1. Procurement Strategy and Vendor Selection Plan

Description: A comprehensive plan outlining the procurement process for selecting an IT company to build the Immigration Global Management System (IGMS).

Format: Word document and PowerPoint presentation (PPTX).

Details:

Defined evaluation criteria for vendor selection (e.g., technical expertise, cost, compliance).

Included a timeline for RFI (Request for Information) and RFP (Request for Proposal) processes.

Provided a vendor shortlist with recommendations.

Revisions: Up to 2 rounds of revisions included.

2. Project Management Plan (PMP)

Description: A detailed project management plan that outlined the scope, timelines, resources, and governance structure for the IGMS project.

Format: Word document and Excel spreadsheet for timelines and budgets.

Details:

Included work breakdown structure (WBS) and key milestones.

Outlined risk management and mitigation strategies.

Aligned project goals with organizational objectives.

Revisions: Up to 3 rounds of revisions included.

3. Budget and Financial Management Plan

Description: A financial plan detailing the budget allocation, cost estimates, and funding requirements for the IGMS project.

Format: Excel spreadsheet with detailed cost breakdowns.

Details:

Included capital expenditure (CapEx) and operational expenditure (OpEx) forecasts.

Provided a contingency plan for budget overruns.

Tracked actual spend vs. budget in real-time.

Revisions: Up to 2 rounds of revisions included.

4. Key Project Documentation

Description: A suite of essential documents to ensure seamless project execution and alignment with organizational goals.

Format: Word documents, PDFs, and Confluence pages.

Details:

Included a communication plan, risk register, and stakeholder engagement strategy.

Provided templates for status reports, meeting minutes, and decision logs.

Ensured compliance with New Zealand government standards and policies.

Revisions: Up to 3 rounds of revisions included.

5. Coordination and Alignment Framework

Description: A framework to ensure seamless coordination across teams, vendors, and stakeholders, aligning the IGMS project with organizational goals.

Format: PowerPoint presentation (PPTX) and a Miro board for visual alignment.

Details:

Defined roles and responsibilities for all parties involved.

Established governance structures and decision-making processes.

Included a change management plan to address organizational impacts.

Revisions: Up to 2 rounds of revisions included.

Additional Details

Timeline: Deliverables were provided according to the agreed project timeline, with regular check-ins to ensure alignment and progress.

Formats: All digital deliverables were shared via a secure cloud storage link (e.g., Google Drive or SharePoint).

Revisions: Revisions were limited to the number specified per deliverable. Additional revisions were available upon request.

Ownership: Upon project completion, the New Zealand Immigration Department received full ownership rights to all deliverables.

Project Impact

Streamlined Processes: The IGMS project modernized New Zealand’s immigration management system, improving efficiency and user experience.

Aligned Goals: Ensured the project aligned with the organization’s strategic objectives and compliance requirements.

Measurable Results: Delivered a system that met key performance indicators (KPIs) and provided a foundation for future scalability.

This project wasn’t just about delivering a system, it was about transforming how New Zealand manages immigration, ensuring it’s future-ready and aligned with global standards.