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

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Introductions & Opening Comments

Welcome Objective of this meeting Round table introductions

Name Role on the project Area of expertise

Opening Comments

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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

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Solution Delivery Branch

EA – Enterprise ArchitecturePMO – Project Management OfficeAD – Application DeliveryESD – Electronic Services DeliveryGIS – Geographic / Geospatial Information System

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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 •Preliminary Scope•FISA

Objective•PMO & EA review•Engage AD•Confirm sourcing approach•AS/Ops Engagement

Sample Deliverables•PID•PRO, WO•Initiation Presentation

Objective•Detailed business analysis•AS/Ops Engagement

Sample Deliverables•Draft Transition Agreement (TA)•BRD•Approval 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 Design Review•Revised Project Plan

Objective•Implementation and Transition

Sample Deliverables•VA•OPM•Support Plan•System Doc•Change Request•Application Build Book•Database Build Book•COA•Go Live Communication•RFC•Server Build Book•Source Code•Service Desk Support Guide

Objective•Build/configure / test solution

Sample Deliverables•Final TRA•Test Plan•Cots/Custom Solution•DR Checklist•Client Acceptance•UAT Plan•Data Migration Plan•Implementation Plan•Post Implementation Support Plan•Training Plan

Objective•Handover•Project Closure

Sample Deliverables•Closure Report•Vendor Review•Lessons Learned

Plan Objective• Confirm scope - Communication Plan• Project Charter - Kickoff• Detailed plan - Checklist• Risk Assessment - Stakeholder Analysis

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. >>

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

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

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

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

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Scope << Speak at a high level of the project

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

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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

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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. >>

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High-Level Roles and Responsibilities

Project Steering Committee Project Sponsor Project Manager Business User(s) Client Business Experts Delivery Manager Client Services PMO & EA

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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 constraints14

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)

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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

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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

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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

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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

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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)

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Project Management Office (PMO)

SDLC process owner Responsible for overall project governance and quality

assurance monitoring Financial monitoring of entire Solution Delivery 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

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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

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Project Team Contact Information

Name Role email Phone

<< add rows as needed >>

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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.

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