Project Kick-off MeetingPresented By: << Project Manager >>

<< DTC >><< Project Name >>

<< YYYY-MM-DD >>Office of the Chief Information Officer

Agenda• Introductions & Opening Comments• Purpose• Sponsor’s Statement• Project Background• Project Goals and Objectives• Project Scope• SDLC Deliverables• Project Organization• Roles and Responsibilities• Project Team Contact Information• Detailed Project Planning• Next Steps

2

Introductions & Opening Comments

• Welcome

• Objective of this meeting

• Round Table introductions– Name– Role on the project– Area of expertise

• Opening Comments

Project Kick-Off Purpose• To formally recognize the “official start” of

the project

• Assist project team members, clients, and key stakeholders to attain a common understanding of the project scope, deliverables, roles and estimates timeline

Solution Delivery Branch Overview

EA – Enterprise ArchitecturePMO – Project Management OfficeAD – Application DeliveryESD – Electric Services

SDLC: Quick Summary

PHASE 4

SupportInitiat

e

PHASE 1

Concept

RFP

Analysis

PH. 2

Pla

n CloseImpleme

ntExecut

eDesig

n

PHASE 3

Pla

n

ObjectiveCS Assessment of client request

Sample Deliverables•Business Case Scope

Objective•PMO & EA review•Engage AD•Confirm sourcing Approach•AS/Ops engagement

Sample Deliverables•PASR, WO

Objective•Detailed business analysis•AS/Ops engagement

Sample Deliverables•Draft Transition agreement (TA)•BRD•Cab Papers•Draft RFP•Tender•Pre-TRA•P/PIA

Objective•Detailed tech. solution design•AS/Ops engagement

Sample Deliverables•Final TA•DAD•Draft TRA•Draft OPM•Conversion Plan•Security Assessment•Revised proj plan

Objective•Implementation and Transition

Sample Deliverables•Initial VA•Final VA•OPM•Support plan•System Doc•Change request

Objective•Build/configure / test solution

Sample Deliverables•Final TRA•Test plan•Cots/Custom solution

Objective•Handover•Project closure

Sample Deliverables•Closure report•Vendor review•Lessons learned

Plan Objective• Confirm scope• Charter• Detailed plan• Risk Assessment

Indicates Go no-go Decision point

PHASE 5

Project Sponsor’s Statement<<Name of Sponsor – Position in Organization >>

• << The Project Sponsor should describe the vision for the project, demonstrate support and advocate for its success, setting it as a priority for all parties involved. >>

Project Background• << Speak at a high level of the project

background. Ensure that this information matches with the Project Charter. >>

Goals and Objectives• << Speak at a high level of the project

goals and objectives. Ensure that this information matches with the Project Charter. >>

Scope• << Speak at a high level of the project

Scope. Ensure that this information matches with the Project Charter. >>

SDLC Mandatory Deliverables• Business Requirements Document (BRD)• Pre-Threat Risk Assessment (Pre TRA)• Preliminary Privacy Impact Assessment (PPIA)• Project Charter • Monthly Status Reports• Project Plan • Implementation Plan• Test Plan• Others

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Project Organization• << Insert an org chart/structure of the

project team including the Project Steering Committee, Subject Matter Experts, Project Team members and Client Business Experts. >>

High-Level Roles and Responsibilities

• Project Steering Committee

• Project Sponsor

• Project Manager

• Business User(s)

• Client Business Experts

• Delivery Manager

• Client Services

Project Steering Committee• Provide overall guidance and strategic

direction• Promotes success of project• Reviews the budget and project plans• Reviews and approves Project Scope and

Project Scope changes• Clears obstacles to progress• Provides guidance to deal with Risks and

project constraints

Project Sponsor• Responsible to ensure business objectives will be

achieved• Provides support from the Department (Business)

perspective• Promote and maintain focus on the desired project

outcome from the point of view of the end-users• Ensures Department commitment and communicates

project progress to executive management• Provides support to the Project Manager• Enable project success by ensuring that Scope is

managed effectively• Chair the Project Steering Committee

Project Manager• Responsible for the overall success of the project• Monitors project on an ongoing basis• Leads project team• Communicates status and issues to Delivery Manager and Project Steering

Committee• Ensuring project milestones are on time / on budget• Responsible for developing a detailed project plan in accordance with best

practices• Manage the budget, schedule, resources, etc. • Responsible for project reporting (Project Status Report, Project Projections,

Project Plan and Risk, Issues Log)• Ensure all project documentation is sent to the ISC• Responsible for effective Project Change Management• Ensure appropriate Test Plans are developed and executed (UAT, Stress

Testing, Volume Testing)• Manage Transition to Production• Ensure compliance to OCIO’s SDLC

Business User(s)• Involved throughout project (part time or full time)• Provides input into detailed project planning• Provides knowledge of business processes• Engaged in requirements gathering and confirmation• Resolves business issues and escalates issues to the

Project Manager as needed• Performs UAT testing, assists with training and project

documentation• Become super-users for new solution• Develops policies and procedures required for new

solution• Provides first level of support for new solution

Client Business Experts• Provides knowledge of business processes• Provides input into detailed project planning• Engages in requirements gathering and

confirmation• Resolved business issues and escalates issues

to the Project Manager, as needed• Develops policies and procedures required for

new solution• Participates throughout the project life cycle

Delivery Manager• Responsible for delivery of solution to Client• Conduct risk and quality assessments throughout the Project Life

cycle• Provides guidance and direction to PM’s and facilitates relationship

with Client and Project team for duration of project• Financial monitoring• Monitor progress of project and escalate issues and risks

accordingly• Ensure project deliverables are in accordance with the SDLC• Review status reports for accuracy and quality• Maintain communication between stakeholders• Brief Solution Delivery Directors on issues / concerns as needed• Attend Steering Committee meetings

Client Services• Responsible for the relationship between client department and the

OCIO • Responsible for overall relationship with the vendor community and

OCIO;• Will be engaged with Departmental Executive before any project

starts;• Work with Departments to develop IT strategic plans, to prioritize

departmental requirements for budget preparations and to ensure that service levels are being met

• Will intervene with departments and the project team on matters relating to project commitment and support;

• Attend Steering Committee meetings

Project Team Contact InformationName Role email Phone

<< add rows as needed >>

Detailed Project Planning

• Project Kick-off - Successful Vendor – Validate the business case, scope and approach– Complete stakeholder analysis– Complete detailed Project Plan– Prepare project Communications Plan– Complete Project Charter– Obtain all sign-offs / approvals on above from the Client Project

Sponsor and OCIO Solution Delivery Director before proceeding with the next phase of the project

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Wrap-up

• Review Next Steps

• Questions

• Thank you

Solution Delivery…

….delivering solutions and enabling business transformation.