1. Project Name Here Kick-off Date
CRM

2. 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

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

4. 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

5. 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

6. Project Delivery Process/Placemat

7. 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

8. 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

9. 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

10. 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

11. 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.

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

13. Identify Risks & Issues
Take from charter as starting point

14. 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