CRM Project Name Here

Kick-off

Date
 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

2
 Project Background

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

3
 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

4
 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
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Project Delivery Process/Placemat

6
 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

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 Role of Project Director/Sponsor

Activity Description Responsibility

Document Approvals As part of the project management process, • Combined Project Charter and
there are a number of documents that the Project Management Plan (PMP)
project sponsor is required to sign-off on which • Participate in requirements Definition
signifies formal acceptance by the client. • Approves changes to scope,
schedule or cost via Project Change
Request (PCR)
User Acceptance Prior to deploying the new system to • Identify UAT team
production, a test activity conducted by the • Support UAT activities
client(s) to determine if the requirements • Provide UAT Sign-off
identified for the project have been met.
Training & Communications The project sponsor is the champion of the • Updates to business processes
project within their organization. Considering
the project impacts to stakeholders and the
user communality, plan, develop and
implement the change and training strategy.
Lessons Learned The lessons learned exercise allows us to • Provide feedback on successes,
learn from project successes and challenges challenges and recommendations for
and is an instrumental part of our “continuous improvement
improvement” process. • 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 8
 Role of ITS Delivery Manager

Activity Description Responsibility

Document Approvals As part of the project management process, there are a • Combined Project Charter and
number of documents that the delivery manager is Project Management Plan (PMP)
required to sign-off on which signifies formal acceptance • Participate in requirements Definition
by ITS. • Approves changes to scope,
schedule or cost via Project Change
Request (PCR)

Lessons Learned The lessons learned exercise allows us to learn from • Provide feedback on improvement
project successes and challenges and is an instrumental opportunities & best practices
part of our “continuous improvement” process. • 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
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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 • Combined Project Charter and
number of documents that the project manager is required Project Management Plan (PMP)
to generate with the input from the project team, project • Project Change Request (PCR)
director and delivery manager. 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 • Provide feedback on improvement
project successes and challenges and is an instrumental opportunities & best practices
part of our “continuous improvement” process. • 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 Clearly communicate each member’s roles and responsibilities. Identifies the project team resourcing
Roles & needs in conjunction with the ITS Delivery Manager. Provides clear direction, leadership and support to
Responsibilities the project team members to accomplish project milestones and produce quality results.
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Other Risks
Note: This list outlines the most&common
issues –activities
help to identify,
and may mitigate and trackortoapplicable
not be exhaustive closure 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.

11
 Discuss Timeline/Schedule

• Identify frequency of:

• Project team meetings
• Project Steering Committee Meetings

12
 Identify Risks & Issues

• Take from charter as starting point

13
 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

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