Part 9: Project Procurement Management

TASK 1
MEMORANDUM
To: Senior Management, Manage Your Health, Inc. (MYH)
From: Project Management
Date: 03/04/2024
Subject: Internal Training for the Entertainment and Health System

Dear Senior Management,

I hope this memo finds you well. I would like to discuss the decision to
outsource the employee training for the upcoming Entertainment and Health
System, as well as the incentive program aimed at motivating employees to
use the system and improve their health. While I understand the desire to
bring in external expertise, I strongly believe that conducting the training
internally would be the more effective and beneficial approach.

Firstly, I would like to highlight that MYH has a wealth of experience and
expertise in providing internal training. Our organization has invested
significant resources in developing a robust training infrastructure and a
dedicated team of trainers who are well-versed in our company culture,
values, and systems. By leveraging our internal training capabilities, we can
ensure that the training is tailored specifically to the needs of our employees
and aligned with MYH's objectives.

Moreover, the Entertainment and Health System is a critical initiative for our
organization, and it is essential that our employees fully understand and
embrace its functionalities. By conducting the training internally, we can
engage directly with our employees and provide them with the necessary
support and guidance throughout the learning process. This hands-on
approach will not only foster a sense of ownership and empowerment among
our workforce but also minimize the need for future support calls and enhance
the overall user experience.

Additionally, our employees are more likely to trust and embrace the training
when it is delivered by familiar faces within our organization. The trainers,
who are already known and respected by our workforce, can build rapport,
and establish a strong connection with the trainees. This will create a positive
learning environment that encourages active participation and knowledge
retention.

Furthermore, conducting the training internally allows for greater flexibility

and customization. We can easily adapt the training materials and content
based on the specific needs and feedback of our employees. This agility
enables us to address any emerging challenges or incorporate new features of
the system effectively. By keeping the training process in-house, we retain the
ability to iterate and improve the training program continuously.

In conclusion, I strongly recommend that we leverage our internal training

expertise and conduct the employee training for the Entertainment and
Health System internally. This approach will ensure that the training is tailored
to our unique organizational needs, promote employee engagement and buy-
in, minimize support requirements, and allow for ongoing customization and
improvement. However, we can explore outsourcing the incentive program to
an external company to bring in fresh perspectives and exciting ideas.

Thank you for considering my perspective on this matter. I am confident that

by conducting the training internally, we will maximize the success of the
system and empower our employees to embrace and utilize it effectively.

Please feel free to reach out if you have any further questions or if there is
any additional information I can provide.

Sincerely,
Ruoyan

TASK 2
Proposal 1 Proposal 2 Proposal 3 Et
c.
Criteria Weig Rati Scor Rati Scor Rati Scor
ht ng e ng e ng e
Management approach 15% 80 12 90 13.5 60 9
Technical approach 15% 90 13.5 50 7.5 90 13.5
Past performance 20% 70 14 95 19 90 18
Price 20% 90 18 80 16 80 16
Interview results and 30% 80 24 95 28.5 65 19.5
samples
Total score 100% 81.5 84.5 76

Based on the total weighted scores, Proposal 2 has the highest score of 84.5,
followed closely by Proposal 1 with a score of 81.5. Proposal 3 received the
lowest score of 76.

Considering the results, my recommendation would be to select Proposal 2. It

received the highest total weighted score, indicating a strong performance
across the evaluated criteria. While Proposal 1 was a close contender,
Proposal 2 demonstrated a superior technical approach and interview results,
which contributed to its higher score.
TASK 3

Draft contract terms

Contract number: 0001
Date: 04/03/2024

This Contract is entered into by and between Manage Your Health, Inc.
(hereinafter referred to as "MYH" or "Buyer") and Seller for the purpose of
providing incentives for Seller to improve employee health and reduce health
insurance premiums based on the achievement of MYH's primary objectives.
Reduce health insurance premiums. The following are terms that may be
included in the contract to ensure that the parties' interests and objectives are
aligned:

I. Scope of Services and Objectives:

a) Seller will provide MYH's employees with incentive programs and support to
promote the use of recreation and wellness systems and to improve the
health of its employees.

b) The goal of the incentive programs is to reduce health insurance costs and
improve overall employee well-being through active employee participation in
system use and health improvement activities.

II. Incentive Plan Design and Implementation:

a) Seller will develop and implement a comprehensive incentive plan,

including rewards and incentives, to encourage employees to effectively use
the Recreation and Wellness System and participate in health improvement
activities.

b) The incentive plan shall determine the level of rewards and incentives
based on the Employee's use of the system, achievement of wellness goals,
and participation in wellness activities.

III. Performance Evaluation and Reporting:

a) Seller will periodically evaluate Employee's performance under the

Incentive Plan and provide detailed performance reports to MYH.

b) Performance reports shall include key metrics such as employee

participation, system usage, health improvement data, and changes in health
insurance costs.

IV. Confidentiality:

a) The parties agree to maintain the confidentiality of all business, technical

 and financial information between the parties during the performance of this
contract and after termination.

b) Confidential information includes, but is not limited to, employee data,

system design and implementation details, incentive plan details, and
performance reports.

V. Contract Term and Termination:

a) The initial term of this contract shall be for a period of one year from the
date of signature. Thereafter, the contract may be renewed annually at the
option of both parties by mutual agreement.

b) Both parties shall have the right to terminate the contract in advance,
subject to a certain period of notice to the other party and the fulfilment of
the procedures and obligations for termination of the contract.

VI. Dispute Resolution:

a) Any dispute or controversy arising out of this contract shall be resolved

through friendly negotiations. If the negotiation fails to resolve the dispute,
both parties agree to submit the dispute to arbitration for resolution.

VII. Application of Law and Jurisdiction:

This Contract shall be governed by and shall be interpreted and enforced in

accordance with the laws of the location.

Part 10: Project Stakeholder Management

TASK 1
Name Position Internal/ Project Role Contact
External Information
Tony Prince project manager Internal project manager [email protected]
Hillary Project sponsor Internal Project [email protected]
sponsor
Bonnie IT programmer Internal Team [email protected]
member
Patrick IT network Internal Team [email protected]
specialist member
Nancy IT business Internal Team [email protected]
analyst member
Gayle VP of HR/sponsor Internal Project [email protected]
sponsor
Yusaff HR specialist Internal specialist [email protected]
Cassandra Finance Internal specialist cassandra@myh.
specialist com
Supplier A Supplier External Supply N/A
training
Full-time User External users N/A
employees
part-time User External users N/A
employees

TASK 2

Stakeholder Management Strategy

Name Power Current Potential Management Strategies

/Interest Engageme
nt
Hillary High/ Leading Regular communication: Maintain open
high and frequent lines of communication with
Hilary, providing her with updates on the
project's progress, discussing any issues
or concerns, and seeking her guidance.
High-level briefings: Conduct regular
briefings with Hillary to ensure she has a
full understanding of the project's
progress, milestones, and possible risks or
challenges.
Stakeholder alignment: work with Hilary to
align the project goals and objectives with
the overall strategic direction of the
organization and ensure that the project
outcomes reflect her vision.
Gayle High/ Leading Involvement in decision-making: Include
medium Gail in key decision-making processes
related to the recreation and wellness
system, such as the development of
incentive programs and employee
engagement plans, to make the most of
her expertise and ensure alignment with
HR objectives.
Regular Updates: Provide Gail with regular
updates on the impact of the project on
employee health, engagement, and well-
being, highlighting the potential benefits
 of the new system.
Employee communications: work with Gail
to develop an effective communications
strategy to engage employees and
promote adoption of the new system,
highlighting the potential benefits to
employee health and wellbeing.
Suppli Medium/ Supportive Collaborative approach: Establish a co-
er A high operative working relationship with the
person responsible for Supplier A,
incorporating it into the planning,
implementation and evaluation phases of
the project.
Regular Meetings: Schedule regular
meetings to discuss training progress,
address any questions or concerns, and
ensure alignment with project goals.
Performance Evaluation: Set clear
performance metrics and expectations for
Supplier A. Regularly evaluate its training
and incentive programs to ensure that it is
aligned with the project objectives and
meets the needs of MYH employees.
User Low/ Neutral Active participation: recognize and include
medium vocal members in the user group testing
process, soliciting their feedback,
suggestions and insights to improve the
usability and functionality of the system.
Feedback Loop: Maintain an ongoing
feedback loop with the member, providing
them with updates on how their input has
impacted the development of the system
and addressing any questions or concerns
raised.
Appreciation and recognition: Publicly
recognize the contributions of vocal
members, taking their valuable feedback
into account and inviting them to
participate in future user group activities
or events.
 TASK 3
Issu Descriptio Impact Date Reported Assigned Priorit Due Stat Commen
e n Report by to y Date us ts
ed (H/M/
L)
1 Yusaff Loss of Feb.4 HR N/A H Mar.2 clos Not yet
leaving expertise Departme e officially
the nt separate
company d
2 a difficult Disruption Feb.6 Project User M Feb.1 open Almost
and vocal in Manageme Group 6 Finished
member of collaborati nt Lead
the user on
group
3 unproducti Time Feb.8 Project Team H Feb.2 open
ve waste Manageme 0
meetings nt
4 Technical Decreased Feb.20 IT IT H Feb.2 open
glitch productivit Departme Departme 9
affecting y nt nt
system
performan
ce
5 Insufficient Reduced Feb.29 Project Supplier A M Mar.1 open
user system Manageme 5
training on adoption nt
the new
system
6 Budget Financial Mar. 1 Finance Project H Mar.2 open
overrun constraint Specialist Manageme 5
due to s nt
unexpecte
d
expenses
Etc.