1. Digital Archiving Project
Project kickoff meeting
Miami, 23 April 2019

2. Content Assumptions Project goal System landscape Project organization
Project plan
Responsibilities
Project documents

3. Project goal and scope
Introduction of a company-wide digital document management system (DMS)
Migration of invoices from legacy systems (in 2019)
Migration of purchasing documents from legacy systems (2020)
Decommissioning of legacy systems
Training of end-users

4. migration of documents
This is just a sample. The reason why I included the lanscape view is because I want to show people what my project is about. Don‘t just list facts, but give something visual, like a model, a diagram, a photo etc.
System landscape
SAP GUI
SAP
new interface
purchasing documents (SRV01)
new DMS (SRV03)
Oracle DB (SRV04)
web client
migration of documents
invoices (SRV02)

5. Listing the assumptions your project is based on is always a good idea
Listing the assumptions your project is based on is always a good idea. You want to avoid people making false assumptions or having unrealistic expectations.
Assumptions
Finance team will provide a list of documents for migration
Only invoices from the past 10 years will be migrated. Older documents will be deleted 6 months after go-live.
System test and training will be combined to save time
New system must go live before December 2019 to avoid negative impact on financial closing activities

6. Project timeline Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
preparation
create system concept
set up test system
functional test
key user training
test migration
migration invoices
no activities
end-user training
go-live
stabilization

7. Project organization Judy Smith CEO Peter Clark Head of IT
Steering committee
Judy Smith CEO
Peter Clark Head of IT
Fred Haze Head of Accounting
John Snow Project management
N.N. Project office
Jeff Smith Migration
Berta Bluff DMS customizer
Andy Mills Financial accounting
Robert Field DMS vendor

8. Roles & responsibilities
I‘d recommend you create one slide for each role and list the responsibilities underneath
Roles & responsibilities
DMS customizer:
Customization of the DMS system according to the available specification document
Creation of document types
Participate in DMS customizer training
1st level support during the project
DMS vendor:
installation of software upgrades
2nd level support
Key user:
Define requirements and document types
Test participation
Training of end-users
Migration responsible:
perform migration of documents
ensure quality of migration
provide migration statistics to user department

9. Next steps List the next steps including deadline, e.g.
Gather requirements and prepare system specification 08/2018

10. Team work and organizational topics
here you can mention the meeting calendar
travel requirements
...

11. Project documents
Project kickoff slides (this document) <<link >>
Action tracker / to do list << link >>
Project fileshare << link >>