advanced Computer Science
The tendering process (cont’d)
! Restricted tendering process
! Bids only from those specifically invited
! Can reduce suppliers being considered at any
stage
! Negotiated procedure
! Negotiate with one supplier, e.g. for extensions to
software already supplied
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17. Leiden Institute of Advanced Computer Science
Stages in contract placement
Requirements
analysis
Evaluation
plan
Invitation to
tender
Evaluation of
proposals
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18. Leiden Institute of Advanced Computer Science
Requirements document
! Introduction
! Description of existing system and current
environment
! Future strategy or plans
! System requirements
! Mandatory/desirable features
! Deadlines
! Additional information required from bidders
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19. Leiden Institute of Advanced Computer Science
Requirements document (cont’d)
! Requirements will include
! Functions in software, with necessary inputs and
outputs
! Standards to be adhered to
! Other applications with which software is to be
compatible
! Quality requirements, e.g. response times
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20. Leiden Institute of Advanced Computer Science
Evaluation plan
! How are proposals to be evaluated?
! Methods could include:
! Reading proposals
! Interviews
! Demonstrations
! Site visits
! Practical tests
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21. Leiden Institute of Advanced Computer Science
Evaluation plan (cont’d)
! Need to assess value for money for each
desirable feature
! Example:
! Feeder file saves data input
! 4 hours a month saved
! Cost of data entry clerk £20 an hour
! System to be used for 4 year
! If cost of feature £1,000, would it be worth it?
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22. Leiden Institute of Advanced Computer Science
Invitation to tender (ITT)
! Note that bidder is making an offer in
response to ITT
! Acceptance of offer creates a contract
! Customer may need further information
! Problem of different technical solutions to the
same problem
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23. Leiden Institute of Advanced Computer Science
Memoranda of agreement (MoA)
! Customer asks for technical proposals
! Technical proposals are examined and
discussed
! Agreed technical solution in MoA
! Tenders are then requested from suppliers
based in MoA
! Tenders judged on price
! Fee could be paid for technical proposals by
customer
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24. Leiden Institute of Advanced Computer Science
Evaluation of proposals
! Management considerations:
! Vendor ability to meet budget and schedule
commitments
! Project management capabilities
! Confidentiality issues, e.g. serving competitors
! Supply of product support
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Evaluation of proposals (cont‘d)
! Technical considerations:
! Evaluation of software-development capability
! Expertise in application area and implementation
environment
! Support of further enhancements
! General considerations:
! Financial stability
! Contract development as primary line of business
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26. Leiden Institute of Advanced Computer Science
How would you evaluate the following?
! Usability of an existing package
! Usability of an application yet to be built
! Maintenance costs of hardware
! Time taken to respond to requests for
software support
! Training
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27. Leiden Institute of Advanced Computer Science
Typical contract terms
! Definitions
! Form of agreement
! Sale/lease/license
! Goods and services to be supplied
! Environment – defining responsibilities
! Customer commitments
! Standards and acceptance procedures
! Timetable
! Price and payment method
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Contract management
! Contracts should include agreement about
how customer/supplier relationship is to be
managed, e.g.
! Decision points - could be linked to payment
! Quality reviews
! Changes to requirements
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29. Leiden Institute of Advanced Computer Science
This is the End !
Thank you !
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