ENP Study GroupE9-1-1 ManagementFinance/Budget/Planning

BROUGHT TO YOU BY: THE FLORIDA NENA EDUCATION COMMITTEE

E9-1-1 ManagementManagement of OrganizationThe E9-1-1 Management section of the ENP exam:

Management of Organization = 20% or 30 questions◦ Management/Governance Functions

◦ Contingency and Disaster Planning

◦ Health and Safety

◦ Public Relations and Education

Legislation = 5% or 7.5 questions (to be discussed next week)

E9-1-1 ManagementManagement of OrganizationE9-1-1 Management◦Management of Organizations

◦Management/Governance Functions

◦Budgeting

◦Purchasing

◦Decision Making (Process)

◦Planning

E9-1-1 ManagementManagement Functions - BudgetingProcess (PSAP)s

◦ Operational budget

◦ Deals with the daily operations and is formulated on a yearly basis

◦ Costs for personnel (hourly, overtime, vacation, sick, etc.), utilities, office supplies, rents/leases, system maintenance, etc.

◦ Capital budget -

◦ Deals with long term major purchases and is formulated on five-year basis.

◦ Deals with 9-1-1 equipment, telephone systems, CAD systems, radio systems and consoles

◦ Project timetable should begin to be developed during budget planning.

◦ Identify the project tasks, cost for each task to develop the overall project budget.

◦ Use project management software to establish a budget for each task.

E9-1-1 ManagementManagement Functions - Budgeting

1/1/2014 12/31/2014

Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14

Calendar YearFCC E911 Fee Report

County Fiscal YearCounty Fiscal Year; Federal Gov’t Fiscal Year

State Fiscal YearState Fiscal Year; E911 Board Fiscal Year

7/1/2013 6/30/2014

Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14

10/1/2013 9/30/2014

Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14

Identify each task – assign personnel based on skills for the project/task

◦ Person's salary (project costs) and schedule (project timetable)

◦ They will not perform their routine tasks during the project tasks

◦ Substitute person must be hired to fill-in while they are performing the project task

Project Manager –

◦ Represents the agency

◦ Ensures agency interests are served by the vendor.

◦ Assures the vendor follows the contract specifications

◦ Alerts agency managers of potential problems

◦ in-house departments or people capable of managing such projects

◦ third party in much the same way they use legal counsel or accounting firms

E9-1-1 ManagementAssignment of Duties – (capital budget planning phase)

E9-1-1 ManagementPurchasing

◦Developing Specifications

◦Vendor Selection

◦Vendor Contracting

E9-1-1 ManagementManagement Functions - Purchasing Procurement methods, policies, procedures and laws vary by locality.

(Consult agency legal counsel or contracts manager)

◦ Competitive procurement process

◦ Request for Proposal (RFP) and Request for Bid (RFB), Request for Information (RFI) and

Request for Quote (RFQ)

◦ Terms and conditions

◦ Goals and objectives

◦ Technical and functional requirements

◦ Proposal format

◦ Obtaining a number of quotes in a more informal, less structured manner.

◦ Sole Source equipment is limited to one vendor

◦ Non-competitive - limits vendors

◦ Federal government and most states have "piggyback" contracts

E9-1-1 ManagementCompetitive Procurements

Request for Proposal –◦ Typically used for "professional services" such as consulting, architectural services,

engineering, financial advisors ◦ The proposal is first evaluated for technical compliance and cost is a secondary

evaluation criterion

Request for Bid ◦ Common for equipment such as radio systems, vehicles, towers, recording systems◦ Cost is the main criterion for selecting the winning bid, but bid must also meet the

RFB criteria

E9-1-1 ManagementAcquisition Phases

I. Needs Assessment Phase

II. Procurement Phase

III. Implementation Phase

E9-1-1 ManagementNeeds AssessmentDefine exact needs and requirements

Determine all tasks performed by Agency personnel

Develop a conceptual system design using the identified needs. ◦ Functional rather than extremely technical;

◦ Identify what the system should do rather than how.

Used to justify the budget and procurement.

E9-1-1 ManagementProcurementWhen conceptual design is approved, the detailed procurement design/technical specifications can be developed, including:◦ Terms and conditions of the issuing agency.

◦Description of the project (goals and objectives),

◦General technical and functional requirements of the system,

◦Rules and regulations that must be followed by the vendors,

◦ The proposal format a listing of the vendors

E9-1-1 ManagementProcurement Design/technical specifications are developed, reviewed and approved.

The RFP/RFB document is sent to the vendors, (direct mailing)

Public advertisement placed in the local newspaper(s) and relative trade publications in

accordance with local rule.

Response time, usually thirty to forty-five days

A "pre-bid" or "pre-proposal" conference held to permit face-to-face discussion between the

agency and prospective vendors

◦ Clarify the RFP/RFB or

◦ Make minor changes to the specifications.

Bid Opening - On the submission date - proposals are opened

Evaluated (using pre-established criteria relating to the needs and requirements identified in the

Needs Assessment)

E9-1-1 ManagementProcurement Request for Bid –

Evaluate least cost Vendor's proposal◦ Is "significantly compliant" to the specifications, contract is awarded

◦ Not "significantly compliant" with the specifications, it is disqualified and the next lowest cost proposal

is evaluated using the same criteria.

Request for Proposal –

◦ Proposals are ranked in order of most compliant to the requirements to the least compliant.

◦ Top twenty percent of the vendors are then asked to provide an oral presentation of their proposed

system

◦ A demonstration of the system and equipment.

◦ Using information gained from the proposal evaluation, oral presentation and demonstrations, a final

vendor is selected

◦ The most compliant with the overall requirements, including system price.

E9-1-1 ManagementProcurementVendor is selected, the process of contract negotiation begins.

Negotiation process ◦ Features/functions that will be provided for a certain price

◦ Legal terms and conditions both the vendor and municipality ◦ Vendors want their standard contract

◦ Agency have their standard contract

Final contract should also contain a final system acceptance test plan

Once the contract is signed, implementation begins.◦ Span eighteen to twenty-four months.

◦ Longer and more complex contracts often result in the need to negotiate "change orders;"

E9-1-1 ManagementProcurement - Change orders◦Modification to the original specifications (and cost)

◦Unexpected situations not foreseen

◦New equipment substitution

◦Unknown site condition

◦ Should be kept to a minimum

◦ Should not significantly alter the scope of the contract

◦ Could provide a legal basis for unsuccessful vendor to challenge the original contract award.

E9-1-1 ManagementImplementation

Tactical or short term planning

Timetable for the project,

Budget for the project

Assignment of duties

E9-1-1 ManagementImplementation - Timetable

Major projects, vendor requirement ◦Gantt chart, specific tasks with associated timeframes

Accurate representation of the project plan◦ List Start and finish dates for each project task◦ List Responsible party for each task

Flexible to allow for unforeseen circumstancesMonitored and reviewed for project progressionMake schedule adjustments accordingly.

E9-1-1 ManagementImplementation - Gantt chart

E9-1-1 ManagementManagement Functions - Decision Making◦ Political Issues

◦ Technical

◦Human Resource

◦Operational

◦ Financial

◦ Legislative

◦NG9-1-1 System Administration

◦ Interoperability

◦Database management

◦Network Issues

E9-1-1 ManagementManagement Functions - Decision Making

Political (can override economical and technical factors)◦ Government or Agency management can assert authority

◦ Several different PSAPs could use a single distributed CAD system; however, because of political considerations, each location/PSAP may have their own CAD system.

◦ Whether to use public or private resources.

◦ Increasing instances of private entities assuming PSAP responsibilities or public-private partnerships

E9-1-1 ManagementManagement Functions - Decision MakingTechnical

◦ Functionality

◦ Ability to integrate other systems.

◦ Can affect staffing and training.

Human Resource

◦ Overtime

◦ Training

◦ Salary and benefit changes

Operational

◦ Retaining, obtaining and training qualified personnel.

E9-1-1 ManagementManagement Functions - Decision MakingFinancial◦ Sustainability - current budget new expenses

◦ Personnel, overtime and training costs

◦ Health Insurance and other benefit costs

◦ Maintenance costs

Legislative◦ Funding

◦ Allowable Expenditures

NG9-1-1 System Administration

Interoperability

Database management

E9-1-1 ManagementManagement Functions - Decision MakingNetwork Issues◦ Integrate several different systems

◦ Local Area Network (LAN)

◦ Segmented for security

◦ Hosted equipment systems

E9-1-1 ManagementManagement of Organization

Best Wishes!