Project Kick-off Meeting
<< DTC >>
<< Project Name >>
Presented By: << Project Manager >>
<< YYYY-MM-DD >>
Agenda
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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
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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
Solution Delivery
Projects (AD)
EA
PMO
ESD /
Client
Projects
Corporate
and GIS
EA – Enterprise Architecture
PMO – Project Management Office
AD – Application Delivery
ESD – Electronic Services Delivery
GIS – Geographic / Geospatial Information System
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SDLC: Quick Summary
Plan Objective
• Confirm scope
• Project Charter
• Detailed plan
• Risk Assessment
PH. 2
PHASE 1
CS
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
PHASE 3
Analysis
R
F
P
Plan
Objective
Initiate
Plan
Concept
- Communication Plan
- Kickoff
- Checklist
- Stakeholder Analysis
Design
Indicates Go / No-Go
Decision Point
PHASE 4
Execute
Implement
Objective
Objective
Objective
• Detailed
business
analysis
• AS/Ops
Engagement
• Detailed tech.
solution design
• AS/Ops Engagement
• Build/configure /
test solution
Sample
Deliverables
• Draft Transition
Agreement (TA)
• BRD
• Approval Papers
• Draft RFP
• Tender
• Pre-TRA
• P/PIA
Sample Deliverables
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Final TA
DAD
Draft TRA
Draft OPM
Conversion Plan
Security Design
Review
• Revised Project Plan
PHASE 5
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
Close
Support
Objective
• Implementation and
Transition
Objective
Sample Deliverables
Sample
Deliverables
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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
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6
• Handover
• Project Closure
• Closure Report
• Vendor Review
• Lessons
Learned
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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
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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
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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 constraints
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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
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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)
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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
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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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