Project Kick-OffPresentation TemplateAuthor: Bogdan Gorka, PMP

What will we discuss today

Project Kick-Off Presentation |2

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Project Mission and Objectives

Project MissionTo cut general effort required for paperwork in the office by introducing a new document management system enabling company-wide access to business documents along with electronic workflow and sign off. The project should be completed by the end of year 2010 with the budget not exceeding $1m in capexProject Objectives1. New document management system selected2. Implementation partner selected3. Selected system adapted to functional requirements4. System is tested and ready for trainings5. Users trained and ready for cut over6. New system fully functional and working by the end of 10.2011

Project Detailed Scope

Project Management Methodology Fundamentals

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Project Objective Deliverables

1) Standardise and update existing document flow procedures

1. Existing document flow procedures identified

2. Procedure owners identified

3. New procedures designed and written

2) Search and select software vendors for document management systems

1.Research systems vendors on the market

2. Perform Request For Information Process as per Vendor policy

3. Collect RFI feedback and prepare solution selection guidelines

3) Prepare Requirement statement 1. Select potential key users for workshops

2. Prepare and organise user requirements elicitation workshops

3. Summarise requirements in the User Requirements Traceability Matrix

4) Other objectives Other deliverables

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Project Functional Scope

The scope of the project consists of all works needed to successfully implement the documentation management system used for storage and workflow. The system will be based on Hector architecture. Functionality will enable planning and reporting of:– Feature one– Feature two– Feature three

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Organizational Scope and Impact

Organisation/Department/Processes How will the be affected/No of people impacted

1. Mail Office Current practices in documents flow will be identified and changed considerably. No mail handling is currently done electronically and employees are not used to working on computers.

After the project both the procedures and tools will change.

1. Accounts Receivable Currently only some invoices are being signed-off electronically. For now it is the project intention to include this work-flow fully in the scope. Affected 50 people.

1. Entire business – budget scope When the affected department will change into a fully electronic workflow this will mean that the budget of $10m spent annually will be managed differently. That is why this project is more risk sensitive and is business continuity critical. That is why only safe and proven solutions will be chosen.

Below is the summary of organisational impact analysis which describes the organisational scope of the project

1.12.2011

Project Timeline

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Start

• Business Requirements Collected• Project Charter Signed Off

• Vendor Selected• Refined Requirements Confirmed• Updated Project Charter Signed Off• Budget Signed Off

20.01.2011

10.03.2011

PreparationPreparation InitiationInitiation Solution DesignSolution Design

• Design completed• Build and training approach confirmed and signed-off

BuildBuild TrainingTraining

• Integration testing ok• UAT testing ok• Configuration completed

• Training Completed• Cut over plan tested• Infrastructure ready

Post Go-Live

Post Go-Live

18.06.2011

12.09.2011

29.10.2011

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Project Delivery Approach

The project to go live in December and will be executed with along the following business and system functionality assumptions:– Assumption 1: Agile methods will be used during the Design

phase– Assumption 2: Testing will done in three steps: User

Acceptance Testing, Integration Testing, User Access Rights testing

– Assumption 3: Change management and Communication will be planned separately in the Preparation Phase

Project Organisation Structure

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John DoeIT Director

Malcom WongMarketing Director

Jenny SmithWing Solutions

Jerry WilkinsonSales Director

Project Sponsor

ProjectSteeringCommittee

John WhileyWing Solutions

Project Manager

John WhileyWing Solutions

Project Manager

Team MemberCore Function

Team MemberCore Function

Team MemberCore Function

Team MemberCore Function

Team MemberCore Function

Team MemberCore Function

Team MemberCore Function

Team MemberCore Function

Team MemberCore Function

Team MemberCore Function

Team MemberCore Function

Team MemberCore FunctionProject

Team

Review project progress during regular Steering Committee meetingsReview/approve deliverables Approve project phases during gate meetingsEnsure that sufficient resources are dedicated to perform project tasksResolve issues escalated by the Project ManagerMake decisions about change request and escalated issuesActively support the project team on its way to achieve project objectives

Steering Committee Responsibilities

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Project Team Key Responsibilities

Deliver products according to agreed scheduleExecute project tasks according to the defined business and functional requirements with expected quality, within required timeframe and within the allocated budgetOther dutiesOther responsibilities

Project Risks

Contingency planning - work out what could go wrong and plan what to do if it doesRisk strategies – Avoid – eliminate the threat by eliminating the cause– Accept – if the risk is not very important or the impact is

small– Mitigate – reduce probability and/or impact if the risk will

occur– Transfer – make somebody else responsible for risk impact

often with vendor, if something goes wrong share the impact (most often only financial impact)

Other strategies – exploit and enhance (for positive risks)

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Issues and risks escalation procedure

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Issue, Concern, Risk

Issue Register

Discuss with Team Leader and

agree

Project Manager

Project Sponsor Steering

Committee

Management Board

Management Board

Project Standards Overview

Documentation – we use naming conventionsTeam work – we all work on the project as a team no matter if you represent a client or a vendorEveryone should be aware of the project role to be fulfilled. If not, ask the Project Manager what is expected from youYour deadlines and products have been agreed with you during the planning process. If something has changed inform your Team Leader.In case of spotting the risk or problem, use the Issue Log to record and escalate your concerns.

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Project Management Methodology

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Phase 1Preparation

Phase 2Planning

Phase 3Design

Phase 4Build & Test

Phase 5Go-Live and

Close

With project management methodology, we have:1.Agreed set of deliverables2.Templates to help document project3.Tasks sequence and dependencies

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Phase 1 – Preparation

Major tasks and deliverablesMajor tasks and deliverables

• Task 1• Task 2

• Deliverable 1• Deliverable 2

To prepare organisation for the project,

mobilise the team and agree on the

preliminary scope statement.

Phase ObjectivePhase Objective

TimelineTimeline

01/10/2011 – 31/12/20111

Phase 1Preparation

Phase 2Planning

Phase 3Design

Phase 4Build & Test

Phase 5Go-Live and

Close

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Project Office role

PROJECT OFFICEPROJECT OFFICE

Project RepositoryProject Repository

Financial and Budget ControlFinancial and Budget Control

MethodologyexpertiseMethodologyexpertise

SchedulemaintenanceSchedulemaintenance

Issue LogmaintenanceIssue Logmaintenance

Change ControlChange Control

Status ReportingStatus Reporting

Role: supporting Project Manager and the team with project management admin support and control

Managed bythe EPM ToolManaged bythe EPM Tool

Conclusion / Questions

18Project Kick-Off Presentation