Project Kick-Off Meeting

<< DTC >>

<< Project Name >>

Presented By: << Project Manager >>

<< YYYY-MM-DD >>
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
Introductions &
Opening Comments

 Welcome
 Objective of this meeting
 Round table introductions
o Name
o Role on the project
o 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
Corporate Services &
Projects Branch

EA – Enterprise Architecture
PMO – Project Management Office
AD – Application Delivery
ESD – Electronic Services Delivery
GIS – Geographic / Geospatial
Information System
 SDLC: Quick Summary
Plan Objective
• Confirm scope - Communication Plan Indicates Go / No-Go
• Project Charter - Kickoff Decision Point
• Detailed plan - Checklist
• Risk Assessment - Stakeholder Analysis

PHASE 1 PH. 2
PHASE 3 PHASE 4

R
Plan

Plan
Concept Initiate Analysis F Design Execute Implement Close Support
P

Objective Objective Objective Objective Objective Objective Objective

CS Assessment of • PMO & EA • Detailed business • Detailed tech. solution • Build/configure / • Implementation and • Handover
client request review analysis design test solution Transition • Project Closure
• Engage AD • AS/Ops • AS/Ops Engagement
Sample • Confirm sourcing Engagement Sample
approach Sample Sample Deliverables
Deliverables Sample Deliverables • VA Deliverables
• AS/Ops Sample • Deliverables
• Business Case Final TA • OPM • Closure Report
Engagement • • Final TRA
• Preliminary Deliverables DAD • Support Plan • Vendor Review
• Draft Transition • Draft TRA • Test Plan • Lessons Learned
Scope
Sample • System Doc
• FISA • Draft OPM • Cots/Custom
Deliverables
Agreement (TA) • Change Request
• BRD • Conversion Plan Solution
• Application Build Book
• PID • • DR Checklist
• Approval Papers Security Design Review • Database Build Book
• PRO, WO • • Client Acceptance
• Draft RFP Revised Project Plan • COA
• Initiation • UAT Plan
• Tender • Go Live Communication
Presentation • Data Migration
• Pre-TRA • RFC
• P/PIA Plan
• 6
Server Build Book 6
• Implementation
• Source Code
Plan
• Service Desk Support
• Post
Guide
Implementation
Support Plan
• Training Plan
6 6
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
 Detailed Architecture Design
 Monthly Status Reports
 Project Plan
 Implementation Plan
 Test Plan
 Others
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
 PMO & EA
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 (assigned
delegate)
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 Corporate Services & Projects 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 (as requested)
Project Management
Office (PMO)
 SDLC process owner
 Responsible for overall project governance and quality
assurance monitoring
 Financial monitoring of entire Corporate Services &
Projects Project Portfolio
 Monitoring of monthly/weekly project status reporting
 Prepare and review project dashboards
 Conduct Project Audits
 Review project charter and plan
 Coordinator for Copies of Production Data Requests and
Requests for Change (Implementation and Go-live
activities)
 Ad-hoc metrics and reporting
Enterprise Architecture (EA)

Engage Early.
 We want to engage early in the process and be there
when you need us.
Engage Often.
 Your EA Prime will offer guidance in areas of:
 OCIO architectural standards
 Sample documentation and other resources to aid your project’s
success
 Creation of project deliverables: the Business Case and Scope
Document; the Project Initiation Document (PID); the Business
Requirements Document (BRD); and the Detailed Architecture
Design
 Project Architecture Review Board (PARB) Process
Project Team Contact
Information
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 Corporate Services
& Projects Director before proceeding with the next
phase of the project
Wrap-up

 Review Next Steps

 Questions
 Thank you

Corporate Services & Projects…

….delivering solutions and enabling business transformation.