Project Name - Project Kickoff

Agenda Introductions Project team & roles Scope Definition of success Approach & Approval process High level Plan Collaboration Risk, Issue, and Change Management Reporting Needs to get started Q&A

Introductions

Project Teams

Project Steering Committee Name Title Project Role Sally Jones VP, Dept Name Project Sponsor John Doe SVP, Dept Name Dept Representation

Change Control Board Name Title Project Role Sally Jones VP, Dept Name Project Sponsor Ken Smith Director, Dept Name Dept Representation

Stony Brook Project Team Name Title Project Role John Passaro Senior Project Manager Project Manager Andrew Kirsch Director, Enterprise App Integrations Technical Lead Ray Chan Integration Lead Suzie Jones Asst. Provost Subject Matter expert

Scope

Project Scope The Stony Brook University will be implementing a Customer Relationship Management (CRM) system that will provide the Undergraduate Admissions department with an admissions and recruiting database, dynamic online applications, and a segmented multi-channel communications tool with reporting functionality.   This solution will also require integrations with our PeopleSoft student information system, for the transfer of student data. This solution will be replacing our home-grown ECM-based solution with a fully-functioning CRM system. The home-grown ECM-based solution will then be decommissioned. The scope of this project is limited to implementation of a CRM tool for Undergraduate Admissions targeted at recruitment of traditional undergraduate students. It includes research of best practices, engagement of professional services as needed, strategy development, process redesign, communications, and training.

Definition of success The project success criteria refer to measurable terms of what should be the outcome of the project that is acceptable to the end user, customer, and the stakeholders. In other words, the project success factors consist of activities or elements that are required to ensure successful completion of the project. All integrations must be fully developed and tested. Add a line regarding satisfying Security requirements. The system must be available 99.99% of the time. All servicing of the system must be done (add whatever the window is). A qualified CRM application analyst must be available at the time of configuration. Admissions staff must be educated in building and leveraging the tool’s capability and in best-practice recruitment strategies to: Expand the prospect funnel Increase conversion rates of traditional first-time undergraduate enrollment Differentiate student segments to support diversity and quality

Project Approach

Approach It is suggested that this project will leverage the Waterfall project management methodology. This is a sequential, linear process that consists of several discrete phases. (Or replace with the planned approach) There will be three sign off points during the Project; 1) Charter, 2) Requirements, 3) Implementation The Project is currently in the Project Initiation Phase, during this Phase the Charter will be signed During the Procurement Phase, the Vendor Management team will take the lead.

Approval Process The project will have Milestones that will require Project Steering Committee approval. Charter: documents the business needs, assumptions, constraints, the understanding of the customer's needs and high-level requirements, and the new product, service, or result that it is intended to satisfy, such as: Project purpose or justification. Measurable project objectives and related success criteria. Requirements: detailed requirements which clearly outline the expected result of the Project. Clear distinction on how the system should perform, these functional requirements will help drive testing strategies. Implementation Plan: documents the accumulation of the project activity including the test scenarios, test results, and support plan. This plan should outline all transitions that will occur. Approval if this plan is an approval to go live with the system.

High-level Schedule

High-level Schedule

Collaboration All pertinent Project details and artifacts will be posted to this Project site: Project Name - Documents Monthly Status reports will be posted here: https://it.stonybrook.edu/projects

Risk, Issue, and Change Management The Risk log will be updated weekly and available to the team here: add link The Issue Log will be updated weekly and available to the team here: add link All Changes to scope, budget, resources, and time will go through the Change Management process. The change will be documented and submitted to the Change Control Board for review and a decision. All Changes will be logged in the Change Log here: add link

Reporting Name Target Frequency Format Location of Artifacts Monthly Status report All Stakeholders Monthly PDF https://it.stonybrook.edu/projects Project Steering Committee PSC Members Meeting/PPT Add link to PPT here Core Team Meeting Project Team Weekly Meeting Posted Minutes here Status Communication Milestone based E-mail Change Request As needed Add link to PPT & minutes here

Needs to move forward What does the team need to do, provide, procure, etc to move forward? Outline the steps here.

Next steps Highlight the next steps that the Project team will take. Such as close the Initiation Phase and start the Procurement Phase. Highlight what can be expected.

Questions and Comments