Kick Off project presentation template

1. << DTC >>
<< Project Name >>
Presented By: << Project Manager >>
<< YYYY-MM-DD >>
Project Kick-Off Meeting

2. 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

3. Introductions &
Opening Comments
 Welcome
 Objective of this meeting
 Round table introductions
o Name
o Role on the project
o Area of expertise
 Opening Comments

4. 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

5. Corporate Services &
Projects Branch
EA – Enterprise Architecture
PMO – Project Management Office
AD – Application Delivery
ESD – Electronic Services Delivery
GIS – Geographic / Geospatial
Information System

6. SDLC: Quick Summary
6 6
PHASE 4
Support
Initiate
PHASE 1
Concept
R
F
P
Analysis
PH. 2
Plan
Close
Implement
Execute
Design
PHASE 3
Plan
Plan Objective
• Confirm scope - Communication Plan
• Project Charter - Kickoff
• Detailed plan - Checklist
• Risk Assessment - Stakeholder Analysis
Indicates Go / No-Go
Decision Point
6 6
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
Objective
CS Assessment of
client request
Sample
Deliverables
• Business Case
• Preliminary
Scope
• FISA

7. 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. >>

8. Project Background
 << Speak at a high level of the project
background. Ensure that this information
matches with the Project Charter. >>

9. Goals and Objectives
 << Speak at a high level of the project
goals and objectives. Ensure that this
information matches with the Project
Charter. >>

10. Scope
 << Speak at a high level of the project
Scope. Ensure that this information
matches with the Project Charter. >>

11. 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

12.  << Insert an org chart/structure of the
project team including the Project Steering
Committee, Subject Matter Experts,
Project Team members and Client
Business Experts. >>
Project Organization

13. High-Level
Roles and Responsibilities
 Project Steering Committee
 Project Sponsor
 Project Manager
 Business User(s)
 Client Business Experts
 Delivery Manager
 Client Services
 PMO & EA

14. 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

15. 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)

16. 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

17. 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

18. 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

19. 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

20. 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)

21. 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

22. 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

23. Project Team Contact
Information

24. 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

25. Wrap-up
 Review Next Steps
 Questions
 Thank you
Corporate Services & Projects…
….delivering solutions and enabling business transformation.