Project Name Here Kick-off Date CRM

Agenda Introductions Project Goal, Purpose, Benefits and Project Background (as per charter) Review Project Delivery Process Define Roles & Responsibilities Identify Project Steering Committee Identify Team Members Discuss Timeline Identify Risks and Issues Identify Next Steps

Project Background Project Description - Project Manager – Sponsor/Project Director - IT Manager – Target completion date – Budget ? - $

Project Management Expectations Ensure all other project documentation stored in Teams site PMO will provide you access to the project Teams site Follow PMO processes: Communications Management Plan Risk Management Plan Issues Management Plan Project Change Control Plan Schedule Management Plan Lessons Learned Process

Project Management Expectations (Cont) Minimum PM deliverables Combined Charter and Project Management Plan User acceptance sign-off Lessons learned and close-out report Provide weekly status updates within Teams Keep issues, risks, project schedules current Gating reviews (gate 1 – gate 4) Gating checklists are available on the PMO website

Project Delivery Process/Placemat

Identify Project Steering Committee Purpose of Committee - The decision makers for the project. Minimum membership is Sponsor/Project Director and IT Project Steering Committee needs to be identified as early in the project as possible in order to assist with any issues or decisions that arise during the requirements gathering and planning cycle Should meet on a regular basis to provide updates if these members are not part of regular project meetings

Role of Project Director/Sponsor Activity Description Responsibility Document Approvals As part of the project management process, there are a number of documents that the project sponsor is required to sign-off on which signifies formal acceptance by the client. Combined Project Charter and Project Management Plan (PMP) Participate in requirements Definition Approves changes to scope, schedule or cost via Project Change Request (PCR) User Acceptance Prior to deploying the new system to production, a test activity conducted by the client(s) to determine if the requirements identified for the project have been met. Identify UAT team Support UAT activities Provide UAT Sign-off Training & Communications The project sponsor is the champion of the project within their organization. Considering the project impacts to stakeholders and the user communality, plan, develop and implement the change and training strategy. Updates to business processes Lessons Learned The lessons learned exercise allows us to learn from project successes and challenges and is an instrumental part of our “continuous improvement” process. Provide feedback on successes, challenges and recommendations for improvement Participate in lessons learned workshop Other Risks & Issues - Helps to define and mitigate Changes to Content (Follow Project Change Control Process) Note: This list outlines the most common activities and may not be exhaustive or applicable to every project

Role of ITS Delivery Manager Activity Description Responsibility Document Approvals As part of the project management process, there are a number of documents that the delivery manager is required to sign-off on which signifies formal acceptance by ITS. Combined Project Charter and Project Management Plan (PMP) Participate in requirements Definition Approves changes to scope, schedule or cost via Project Change Request (PCR) Lessons Learned The lessons learned exercise allows us to learn from project successes and challenges and is an instrumental part of our “continuous improvement” process. Provide feedback on improvement opportunities & best practices Participate in lessons learned workshop Delivery Accountable for Project Delivery. Monitors project revenue and expense relative to the commitments. Provides program management and oversight to their portfolio and responsible for identifying dependencies, competing priorities across their portfolio of projects and advising the respective Project Manager. Ensures a smooth transition from project/development team to operational support team. Resources Responsible to make resources available for the successful completion of the project. Provide coordination and oversight of the technical team. Ensures key milestones and inter-dependencies of milestones are identified, communicated and completed. Accountable for procurement of services, resources or software and supporting the PM through the procurement process. Other Risks & issues – helps to identify and mitigate Note: This list outlines the most common activities and may not be exhaustive or applicable to every project

Role of Project Manager Activity Description Responsibility Document Creation As part of the project management process, there are a number of documents that the project manager is required to generate with the input from the project team, project director and delivery manager. Combined Project Charter and Project Management Plan (PMP) Project Change Request (PCR) when the scope changes or there is a variance is greater than +/- 10% from signed Charter Project Schedule reflected with committed timelines Lessons Learned The lessons learned exercise allows us to learn from project successes and challenges and is an instrumental part of our “continuous improvement” process. Provide feedback on improvement opportunities & best practices Participate in lessons learned workshop Delivery Responsible for the detailed planning, execution, monitoring and controlling, and closing of the project. Provides regular communication, project status reports to the Project Director/Sponsor, ITS Delivery Manager and key stakeholders (including the Project Steering Committee) Coordinates/facilitates project team meetings. Prepares/maintains minutes, action items, decision items, risks and issues. Preparation of material and presentation of content to the Project Steering Committee. Immediately communicate to the Project Steering Committee when resources are insufficient for completion of the project on schedule, on budget, or according to specification/scope. Works to facilitate the transition from Development to Production Support/Operational team. Ensure ccommunication &/or training for stakeholders & clients Project Team and Roles & Responsibilities Clearly communicate each member’s roles and responsibilities. Identifies the project team resourcing needs in conjunction with the ITS Delivery Manager. Provides clear direction, leadership and support to the project team members to accomplish project milestones and produce quality results. Other Risks & issues – help to identify, mitigate and track to closure Note: This list outlines the most common activities and may not be exhaustive or applicable to every project

Identify Team Members and Roles Speak to the needs of the privacy and security for the project Get validation that more info is or isn’t required.

Discuss Timeline/Schedule Identify frequency of: Project team meetings Project Steering Committee Meetings

Identify Risks & Issues Take from charter as starting point

Identify Next Steps Minutes will be created and stored on the Teams site On-going project team meetings will be scheduled On-going Project Steering Committee meetings will be scheduled