<<Project Name>>

Purchasing and Facilities Plan

 

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Read the Guidance (Arial blue font in brackets) to understand the information that should be placed in each section of this template. Then delete the Guidance and replace the placeholder within <<Begin text here>> with your response. There may be additional Guidance in the Appendix of some documents, which should also be deleted once it has been used.

 

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Ó 2002 Microsoft Corporation. All rights reserved.

The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication.

This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.

Microsoft and Visual Basic are either registered trademarks or trademarks of Microsoft in the United States and/or other countries.

 


 

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Purchasing and Facilities Plan

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Table of Contents

Summary

Objectives

Purchasing Requirements

Purchasing Fulfillment

Vendor Contracts

Warehousing/Staging and Receiving/Storage

Obsolete Equipment Redeployment/Disposal

Facilities Requirements

Building Permits

End-user Workspace

Other Local Area Network (LAN) / Wide Area Network (WAN) facilities

Server Facilities

Appendix – Fulfillment Guidelines



 

[Introduction to the Template

 

Description: This document focuses on the physical hardware and facilities needed for the solution and the process for acquisition. This document contains sections that outline the process for acquiring durable goods and outlines options for fulfillment in order to decrease overall costs. It also provides facilities specifications (such as workstations to be built, server rooms to be expanded, bandwidth to be increased). This information is developed by analyzing the Functional Specification and the Current State Infrastructure Assessment document.

 

Justification: Purchasing specifications developed early in the process ensure that there is sufficient time for the approval process and that vendors have sufficient time to deliver hardware so as not to impact the schedule. This is true for facilities specifications as well – facilities can be prepared in anticipation of the time they will be required. This plan also assists program management and stakeholders to better estimate the cost of a solution by providing infrastructure information that is included in the budget plan.

 

{Team Role Primary: Release Management is responsible for the facilities requirements and verifies that they meet the needs of the solution. Release Management has the logistical responsibility for implementing the plan.

 

Team Role Secondary: Program Management has a view of the overall project and knows best the timeline for purchasing and facilities requirements. They have visibility into the organization’s methodology for purchasing and drive this effort. They work with Release Management to make sure that the requirements are correct. Program Management needs an understanding of the current infrastructure and what can be reused for the solution. This information is available from Release Management.}]

 


 

Summary

[Description: Provide an overall summary of the contents of this document.

 

Justification: Some project participants may need to know only the highlights of the plan, and summarizing creates that user view. It also enables the full reader to know the essence of the document before they examine the details. ]

<<Begin text here>>

 

Objectives

[Description: The Objectives section identifies the objectives of the purchasing and facilities approach to the solution. The objectives defined in this section should be created specifically for the customer’s situation.

 

Justification: Identifying the objectives signals to the customer that Microsoft has carefully considered what must be purchased for the solution and created an appropriate purchasing approach.]

<<Begin text here>>

 

Purchasing Requirements

[Description: The Purchasing Requirements section describes the hardware, software, and/or services that need to be obtained as part of the solution.

 

Justification: This information is the project’s shopping list. Looking at this in a comprehensive manner enables strategic decisions to be made about fulfillment.]

<<Begin text here>>

 

Purchasing Fulfillment

[Description: The Purchasing Fulfillment section describes how the hardware, software, and services are fulfilled for the solution. The Appendix contains guidance on the fulfillment process.]

<<Begin text here>>

 

Vendor Contracts

[Description: The Vendor Contracts section describes any vendor contracts currently in place that will affect purchasing decisions.]

<<Begin text here>>

 

Warehousing/Staging and Receiving/Storage

[Description: The Warehousing/Staging and Receiving/Storage section describes those items that will be purchased early and stored until required. It also describes the process for ensuring the security of the receiving and warehouse/storage functions. Release management is primarily responsible for this activity.]

<<Begin text here>>

 

Obsolete Equipment Redeployment/Disposal

[Description: The Obsolete Equipment Redeployment/Disposal section describes how old equipment will be redeployed or disposed. Release management is primarily responsible for this activity.]

<<Begin text here>>

 

Facilities Requirements

[Description: The Facilities Requirements section describes what the facility will need for the solution. This should include information on backup power, redundant LAN/WAN/Internet connections, bandwidth, physical space, and accessibility. Use the sub-sections below or create additional sub-sections specific to the project.

 

Justification: A comprehensive inventory of facility requirements will ensure that the implementation of the necessary items occurs within a schedule to support the solution.]

 

Building Permits

<<Begin text here>>

 

End-user Workspace

<<Begin text here>>

 

Other Local Area Network (LAN) / Wide Area Network (WAN) facilities

<<Begin text here>>

 

Server Facilities

<<Begin text here>>


 

Appendix – Fulfillment Guidelines

[Enterprise-wide purchasing agreements can bring significant savings by allowing companies to take advantage of volume discounts. Identifying the exact amount of hardware and software required for the deployment, issuing a Request for Quotation (RFQ) to hardware and software vendors and distributors to ensure the most competitive pricing, and making one bulk purchase maximizes those savings.

 

Purchasing hardware at one time from one vendor can increase consistency across all components. Although all equipment may be of the same make and model, the internal components can and will vary when purchased over time. This is the nature of the PC hardware industry. If the hardware was ordered in several small orders, the risk of having different internal components runs higher.

 

Most software vendors offer volume discounts. Calculate the estimated amount of required software and purchase appropriate licenses. It will be worth investigating long-term purchasing options and upgrade protection so that the organization will remain current with its software.

 

In projects where many individuals will be purchasing different components that the solution depends upon, it is important to establish guidelines and checkpoints to ensure that the project team receives the right products at the right time.]