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Having done the project charter presentation, and after the project charter sign-off by the Sponsor and the Steering Committee, it is time to announce publicly the project existence and align all the team to have one picture of project delivery and success. See more project tools at PMAdept.net
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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