Project Management Framework
Planning - Acquisition Plan
Definition
The Acquisition Plan identifies the process that will be used to acquire goods and services needed to complete the project. It involves consideration of what to acquire, how to acquire it, and when it needs to be available to the project. It may also address how to dispose of any assets at the end of the project.
Why is this important?
Good acquisition planning ensures that materials and services will be available to the project when needed and at the most economical cost. It also helps with the overall planning effort by identifying costs, funding sources, and the need for any contractual agreements. Acquisition planning integrates the procurement process into the project management
Scheduling and Task Plan.
Instructions
- Start with the Feasibility Study and/or Decision Package if they have been done for the project. These documents should contain a list of the general items and services that will be needed, as well as the budget information and funding sources.
- Write the acquisition plan to contain a more detailed description of these items. Define what models are needed and the amounts to be spent. Determine whether items will be acquired by purchase on the open market, purchase through new or existing contracts, leased, built in house, or by other means.
- Determine when the item must be available to the project, what the lead-time will be to get it in place, and what the specific funding source will be. This information will help you then set up a procurement schedule that is integrated with the project task plan.
- Determine how assets will be disposed of at the end of the project. Assets may be surplussed, returned to the lessor, recycled to a new project, or retained as necessary components to the maintenance and operations of the completed project.
- Refer to the Contractor Management Plan for further information on items purchased by contract. Refer to Office of Financial Management on contracting for personal services and General Administration for non-IT procurements.
How to Scale
The degree of acquisition planning may be influenced by several factors.
- Large scale projects may entail the purchase of high volumes of goods and services, which will require more planning and scheduling considerations.
- The degree of competitive procurement effort may be influenced by the total contract dollar amount. Spending thresholds are typically established. See the ISB Acquisition Policy Requirements for Competitive Solicitations
- Funding sources such as grants may require stringent compliance criteria be met which may require more details in (and management of) the Acquisition Plan.
- Use existing contracts or amended contracts to reduce the effort spent on the contracting process.
Checklists