Project Consultant & Business Development Consultant (BDC) Guidelines

Transcription

1 Isle of Man Department of Economic Development s Business Support Scheme (BSS) Project Consultant & Business Development Consultant (BDC) Guidelines February 2012 Contact Details For further Information, please contact: The Business Support Scheme Manager Department of Economic Development St George s Court Upper Church Street Douglas IM11EX Telephone: (01624) support@bss.gov.im Project & Business Development Consultant Guidelines Page 1 of 12 Issue 11 February 2012

2 Contents Title Page Introduction 3 Outline of Scheme 3 Role of the Business Development Consultant (BDC) 4 Role of the Project Consultant 5 Application to Become a Listed Consultant 8 Frequently Asked Questions 11 Code of Professional Conduct 12 Project & Business Development Consultant Guidelines Page 2 of 12 Issue 11 February 2012

3 1. Introduction This document contains the guidelines for both Project Consultants, and Business Development Consultants (BDC s), working on the Business Support Scheme (BSS), ( the Scheme ) which is run by the Department of Economic Development ( the Department ). Further information, including links to all documents referred to in these guidelines, are available via the Scheme website: Outline of Scheme The Scheme seeks to create opportunities for any Manx-based local business ( the business ), by offering business development consultancy, to be undertaken by a Business Development Consultant, ( BDC ). The consultancy will take the form of a strategic analysis of business operations, designed to enable the business to develop and to compete more effectively in a global market. The cost of the BDC consultancy will be borne by the Department. In addition to above, further assistance may be offered by way of financial support to Eligible* businesses, towards the cost of securing Specialist Consultancy, for a specific project which has been identified in the above report as being of most benefit, and will deliver an Appropriate Business Solution**. The project may, if appropriate, include an element of End Product*** The amount of assistance will be 50% of the total project cost, up to a maximum Department contribution of 4,500. The project(s) will be delivered by a Project Consultant who is a specialist in one or more of the following business disciplines: E-Business Business and Strategic Planning Business & Financial Management Controls Marketing Environmental Efficiency Operations Management Design Human Resource Development Information Communications Technology/ Information Systems Quality A list of Project Consultants is available via the following link: The Scheme does not dictate fees, however a project must be comprised of at least 1-day s consultancy, and the maximum daily charge, inclusive of all expenses shall not exceed 600 per day. If you would like to be considered for inclusion on the list of Project Consultants, please refer to the application form in Appendix 1 of this document. Project & Business Development Consultant Guidelines Page 3 of 12 Issue 11 February 2012

4 Terminology *Eligible: Eligibility for assistance under the Scheme is determined by the Department in its discretion, in response to a number of economic factors. The eligibility criteria may therefore change from time to time. A downloadable flow-chart outlining the current eligibility criteria are available via the following link:- Should you require further assistance on the question of eligibility, please support@bss.gov.im **Appropriate Business Solution: A project, which delivers a benefit or combination of benefits to the business, which on completion will enable the business to benefit immediately and without the need for further work or expense on their behalf other than the time and expense incurred in using that solution. Only projects that grow the business and the economy are supported. For example, businesses are expected to replace redundant and out-of-date equipment etc. at their own cost, whereas a project, which includes new equipment, which will expand the product or service range, generate new revenues and thus grow jobs and taxes would be considered for support. ***End Product: The BSS is primarily a consultancy scheme; however, an element of endproduct (hardware such as a laptop, or software, such as a specialist or bespoke computer program) may be included as part of a project in order to supply the business with an Appropriate Business Solution*** along with consultancy, etc. However, the supply of endproduct, with just a token element of consultancy is not considered an Appropriate Business Solution, will not be accepted by the Scheme Manager, and would not be eligible for support. NOTE: The BDC and any Project Consultant subsequently appointed are independent contractors and are not employees of the Department. The Department will not be a party to any subsequent contract entered into between the business and the Project Consultant. To the fullest extent permitted by law, neither the Department of Economic Development, nor the BDC s accept any liability for any loss suffered by the business because of any action or inaction taken by the business as a result of any guidance offered by the BDC and/or any Project Consultant subsequently appointed. 3. The Role of the Business Development Consultant (BDC) (Referring to the Scheme Manager at the Department as necessary) Following an application for assistance, the business will be visited by a BDC. The major elements of the role of the BDC are:- 1. To ensure that the business is Eligible, and can meet its share of the likely cost of any project recommended. 2. To undertake a review of the business s business operations in order to identify any needs or weaknesses, and to make suggestions for a project(s) in any discipline(s) supported by the Scheme that would provide an Appropriate Business Solution, best suited to address the needs and/or remedy the weaknesses. The project must have clearly defined outcomes and may include an element of End-Product. Project & Business Development Consultant Guidelines Page 4 of 12 Issue 11 February 2012

5 The Role of the Business Development Consultant. (Cont.) The details of the review shall be recorded in a BDC Report. 3. To be available throughout the implementation of the project; to offer suggestions and guidance to all parties as requested, in order to ensure the adherence of the project to all of the suggestions set out in the BDC Report. 4. To offer the business mentorship 5. To carry out a follow up-visit 1 year after completion of the project. Should a project or projects be suggested by the BDC, detailed information shall be included in the BDC report, specifically this shall include:- an outline review of current System(s) or Process(es) an outline of the suggested project(s) including Aims and Objectives, and an outline of Expected Outcomes; this shall include but not be limited to:- problems solved improvement in process performance improvement in staff competency strategic benefit to the business A copy of the BDC Report shall be given to the business, and a copy sent to the Scheme Manager at the Department. 4. The Role of the Project Consultant (Referring to the Scheme Manager at the Department as necessary) On receipt of a satisfactory BDC Report, the Scheme Manager shall forward a copy (less financials), to an appropriate listed Project Consultant, and ask that he/she visit the business in order to agree contract terms. The contract shall specify how the project will be delivered in accordance with the suggestions outlined in the BDC Report; as a minimum this shall include:- an outline review of current System(s) or Process(es) an outline of the recommended project(s) including Aims and Objectives an outline of Expected Outcomes; this shall include but not be limited to:- problems solved improvement in process performance improvement in staff competency strategic benefit to the business Project Costing A full description and cost of goods and consultancy to be supplied within the project, i.e. Goods/tangible items (end product) training manuals/brochures, marketing brochures etc., IT equipment, including key identifying features of the goods, e.g. a computer: processor, Ram, Hard Drive, Peripherals, OS etc. Project & Business Development Consultant Guidelines Page 5 of 12 Issue 11 February 2012

6 The Role of the Project Consultant. (Cont.) Schedule of Works An outline the work involved, in the order it will be performed, ideally in the format below, describing the time scales for all stages of work, including planning, specification/supply of goods, execution, testing, writing of completion report etc, e.g.; Project definition and planning 0.5 week Ordering/delivery of goods 1 week Execution 6 weeks Testing 1 week Training 1 week Report writing 1 week Overall Project Length: 10.5 weeks In addition to above, the contract must also include terms which address the requirements outlined in the document Contract Matters. A copy of the agreed draft contract together with the signed Contract Acceptance Form shall then be submitted by the Project Consultant to the Scheme Manager who will ensure appropriateness of all aspects of the project, including costings, hardware eligibility & timescales etc. When the Scheme Manager has checked that the contract accords with its requirements and accurately reflects the BDC report, he/she shall invite the Project Consultant to commence work on the project. Following completion of the project, the Project Consultant shall complete and sign a Project Completion Report, together with a Completion Report Acceptance Note, which shall be signed by a senior business representative, to indicate satisfaction with all aspects of the project. The completed report shall then be sent by the Project Consultant to the Scheme Manager. Along with the Completion Report, the Project Consultant shall also submit his/her invoice, including evidence of expenditure on end-product (hardware etc.). The Scheme Manager shall ensure that project as evidenced on the Completion Report accords with the contract. The Completion Report shall contain detailed information of any deviation from the contract, in particular:- reasons for deviation details of deviation difference in project cost Downloadable copies of the Completion Report, Contract Matters, Contract Acceptance Form and Project Completion Report are available via the following link:- Important: The specific function of the Completion Report is to ensure that the project has been delivered in accordance with the details outlined in the contract. Project modification subsequent to the approval of the contract must not be undertaken without prior written approval by the Scheme Manager. Project & Business Development Consultant Guidelines Page 6 of 12 Issue 11 February 2012

7 The Role of the Business Project Consultant. (Cont.) In the event of a dispute between the Business and the Project Consultant, The Department s contribution will only be paid when the dispute has been resolved. Only when the dispute resolution procedure outlined in the contract, has been completed will the Scheme Manager either pay, or refuse to pay, the 50 % contribution (up to 4500), in accordance with the outcome of the dispute resolution procedure. Only listed Project Consultants may deliver a Scheme project, however, specialist technicians and market researchers etc. may provide supplementary work, provided it is subject to supervision of the Project Consultant, with whom ultimate responsibility for the successful completion of all aspects of the project remains. Project & Business Development Consultant Guidelines Page 7 of 12 Issue 11 February 2012

8 Appendix 1 Application to become a Listed Consultant On the Business Support Scheme When you have completed all of the required forms please return them to: The Business Support Scheme Manager Department of Economic Development St George s Court Upper Church Street Douglas IM1 1EX Telephone: (01624) Fax: (01624) support@bss.gov.im If you have any queries, please do not hesitate to contact the above office Organisation/Primary Point of Contact Details Organisation Name Organisation Address Telephone Number Facsimile Number Address Web address Nature of Business Length of time in business Professional Indemnity Insurance (please provide evidence) Primary Point of Contact Telephone Number Address Project & Business Development Consultant Guidelines Page 8 of 12 Issue 11 February 2012

9 Appendix 1 (Continued) Industry Experience Please provide a brief outline of your Organisation. Discipline Please tick which disciplines to be applied for: Environmental Efficiency Operations Management Design E-Business Business & Strategic Planning Business & Financial Management Marketing Quality Information Communications Technology/ Human Resource Information systems Development For each of the disciplines applied for, please supply the following; 1. A detailed case study, illustrating your organisation s competence in each discipline. 2. Two references, for each discipline, one of which should be directly associated with the above case study(s). Project & Business Development Consultant Guidelines Page 9 of 12 Issue 11 February 2012

10 Reference 1 (Associated with Case Study) Organisation Name Address Appendix 1 (Continued) References Contact Name Contact Telephone Number Contact Description of the Work Undertaken Discipline to which this reference refers Reference 2 Organisation Name Address Contact Name Contact Telephone Number Contact Description of the Work Undertaken Discipline to which this reference refers Project & Business Development Consultant Guidelines Page 10 of 12 Issue 11 February 2012

11 Appendix 1 (Continued) Application to be included on the list of Project Consultants Frequently Asked Questions. What happens if I am unsuccessful? If, after the application process, you have not been successful the Scheme Manager will write to you outlining the reasons why this is the case, in addition, the Scheme Manager will offer and work with you in order to assist you to meet the required criteria should you so wish. What happens if I am successful in my application? If you are successful, the Scheme Manager present a confirmation certificate, you will then be eligible to work on BSS projects. How do I become approved for another discipline? You must complete the part of the application relating to disciplines and submit it with two new references and a case study for the new discipline, returning it to the Scheme Manager. Do I need Professional Indemnity Insurance? Yes, it is a condition that all listed Project Consultants must have adequate Professional Indemnity Insurance, evidence must be provided prior to listing. Project & Business Development Consultant Guidelines Page 11 of 12 Issue 11 February 2012

12 Appendix 1 (Continued) Code of Professional Conduct I agree to abide by the following obligations and conditions: 1. To respect confidential information concerning a client s business and not to disclose or permit the disclosure of, or use to my business s own advantage, any such information without the client s prior permission. 2. To undertake diligently, impartially and honestly all projects and to ensure at all times a high professional standard of work. 3. To accept projects only in those disciplines for which I am listed, and qualified to carry out, and to take full responsibility for back-up staff. 4. To disclose to a business any personal or financial interest or other significant circumstances which might influence the work for that business in any way not stated or implied in the contract, in particular: - any directorship or controlling interest in any business in competition with the business, or, - any financial interests in goods or services recommended or supplied to the business, 5. To maintain effective communications with the business and to supply appropriate written reports and documentation. 6. To refrain from inviting any employee of a business to consider alternative employment (an advertisement in the press is not considered to be an invitation to any particular person). 7. To abide by the condition that the business pays his full proportion of the cost of any project. Furthermore, the business s contribution cannot be discounted or offset in any manner. 8. I understand that the Department of Economic Development cannot indemnify me against action taken against me because of any advice or assistance, which I may give to a business, and that accordingly I will maintain adequate professional Indemnity Insurance. 9. To abide by the rules as set out in these guidelines. Name (Signature) Name (Print) Organisation (if applicable) Date Project & Business Development Consultant Guidelines Page 12 of 12 Issue 11 February 2012