The PMI^® Research Department continues its tradition of encouraging research to advance the understanding and knowledge of project, program and portfolio management. For effectiveness and efficiency, we have established a process for the identification, assessment, selection, activation, monitoring, administration and review of PMI fully- or partially-sponsored research projects.

The 11 steps below can be considered in three phases:

1. Pre-Proposals

Define Topics for Initiatives 

Issue Request for Proposals Through General Announcement 

Post Candidates Pre-proposal and Full Proposal Preparation Instructions 

Receive Pre-proposals 

Evaluate Pre-proposals 

2. Receiving and Evaluation of Full Proposals

Receive Full Proposals 

Evaluate Full Proposals 

3. Award

Issue Awards 

Negotiate Contracts 
Initiate, Monitor and Administer Contract 

Evaluate Results and Monitor Evaluation Process 

1. Pre-Proposals

Step 1: Define Topics for Initiatives

The PMI Research Manager (RM) with the PMI Research Program Member Advisory Group (RMAG) will create a list of preferred topics annually for research funding for the coming year. The RM and RMAG will develop this list from the Professional Needs Assessment Process, PMI surveys, PMI Board input, member input and other recommendations. RM and RMAG will prioritize and select candidate topics and fit them to appropriate funding schemes that may be available.

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Step 2: Issue Request for Proposals (RFP) through General Announcement

The RM will place timely and appropriate articles or announcements in PMI publications, PMI.org and other appropriate media. As appropriate, letters of announcement will also be sent to individuals, businesses or institutions that may benefit PMI with their participation in the selection process.

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Step 3. Post Candidates Pre- and Full Proposal Preparation Instructions

The RM is responsible for sending proposal instructions to those who indicate a timely interest in addressing the RFP, for completing a two-phase selection process: the pre-proposal phase and the full proposal phase. The purpose of the pre-proposal phase is to identify level of interest and identify potentially qualified candidates. Pre-proposals will be limited to no more than two-three pages in order to contain cost associated with the selection process. Full proposals should not exceed 10 pages. Deadlines for submission of proposals will be defined. The RM will keep a database of those to whom instructions are given for a particular RFP.

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Step 4: Receive Pre-Proposals

Respondents should send pre-proposals to the RM's office where they will be logged into the database identified in Step 3. Pre-proposals can be faxed, e-mailed or sent by postal mail. If the submission is late, the pre-proposal will not be considered and the sender will be notified.

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Step 5: Evaluate Pre-Proposals

The RM will form, with approval of the RMAG, a review panel to review and score pre-proposals for conformance to the solicitation criteria. Criteria, in general, will consist of the following:

• • Does the submittal conform to the requested topic?
• • Does the proposed work appear to be technically sound?
• • Does the proposed work offer substantial benefit to PMI and its members and/or society-at-large?
• • Do the business aspects of the proposed work appear to be sound and in the interest of PMI or its specified component to pursue further?
• • Do the principals identified to do the work seem qualified?
• • Do the principals have adequate sources of funding and other resources needed to perform the work outlined in the submitted proposal?

The evaluation panel membership will include the RM, the RMAG and other selected experts, depending on the subject of the RFP. The RM should recommend at least two and up to eight members, subject to final approval by the RMAG. The RM will have panel members sign a conflict of interest disclosure and a copyright assignment, if applicable. The RM, or a designated RMAG member, will coordinate the review, using a Delphi-type evaluation. Using a discrete scoring system (for example, “yes,” “no” or “cannot tell”) for criteria, the panel members will submit their evaluations to the coordinator. The coordinator will summarize data and determine which submittals are conditionally approved for further development. The review panel may be required to offer suggestions for improving the conformance of a given pre-proposal. The RMAG will be required to approve the recommendation of the pre-proposal evaluation panel.

The RM will then notify all respondents as to the outcome of the evaluation for a given submittal. Those approved will be requested to develop a full proposal. The database will be updated to reflect all decisions and notifications.

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2. Receiving and Evaluation of Full Proposals

Step 1: Receive Full Proposals

Respondents will send full proposals by e-mail or postal mail only, to the RM’s office where they will be logged into the database identified in Step 3. Proposals received after the deadline for submittal or proposals submitted by fax will not be evaluated.

Full proposals should not exceed 10 pages. In addition to expounding upon the information in the initial proposal, the full proposal should include the investigative approach, data collection strategy, and potential barriers to success and potential approaches to overcoming those barriers.

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Step 2: Evaluate Full Proposals

Five selection criteria and their weighted value are used in selecting proposals:

1. Research and Technical Merit (30%)

• • Quality, innovativeness, and cost effectiveness of the proposed research plan. Candidates shall compare and contrast their approach to similar research.
• • Appropriateness of risk and feasibility of the project.
• • Coherency of the technical plan and clarity of technical objectives.

2. Potential Net Value to PMI Membership and Profession as a Whole and/or Society-at-Large (30%)

• • Outcomes offer significant value to PMI members, the profession, and/or society-at-large.
• • Outcomes' potential to advance knowledge in the profession as a whole.
• • Application of outcomes to the practices of the profession is well documented.

3. Level of Commitment and Organizational Structure (10%)

• • Level of commitment of candidates as demonstrated by contribution of personnel, equipment, facilities and cost sharing.
• • Priority given to this work in relation to other activities undertaken by the candidates.
• • Appropriateness of subcontractor/supplier/collaborator participation and relationships where applicable.
• • Clarity and appropriateness of the management plan.

4. Experience and Qualifications (20%)

• • Quality and appropriateness of the technical staff to carry out the proposed work program and to identify and overcome barriers to completing project objectives.
• • Past performance in finishing similar kinds of efforts successfully.

5. Cost Factors (10%)

• • Conformance to PMI funding constraints and guidelines.
• • Cost sharing proposed.
• • Business soundness of overall proposal.

The full-proposal evaluation panel members will score proposals individually, and then combine results into a combined, preliminary ranking. When appropriate, the top three candidates will be invited to participate in an oral review where focused technical and business questions will be covered. Following oral reviews, the review panel will do a final ranking of proposals, indicating which is primary and those that may be considered as backups one and two. Some projects or proposals may warrant multiple awards. In those cases the evaluation and selection will be appropriately defined, following the principles of single-award evaluations. The RMAG will be required to approve the recommendation of the full-proposal evaluation panel.

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3. Award

Step 1: Issue Award

The RM will notify the selected candidate(s) in writing within 48 hours of selection. The RM will then notify all respondents as to the outcome of the evaluation for a given submittal. The database will be updated to reflect all decisions and notifications.

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Step 2: Negotiate Contract(s)

The RM and PMI legal staff will conduct appropriate negotiations with the selected candidate(s). In the event negotiations fail, the RM may open negotiations with the next ranked backup candidate. The resultant agreement will be reviewed by the RMAG and will include expected deliverables, timing for release of scheduled funds, data ownership, copyright assignment and other appropriate terms.

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Step 3: Initiate, Monitor and Administer Contract

The RM is responsible for authorizing initiation of the contract, as well as monitoring and administering the execution of the contract. PMI support staff and the RMAG will assist in these activities. For each project undertaken, the RM is responsible for ensuring, with assistance of the contractor as appropriate, that appropriate communications are issued announcing the award of the contract and the results of the effort, as a minimum. Reviews of the project status will be scheduled for the RMAG.

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Step 4: Evaluate the Results and Monitor the Selection Process

The RM and the RMAG together are responsible for considering the results of the evaluation process for the given year, the results of the research, and the validity of the selection process.

For any questions about the process, please e-mail the PMI Research Department.

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