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Project Management

Response describes, at a high-level, the roles and responsibilities of the management team, governance structures, and subject matter expertise required to manage the Investment. Out of 40 points, this section is worth 5 possible points.

The IJ Question: "Describe the project management, including: Who will manage the project, description of any challenges to the effective implementation of this project, coordination of the project with State and local homeland security partners."

Comments

Describe the project management, including:

  • Who will manage the project? Include the roles and responsibilities of the management team, governance structures, and subject matter expertise.
  • Description of any challenges to the effective implementation of this project.
  • Coordination of the project with State and local homeland security partners.
  • Justify the effectiveness of the proposed management team’s roles and responsibilities to support the implementation of the project.

Any project has multiple facets, including fiscal and technical. When answering this question consider the following:

Day-to-day responsibilities. Identify the project manager and his/her experience managing similar, large projects. Who is responsible for approving payments and who is responsible for writing the checks?

Governance. The reviewers are looking for indications of good governance. Describe how often your organization’s board of directors meet and whether any subcommittees of the board (e.g., finance, building) will oversee this project and whether the board regularly reviews the finances. Is there an independent audit or financial review of your organization’s finances by a certified public accountant on a regular basis?

Expertise. Does your organization have an architect? What will their role be? If your organization is awarded a grant you will need to make multiple decisions about products and options. Often, the qualified, independent professionals who conducted your vulnerability assessment will be happy to advise you about your purchases. If you went to a vendor for your vulnerability assessment you are left to the mercy of the sales staff, depriving you of an independent sounding board or advisor.

Effectiveness. The question presented is: "Justify the effectiveness of the proposed management team’s roles and responsibilities to support the implementation of the project." You must address the effectiveness of your project management and how the different elements work together to assure that the project is well managed. This element can yield up to 4 of the 5 points available in this section.

Challenges. It’s OK to have challenges. Grantees are not advanced any funds. In fact, you can only submit the forms and documentation for each element of your project after the installation of that phase is complete. Cash flow is likely to be a problem and you should explain how you are going to work through it.

Common challenges include scheduling. The grant notifications will be sent in September, the time when schools and synagogues are busiest. The bidding and installation process will have to be fit into the project manager’s already busy schedule. Perhaps construction would disturb classes. The solution is to start construction over the vacation periods. Show the reviewers that you’ve thought about it and you are "up to the task".

Coordination. Note that you will be in close contact with the NY DHSES officials supervising the grant process. That is a given. Will you turn to your local precinct for advice during the grant period? Will your local police or other agencies participate in training?

Check out how to answer other sections of the Investment Justification by clicking the index to the left.