Needs assessment questions for purchasing agent at Waters, Inc.

Performing Purchasing Agent Duties

Need Identification and Specification

The accompanying questions will help me as a purchasing agent to study more about the project and if it is an exceptional match for Waters, Inc. They will additionally help me clearly layout the scope of the project and different items in my contact (Rasmussen, Goldy & Solli, 2012). Since this project includes implementing computer equipment and software, I will need to know the responses for each of these questions:

The first set of questions will give me an idea about software needs of the company:

How often is the software upgraded?

Who are the primary clients of the item, and what is their specialized level? Are they already acquainted with this technology?

Does Waters, Inc. update all software users at once or do they uphold different versions of the item?

What is the setting in which this computer equipment and software will be utilized?

What are the Waters Inc.'s update, upgrade, and post-improvement support needs?

This second set of questions gives me a wide review of the project:

I. Who will be my principal contact throughout my work for the Waters Inc. Assuming that the individual is available, will I create his/her level of contribution by checking whether he or she can answer my questions? (Rasmussen, Goldy & Solli, 2012).

General Conditions

The Waters Inc. is seeking bids from qualified specialists to introduce new computer equipment and software. This project will involve installing new computer equipment and software and training seventy-five new customer service representatives within the company.

The accompanying request for proposal (RFP) is distributed for your consideration. To be considered, your organization should meet the specifications and fulfill the necessities set forward in this RFP. Final suggestions must be received at the address of the company by 5:00 PM on Friday, October 7, 2013. Although the cost will be a vital variable in granting the contract, no statute or regulation binds the company to reward the bid for computer equipment and software based on cost (Rasmussen, Goldy & Solli, 2012). Accordingly, Waters Inc. maintains whatever authority needed to assess all proposals subjectively and objectively and reject or accept any or all proposals.

Execution Installation

All computer equipment and software must be installed as specified in agreement with project specifications producer's recommendations.

All wire cables will be led using concealed spaces to the greatest degree possible. In case the link wire cannot be hidden in existing structural ranges, cable and wire will be routed at the most elevated point available. Conductor or comparable ensured pursues will be used on all vertical hurries to surface-mounted mechanisms (Nelson, 2009).

Materials and products

• All components, equipment, cable, wire, and mounting hardware are to be supplied and erected as needed to meet producer's specifications and recorded installation procedures.

• All materials and supplies should be standard, normally produced equipment. All components and systems will be thoroughly tried and proven in real field utilization.

Whenever variables are incorporated from sources besides the manufacturer, the Vendor should show and check that the variables are compatible, before system acknowledgement, and shall provide to Waters, Inc. that utilization of such variables will not void the warranty of the system (Shelly & Rosenblatt, 2011).

• Work should be performed as per the relevant local, federal, and state codes, and standards present at the beginning of the installation. Where more than one code or regulation is relevant, the serious one might withdraw from the Proposals.

Proposals will remain legitimate or valid for a period of sixty days after submission. Revisions to proposals shall not be acknowledged by the company, except as may be mutually agreed upon accompanying the acknowledgement of the proposal (Leadbetter, C., Blackford, R. & Piper, T., 2012).

Timetable

I. RFP discharged: August 16, 2013

II. Compulsory walk through August 17, 2013, 11:00 AM

III. Due date for receipt of bids: September 7, 2013

IV. Proposal to Waters, Inc. Board: September 21, 2013

V. Vendor notifications as soon as possible after September 21, 2013

Prerequisites

Bid specifications for the computer equipment and software must adhere to the bid sheet specifications or be of equivalent particulars. All cost factors must be incorporated and a defined delivery period.

Payment

Final Payment to the successful bidder will be paid upon finishing the delivery, successful installation of the computer equipment and software, and successful implementation and configuration of the equipment.

Nondiscrimination Notice

Waters, Inc. does not discriminate based on color, race, age, sex, height, religion, national origin, marital status, weight, or disability in its activities and programs.

Execution: Testing and Training

• Vendor will purchase the equipment and train seventy-five new customer service representatives to operate the system independent without the need for external assistance.

• Vendor will supply all user manuals and other training materials on the specifics of the framework to fulfill training and operational prerequisites.

• Vendor will give extra technical support as required on the basic operation of the system for the whole term of the guarantee at no extra charge to Waters Inc.

• Vendor will direct and record a final performance test of all segments for validating the operability of the system.

Programming:

• Vendor will be answerable for all introductory programming of the system incorporating naming all points in the framework, creating essential recording parameter and time schedules, and whatever viable parameters to make the new system operational.

• Vendors will assist Waters Inc. In setting up the system. The vendor will identify the needed information and will provide data or other information assembling apparatuses to Waters Inc. with a defined goal of the initial system programming. Waters Inc. staff will be answerable for assembling the needed information and supplying it to Vendor in sufficient time to meeting set schedules (Rasmussen, Goldy & Solli, 2012).

Part 3:

Timeline of Tasks and Activities

This is a breakdown is applicable to normal implementation activities, and the period the tasks may take. There are five stages followed during the implementation of a computer and software project, which may overlap sometimes. With the ten to twelve week implementation, the estimated rate of time to be spent on each is shown. The last comprehensive stage will take a lot of time. I will have to take the opportunity to prove that the results of the project meets the needs of Waters Inc. Notable length of time will also be budgeted for project management, which is essential in all stages (Stair, 2013).

Project Preparation

When preparing for a project, I will need to recognize a project manager who will manage all aspects of the execution. A business partner can assume this part, or I can establish an internal resource for it. I will have to get ready to commence the task by confirming who will be included, both from a business necessities point-of-view and from a technical point-of-view. Throughout the project kickoff meeting, everyone involved in this project must be engaged to commit and approve to the timeline. I will set objectives and points of reference. Throughout this stage, an appointed vendor will normally deliver and start to institute the software. However, the installation may involve other numerous stages. To ensure the project is on schedule, I will concentrate on continuous project reviews (Martin & Oakley, 2008).

Business Blueprint

To make a business outline that will assist map how the computer equipment and software will work with the business processes, I will first collect process and user requirements. This will involve asking users how they like to work, and keep those preferences as a main priority when I am recording business process prerequisites. I will work with the appointed vendor to make a business map. This will incorporate business processes, business situations, and process steps. Audit the blueprint with the ideal project team guarantee that it is exact and comprehensive (Porter-Roth, 2012).

Project Realization

Throughout this stage, the vendor will set up the system and configure the frameworks while customizing the software to ensure it meets the company's needs. At this point, it is smart to address any organizational change issues that can come about because of the new software (Shelly & Rosenblatt, 2011). For instance, will the project manager require an alternate IT expert to administer the long-term solution? Will the expansions in productivity coming about because of the software and computer equipment mean that the company will have to reassign work tasks? The project team will start approving and testing the system, utilizing the business information. The vendor might consider requesting employees to volunteer in testing the new system. This could help them familiarize with the new applications. At this point, the project manager will need to plan to go-live and figure out when the new software will go live, and how it will be supported as workers figure out how to utilize it (Holtsnider & Jaffe, 2012).

Final Preparation

Throughout last arrangements, the project manager will direct software training for 75 new customer service representatives as per the directives of the company. They could attend in-person training sessions or, in the event that it makes more sense for the organization, they can exploit e-studying, which is a self-paced web training. My specialized group or together with the vendor will test the system for readiness and move from the existing software to the new system (Behforooz & Hudson, 2006).

Go-Live and Support

Throughout go-live and support, the vendor solution will be up and running. I can check how well it is working by talking with workers, assessing productivity, and surveying the efficiency of the business. At this point, I will ensure that I document and attend to outstanding issues (Rasmussen, Goldy & Solli, 2012).

Conclusion

A review of the entire project must be conducted after its finalization. A post-pilot study will be initiated to brainstorm any lessons obtained from the new project after the completion of the final review. The company must establish whether the employees can accomplish required tasks using the new system. In the wake of recognizing any modifications or adjustments, which need to be made to the system, the conglomeration then must complete the balance of the resource management activities.