Operational Support and Provision of Human Resources
Operational support and the provision of human resources are vital tasks within organizations. At Beam Consulting, we are committed to offering this service by providing the necessary operational support and human resources to manage all project phases, from inception to closure. We follow globally recognized methodologies such as PMI and PRINCE2. Through these structured methodologies, we contribute to achieving the organization’s strategic goals efficiently and effectively, balancing time constraints, financial limitations, and required quality standards. Below is an explanation of our methodology in delivering operational support services, which also represents our sub-services within it.
● Clarify the problem or opportunity the project aims to address.
● Defining the project objectives and expected outcomes.
● Collecting and analyzing necessary data.
● Provide a comprehensive overview of the current situation and potential challenges.
● Conducting an initial analysis of the costs and resources required for the project.
● Establish preliminary project success evaluation criteria.
● Ensure alignment and compliance with the government contracts and procurement system.
● Obtain approval from decision-makers.
● Conducting an initial analysis of the expected benefits of the project, such as:
● The expected implementation plan, including:
Economic benefits, including ROI and Payback Period calculations.
Operational benefits.
Strategic benefits.
Timelines.
Required resources.
Communication plan.
Risk management plan.
The project objectives
The projects's scope
Main outputs
Involved stakeholders
Delegate authority to the project manger
Identify available resources
Project charter document
Specific
Measurable
Achievable
Relevant
Time-bound
Project Planning
o Execute project activities and tasks.
o Achieve project deliverables.
o Deliver agreed-upon products or services within:
▪ Scheduled timelines.
▪ Defined budget.
▪ Required quality standards.
o Allocate resources.
o Coordinate activities among teams.
o Team management:
▪ Guide efforts.
▪ Resolve issues.
▪ Ensure smooth workflow.
▪ Provide necessary support.
▪ Ensure effective communication.
▪ Manage meetings.
o Communication management:
▪ Ensure continuous and effective flow of information among all stakeholders.
▪ Prepare regular reports to update stakeholders on project progress and any execution challenges.
o Quality management.
o Risk management.
o Procurement management.
o Flexibility and quick response to unexpected changes and challenges.
o Monitor performance continuously.
o Make necessary adjustments to ensure achievement of specified objectives.
Project Execution
o Develop a detailed roadmap to achieve project objectives.
o Develop comprehensive plans outlining how to manage and execute the project.
o Define the project scope accurately.
o Document the project scope in a (Project Scope Statement), including:
▪ Detailed description of products or services.
▪ Identification of key deliverables.
o Develop a Work Breakdown Structure (WBS).
o Create a detailed project schedule using tools such as:
▪ Gantt Charts.
▪ Critical Path Method analysis.
o Estimate resources required for each activity, including:
▪ Cost estimation.
▪ Develop a cost management plan.
o Develop quality management plans.
o Define required standards for deliverables.
o Develop human resource management plans.
o Formulate the project team.
o Define team roles and responsibilities.
o Develop communication and escalation management plans.
o Risk management plans and strategies for dealing with them.
o Procurement management plan.
o Stakeholder management plan.
-
Defining roles and responsibilities within the project.
-
Identifying and analyzing (stakeholders) and specifying:
▪ Their needs and expectations.
▪ Planning effective communication and interaction with them.
-
Building a governance structure.
-
Defining project success criteria.
-
Establishing the foundation for project planning and ensuring alignment with the organization's overall strategy.
-
Selecting the most suitable methodology for project management.
-
Setting main objectives using SMART goals methodology:
When preparing for project management, a set of procedures is required to define how to initiate, plan, and execute the project to achieve its objectives and maintain its key success criteria. Below, we outline how to execute these steps accurately and effectively, distinguishing our services in project planning and management:
-
Obtain necessary approvals to start.
-
Develop and approve the Project Charter, which includes:
▪ Project objectives.
▪ Scope.
▪ Key deliverables.
▪ Relevant stakeholders.
▪ Delegation of authority to the project manager.
▪. Identification of available resources.
Project Initiation
Determining general requirements
Specify detailed requirements
Defining the specifications
Determining quantities
Identifying procurment needs
Identifying suppliers and selecting proposals
Searching for suppliers.
Establishing supplier evaluation criteria.
Creating a list of approved suppliers.
Requesting proposals.
Setting proposal evaluation criteria.
Selecting the most suitable proposal.
Defining contract terms.
Concluding the contract.
Monitoring contract execution.
Managing change orders and processes.
Resolving conflicts and disputes.
Closing the contract.
Managing supplier contracts
This service includes comprehensive management of procurement and contracting operations within the project, starting from identifying project needs and supplier selection criteria, to executing contracting processes and closing contracts. The following details the services provided in contract and supplier management:
-
Identifying procurement needs in the project:
● Identifying Suppliers and Selecting Offers:
o Search for suppliers to meet the needs and create a list of them.
o Establish criteria for evaluating suppliers, such as:
▪ Supplier quality.
▪ Supplier's business volume.
▪ Previous work.
▪ Previous clients.
▪ Supplier's reputation in the market.
▪ Supplier accreditation from the main entity.
o Create a list of approved suppliers.
o Request offers for procurement needs
o Set criteria for evaluating offers, such as:
▪ Technical understanding of requirements.
▪ Price.
▪ Timeline.
▪ Accompanying services.
o Choose the most suitable offer.
● Managing Supplier Contracts:
o Precisely define the contract terms, such as:
▪ Prices.
▪ Delivery schedules.
▪ Quality standards.
▪ Legal conditions.
▪ Penalties and fines.
▪ Deliverables.
▪ Payment schedule.
o Legal review of contracts.
o Contract signing.
o Monitoring contract implementation.
o Managing changes and change orders.
o Resolving disputes and conflicts.
Contract closure.
Studying and identifying human resources requirements
Creating a list of human resources needs.
Collecting data and analyzing it.
Meeting with various units to understand their needs.
Creating a list of human resources.
Studying and analyzing the organizations strategy.
Searching and recruiting candidates
Job offer preparation.
Client's job offer approval.
Managing candidate negotiation process.
Finalizing contract process.
Completing all employee onboarding procedures.
Searching and recruiting candidates
Conduct job analysis.
Create competency models.
Research and compile candidate list.
Evaluate candidates using various methods.
Present final candidate list and recommend top candidate.
● Studying and identifying the need for human resources:
o Study and analyze project needs.
o Collect and analyze data.
o Meet with different units to understand their needs.
o Create a list of human resources requirements.
o Develop and implement a plan to meet the needs.
Managing human resources contracts in projects involves comprehensive steps to achieve project objectives effectively and to ensure continuous development of human resources. Therefore, we focus on ensuring the best outcomes in selecting human resources and determining project needs, which we detail in the following steps:
● Searching for and Recruiting Candidates:
Based on the study and determination of human resource needs and in collaboration with the client, we determine the following:
o Conduct job analysis.
o Create competency models.
o Search for candidates and create a list of them.
o Evaluate candidates using methods such as:
▪ Psychometric tests.
▪ Personal interviews.
▪ Task-based assessments.
▪ Specialized field tests.
o Present a list of final candidates and recommend the best candidate.
● Managing Human Resources Contracts:
o Prepare the job offer.
o Obtain approval of the job offer from the authorized person.
o Manage the negotiation process with the candidate.
o Complete the contracting process.
o Finalize all procedures related to the employee's appointment.
● Managing and Developing Human Resource Performance:
o Define job objectives.
o Establish performance evaluation criteria.
o Conduct regular performance evaluations and follow-ups.
o Implement an (ERP) system for employee management, which includes the following services:
▪ Continuous monitoring from the start to the end of the contract.
▪ Payroll processing.
▪ Leaves.
▪ Issuing official documents such as salary certificates, etc.
o Provide support in monitoring work and ensuring output quality.
o Offer continuous training and development programs.
Managing earned value
Earned value
Actual expenditures
Planned value
To track project performance and assess its progress, we rely on steps that enable us to make improvements, if necessary, sustain desired results, and achieve goals and aspirations. Below is our approach to project monitoring and control that we offer to our clients:
● Monitor project performance and progress using tools such as:
o Key Performance Indicators (KPIs).
o Earned Value Management (EVM).
● Track and Monitor Changes.
● Track and Monitor Communication and Reporting.
● Track and Monitor Quality.
● Track and Monitor Risks.
● Track and Monitor Costs.
● Track and Monitor Continuous Communication.
● Take Corrective Actions for Any Issues.
Conduct comprehensive project performance review.
Compare against set objectives and plans.
Assess achievement of strategic and operational goals.
After successfully completing the project execution phases, project closure becomes just as important as other steps in building successful projects. Therefore, we have paid attention to this service to ensure an effective and organized closure process. We follow specific steps to ensure all deliverables are completed with precision. Below are the detailed steps we follow:
● Ensure all project activities have been successfully completed.
● Ensure the project is ready for formal closure.
● Ensure delivery of all agreed-upon outputs.
● Close project commitments.
● Finalize deliveries and obtain final approvals from stakeholders.
● Close contracts with all suppliers and contractors, ensuring payments are settled.
● Document the final financial performance of the project.
● Document lessons learned.
● Release resources.
● Preparation of final reports.
● Conducting closing meetings.
● Performance evaluation: