-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
1/20
Case 2
Transparency Through Formal
Communication Process
PGDM-Exec-2011-12- MIS 1
Presented by:
Naryanan Palini Roll 09
Basant Samal Roll 10
Keyur Shah Roll 11
Raman Sharda Roll 12
Dheeraj Soni Roll 13
Prakash S. Roll 14
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
2/20
Case
Company manufactures pharmaceuticals
Using computers for over years
Fixed budget investment in IT
IS department receives request
Request for providing PCs & other peripheral/
equipment's
PGDM-Exec-2011-12- MIS 2
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
3/20
Issues
Issues facing :- Hassles to accommodate the request
No transparency
Scenario :-
Fixed budget = 40 lacs
Earmarked = 10 lacs for setting up branch
accounting systems
PGDM-Exec-2011-12- MIS 3
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
4/20
PGDM-Exec-2011-12- MIS 4
Department 1
Department 4
Department 2
Department 3
Information Systems
Department
System
RFP 1
RFP 4
RFP 2
RFP 3
Pre-proposal checks Submission of proposals
Acknowledgement of
proposal receipt
Clerical Level
Managerial Level
The Evaluation byindependent experts
Evaluation criteria
Proposal marking (Factor
Rating Method)
Weightings
Feedback to proposers
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
5/20
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
6/20
Bug Fixing Systems
New Ticket Created Ticket In Progress
Ticket Rejected
Ticket Accepted
Ticket Closed
Ticket Responded
Ticket On-hold
PGDM-Exec-2011-12- MIS 6
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
7/20
Stakeholders
Employees
IT Department
Organization
Finance department
PC supplier
PGDM-Exec-2011-12- MIS 7
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
8/20
PGDM-Exec-2011-12- MIS 8
Proposals
Eligibility
Threshold
Individual Evaluation
Consensus
Ranking by commission
Clerical Level
Acceptation/
Rejection
Decision
Factor Rating Method
Flow Chart for Decision Making
Managerial LevelAcceptation/Rejection
Decision
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
9/20
CLERICAL LEVEL
Form to enter requirements Quantity/Item
Reasons
Feedback
Pre-proposal checks
Submission of proposals as an electronic proposal via the web-based Electronic
Proposal Submission System (EPSS)
PGDM-Exec-2011-12- MIS 9
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
10/20
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
11/20
PGDM-Exec-2011-12- MIS 11
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
12/20
Steps for systems
Acknowledgementofproposalreceipt
Upon receipt of the proposal, the Department records
the date and time of receipt.
Subsequently, an acknowledgement of receipt is sent to
the proposal coordinator by e-mail, Proposal title, acronym and unique proposal identifier
(proposal number);
Name of the programme and/or activity/research area
and call identifier to which the Proposal was addressed;
Date and time of receipt.
PGDM-Exec-2011-12- MIS 12
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
13/20
Steps for systems
Eligibilitycheck
Only proposals that fulfil all of the criteria are retainedfor evaluation
receipt of proposal by the Department on or before the
deadline date and time established
Minimum number of participants, as referred to in thecall for proposals.
Completeness of the proposal, i.e. the presence of all
requested administrative forms and the proposal
description Proposal will be for the experts to evaluate; the
eligibility checks only apply to the Presence of the
appropriate parts of the proposal
PGDM-Exec-2011-12- MIS 13
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
14/20
MANAGERIAL LEVEL
The Evaluation by independent experts
Evaluation criteria
Proposal marking (Factor Rating Method) Evaluators examine the individual issues comprising each
block of evaluation criteria and in
general mark the blocks on a six-point scale from 0 to 5. In this
scheme, the scores indicate
the following with respect to the block under examination:
PGDM-Exec-2011-12- MIS 14
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
15/20
Factor Rating Method
0 - the proposal fails to address the issueunder examination or can not be judged
against the
criterion due to missing or incompleteinformation
1 - poor
2 - fair
3 - good 4 - very good
5 - excellent
PGDM-Exec-2011-12- MIS 15
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
16/20
Steps for systems
Weightings According to the specific nature of the
instruments and the call, it may be decided to
weight The blocks of criteria. The weightings to be
applied to each block of criteria are set out in the
call.
PGDM-Exec-2011-12- MIS 16
h b
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
17/20
Weightage DistributionWeight applied to each component, based on a
total of 100 points.
Need of the Request (20 points)
Importance and the business criticality of the request (40 points)
Urgent requirement and high priority request which impactsbusiness(20 points)
Cost factors(10 points)
Department weightage to the business(10 points)
PGDM-Exec-2011-12- MIS 17
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
18/20
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
19/20
Steps Of Systems
Finalisation of the evaluation Ranked list
Reserve list
Rejection decisions
Reporting on the evaluation process
PGDM-Exec-2011-12- MIS 19
-
7/31/2019 PGDM Exec MIS 2011 12 Transparency Through Formal Communication Process
20/20
Thank You
PGDM-Exec-2011-12- MIS 20
