First Steps to Project Management Tribal Track Brandon Herrera

1. sample text sample text sample text First Steps to Project Management Tribal Track Brandon Herrera Pueblo of Laguna Engineering Program

2. Welcome Collaboration

3. Congratulations You have been appropriated funding for your important infrastructure project….now get it done!

4. Fully Executed IGA…. Approved IGA Procurement Project Mgt. Closeout NOO Do you feel like this when you receive the IGA?

5. Who has the power? Who do you feel most like?

6. Approved IGA Reports NO Utilize your resources to put the project together

7. First Steps to Managing Your Project Plan your Project Management 1 3 5 Submit NOO Kick-off Project Procurement Follow the Rules Understand your IGA 2 4 6

8. 1 Read and Understand Your IGA • Timeclock starts at the “effective date” of the IGA (Article IV Section A) • Understand Important Dates • Reversion Date (Article 1 Section A) • Obligation of 5% Date • Expenditure of 85% Date • IGA is based off the Statement of Work -or- Project Description the “Grantee” submitted (Article I Section B) • Attachment A Includes- Statement of work, budget, results, schedule (timeframe) • Understand Budget – Attachment B

9. Plan Your Project Management 2 • In-house project management • Hired consultant to manage project • Understand where management costs will be paid from • Does grant funding and IGA allow this cost • Grantee may pay for management costs PM is responsible for getting the wheels turning

10. Procurement 3 • IGA’s language on procurement policy requirements is general (Article X Section i) • Allows for use of Grantee’s procurement policy • If no procurement policies exist, follow Federal regulations, 2 CFR 200

11. Procurement 3 • Understand what IGA and the State is asking for • Procure goods and services in accordance with policy • Request for Proposals/Bids • Detailed scope of work in accordance with IGA • Bid and contract documents • Advertising and public notice • Competitiveness • Due dates • Pre proposal/bid meetings • Correspondence/Addenda • Bid certification documents • Consultant or Contractors proposal/bid • Save all documents….you will need them for NOO submission!

12. Submitting Notice of Obligation (NOO) 4 • Use standard NOO forms and utilize IAD’s NOO checklist • http://www.iad.state.nm.us/tribalinfrastructurefund.html • IAD’s website provides the forms and example to follow

13. Submitting Notice of Obligation (NOO) 4 • Provide cover letter and include NOO documents as attachments • Use NOO Standard Form • Add Table of Contents

14. Submitting Notice of Obligation (NOO) 4 • DO NOT proceed with third party agreement until Agency approves NOO; this includes signing document. • Allow time to for processing of the NOO request, but per IGA, Agency has 7 business days to respond (Article II Section (i) f) • Make sure to file and keep record of all approved NOO’s!

15. Kick-off Project 5 • Make sure steps 1-4 have been taken care, otherwise, Grantee could be liable • Use a kick-off meeting to bring team together and get project started • Include all stakeholders • Document all correspondence • Understand project timeline/schedule/due dates • Submit reports to CPMS

16. Recap Plan your Project Management 1 3 5 Submit NOO Kick-off Project Procurement Follow the Rules Understand your IGA 2 4

17. Thank you! Brandon Herrera POL Engineering Program bjherrera@lagunapueblo-nsn.gov