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PROJECT AND PORTFOLIO MANAGEMENT - Response deadline 25 July 2008

Address Response to the EOI by e-mail to:  clambert@unicef.org by 25 July 2008

UNICEF is seeking Expressions of Interest (EOIs) from eligible vendors in respect to the provision of Project and Portfolio Management Services. A more detailed scope of work will be provided to vendors that will eventually be invited to submit proposals.

1.0 GENERAL REQUIREMENT
This initiative is planned to start in the fourth quarter of 2008. The work will be done mainly in UNICEF's New York headquarters although there may be some travel related to training so a few of UNICEF's offices in other locations. All work will be conducted in English; all documentation and deliverables derived from this work must be provided in English.

Components of an integrated Project/Portfolio Management services include:

. Project identification, prioritization, and selection
. Program and project governance
. Project management principles
. Project life cycle
. Project management methodology
. Project workflow
. Project and portfolio management procedures, processes and practices
. Project and portfolio management process tools
. Project and portfolio software tools
. Project and portfolio management guidelines and templates
. Training for project managers and users in general

Consistent with UN Coherence, UNICEF plans to implement the PRINCE2 (Projects IN Controlled Environments) project management methodology.  UNICEF also wishes the vendor to include tools and techniques from the Project Management Institute's Project Management Body of Knowledge (PMBOK) that are not included in PRINCE2 and which complement the PRINCE2 methodology.  Because of its investment in Microsoft Office and Microsoft Project, UNICEF plans to use the Microsoft Enterprise Project Management suite of software to automate IT Project and Portfolio Management. UNICEF also plans to integrate the Project and Portfolio Management Systems to through web-based collaboration and reporting tools. Finally, given that UNICEF has a strong SAP implementation and plans to continue developing it, it is important to consider the integration of Microsoft Enterprise Project Management.

2.0 BACKGROUND INFORMATION
UNICEF is mandated by the United Nations General Assembly to advocate for the protection of children's rights, to help meet their basic needs and to expand their opportunities to reach their full potential and is guided by the Convention on the Rights of the Child.  UNICEF mobilizes political will and material resources to help countries, particularly developing countries, ensure a "first call for children" and to build their capacity to form appropriate policies and deliver services for children and their families. UNICEF is committed to ensuring special protection for the most disadvantaged children and responds in emergencies to protect the rights of children. 

UNICEF has made a significant investment in information technology (IT) products and services to help accomplish its mission. UNICEF employs a global network connecting 228 offices located in 134 countries throughout the world and has begun work to implement a single Enterprise Resource Planning System (ERP) to support Headquarters, Regional, and Country Offices.  The Division of Information Technology Solutions and Services Division (ITSS) plans to implement changes to enhance overall performance and increase customer satisfaction.  These changes include improving how IT projects are selected, planned, and monitored.  ITSS has established a Program and Project Management organization to provide project planning support and monitor the progress toward meeting project milestone objectives, schedule, and cost for major IT projects.

3.0 SCOPE OF WORK
UNICEF seeks long term contractual services to implement a Project and Portfolio Management Methodology and System.  The scope of work is to develop a pragmatic, integrated Information Technology Project and Portfolio Management process which leverages best practices, considers UNICEF's global culture and can be implemented with a multi-year approach through gradual work.  Contractual services include identifying, defining, and documenting project and portfolio management processes, providing project and portfolio management training to UNICEF staff, assisting UNICEF in creating and populating the initial project and portfolio management databases, as well as providing support in using and improving the methodology on a continuous basis. 

UNICEF will have the option for the vendor to perform some or all of the work orders included in as detailed in the scope of the work.  The scope of work is organised into two parts:

3.1 Part A: Development and Implementation of IT Project and Portfolio Management Methodology
This part consists in the development and implementation of the UNICEF IT Project and Portfolio Management Methodology. It also includes the development of templates, installation and configuration of integrated project, portfolio management and reporting software tools and training of UNICEF staff. The work is organised into five work orders with clearly defined goals and deliverables. The five work orders are detailed below:

The Work orders described in this Annex refer to "Part A" of the Scope of Work

Work Order 1: IT Portfolio Management Process Review and Recommendations

The IT Portfolio Management process review and recommendation task consists of an assessment of existing UNICEF IT Portfolio Management processes.  These processes are not formally defined and have been developed to support the biennium budget formulation cycle.  UNICEF is also finalizing policy and procedures for the governance of systems and business processes.  The goal of this phase is to provide observations and recommendations regarding current and planned IT Portfolio Management processes and supporting systems.  This includes the integration with other related mission processes such as strategic planning and project management as well as an assessment of the current process in comparison to best practices.   The intent is to produce a high level gap analysis along with any recommendations for improvement. 

Deliverables for this work order:
IT Portfolio Management Process Review Gap Analysis and Recommendations
IT Portfolio Management Process Development Plan

Work Order 2: IT Project Management Process Review and Recommendations

The IT Project Management process review and recommendation task consists of an assessment of existing UNICEF IT project management processes. Current project management processes are not defined and vary by IT application and infrastructure group.  Most project managers use Microsoft Project to develop the project plan; however, there is no standard Work Breakdown Structure in place. ITSS produces an Annual Work Plan that identifies high level project schedule for major investment projects using Microsoft PowerPoint.  The vendor must provide a comprehensive gap analysis, which should outline all key issues that must be addressed to move from the current state to a Project Management system with PRINCE2 as the foundation project management methodology as complemented by PMBOK and ultimately to an integrated Project and Portfolio Management system.  For example, issues such as lack of a full set of policies and procedures, staff or skill shortfalls, tools must all be identified along with recommendations for next steps to close the gap in a timely manner.  Each recommendation should include an estimate for the time and cost or resource to remedy the situation. 

Key considerations for the Gap Analysis include:

. Must use PRINCE2 as the baseline for project management methodology with complementary tools and techniques from PMBOK, as appropriate, for comparison when conducting the gap analysis, e.g. specific industry standards and best practices.
. Must consider the global nature of UNICEF including mission needs and cultural matters.
. Must categorize all gaps by priority, e.g. <3 months, 3-6 months, >6 months, and identify both qualitative and quantitative benefits and significant risks and/or dependencies.
. Must categorize group all gaps by work stream.  Specifically, it must identify the immediate gaps, work currently in progress, and flag any work that needs to be stopped or redirected in the light of the analysis.

Deliverables for this work order:
IT Project Management Process Review Gap Analysis and Recommendations
IT Project Management Process Development Plan

Work Order 3: IT Project and Portfolio Management Process Development

The vendor will develop the materials required to fill the identified gaps.  For example, this will include:
 
. A project plan which includes a Work Breakdown Structure which is cross referenced to deliverables and gaps; a schedule for associated WBS tasks and deliverables; and an order of magnitude level cost estimate for each major deliverable (or set of related tasks which a single piece of work will address together). 
. Portfolio Management Manual that defines portfolio management policies and procedures and serves as a step-by-step reference for identifying, prioritizing, selecting, and managing the portfolio of IT projects. The Manual should include process flow charts, detail work procedures, templates, and guidelines.
. Project Management Manual that defines project management policies and procedures and serves as a step-by-step reference for effective IT project management at UNICEF.  The Manual should include process flow charts, detail work procedures, templates, and guidelines.
. Sizing of software tools required to support IT Project and Portfolio Management Process Development of IT projects at UNICEF

Deliverables for this work order:
IT Portfolio Management Manual
IT Project Management Manual

Work Order 4: IT Project and Portfolio Management System Installation

The vendor will install the project and portfolio management system.  This will include:

. Installation of the Microsoft Enterprise Project Management software suite - Project Portfolio Server 2007 and Project Server 2007.
. Integrate Microsoft Enterprise Project Management software suite with UNICEF's web-based collaboration tools and SAP Solution Manager relevant tools.
. User guide that serves as a step-by-step reference for project managers and other users to create, revise, update, and enter data. 
. Operation guide that serves as a step-by-step reference for systems administrators to install, operate, backup, restore, and maintain the project and portfolio management system, taking into consideration UNICEF's approach for high availability of IT systems.
. Populate the initial portfolio and project management databases.

Deliverables for this work order:
Microsoft Enterprise Project Management Software Suite Installation Configuration, including UNICEF specific views, forms, reports, and workflows and integration with web-based collaboration tools and SAP Solution Manager
IT Project and Portfolio Management System User Guide
IT Project and Portfolio Management System Operation Guide
IT Project and Portfolio Management System Initial Database Population
Updated IT Portfolio Management Manual
Updated IT Project Management Manual

Work Order 5: IT Project and Portfolio Management System Training

The vendor will provide training and mentoring to ITSSD staff in the proposed Project and Portfolio Management system.  This should include:
 
. Project and Portfolio Management Training Plan. The vendor will provide a comprehensive plan outlining the scope, time and cost associated with training.
. Project Management training.   The vendor will provide project management training for up to 90 UNICEF staff.  Class size should not exceed 15 per class.  UNICEF will provide the training facility in its New York City Headquarters office.
. Portfolio Management Training.  The vendor will provide portfolio management training for up to 45 UNICEF staff.  Class size should not exceed 15 per class.  UNICEF will provide the training facility in its New York City Headquarters office. 
. Provide a plan outlining the scope, time and cost associated with mentoring the ITSSD Program and Project Management organization to help implement the newly learned skills and tools. 
. Provide IT project and portfolio management mentoring service.

Deliverables for this work order:
IT Project and Portfolio Management Training Plan and training materials
IT Project and Portfolio Management Mentorship Plan
Training coordination, Training delivered

UNICEF estimates that Part A will total at least 70% of the effort and value of the agreement.

3.2 Part B: IT Project and Portfolio Support for Additional Initiatives

The vendor will provide consulting, training and mentoring to UNICEF staff in utilising, or improving the Project and Portfolio Management methodology and system, to help build additional capacity for the area.  Most probably, this part of the work will commence once Part A has been completed. Exceptions would derive from an extreme need to augment project management capacity for other projects done in parallel with the development and implementation of the Project and Portfolio Management methodology. UNICEF will request specific packets of work depending on upcoming needs. Work requests may include:
 
. Update the methodology and system to comply with international standards and/or to reach work method harmonization across IT entities in the United Nations.
. Extend the use and application of the methodology and system beyond the IT domain.
. Organize and conduct additional training sessions for UNICEF and/or other UN agencies.
. Provide resources to assist project managers in setting-up and/or updating project and portfolio management documentation
. Provide resources to assist project managers in measuring project status and producing regular status reports.

The effort and value for Part B should not exceed 30% of the total value of the agreement.

4.0 SUBMISSION OF EXPRESSION OF INTEREST (EOI)

Interested companies are required to complete and submit the attached EOI form.

EOIs should be sent to Christine Lambert, e-mail: clambert@unicef.org, not later than 25 July 2008.

Please note that responses received without a duly complete form or a form that is incomplete will not be considered.

This EOI does not constitute a solicitation. We do not require proposals and prices at this stage; we merely seek your expression of interest in participating in the tender.

A response to this Request for Expression of Interest does not automatically ensure that you will be selected to participate in the tender.

UNICEF reserves the right to change or cancel the requirement at any time during the EOI and/or solicitation process. UNICEF also reserves the right to require compliance with additional conditions as and when issuing the final tender document.

If you have any additional question about this EOI, please contact Christine Lambert, e-mail: clambert@unicef.org.

Companies expressing their interest are requested to provide the following mandatory documentary evidence in view of the selection of vendors for the forthcoming solicitation:

- Organizational and Financial profile

# Organizational Structure including any associates, partner firms etc.
# Number of years in consultancy business
# Number of years in Project and Portfolio Management Services

- Dedicated practice area and core competency

- State technical capabilities and number of personnel in the following:

# IT Portfolio Management Process Review and Recommendations
# IT Project and Portfolio Management Process Development and Implementation
# IT Project and Portfolio Management System Installation
# IT Project and Portfolio Management System Training development and Delivery

- What Project and Portfolio Management and Quality Assurance Certifications are in place

- Project Management Methodology

- Staten proven experience in provision of personnel and briefly describe nature and task (description for preceding two points above must not exceed 100 words)

- Confirmation that vendor:

# Has no on-going litigation with the UN
# Is not currently removed/invalidated or suspended by the United Nations or UN system organizations;
# Shall declare if it currently employs or anticipates employing any person(s) who was employed by the UN.