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

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
Name
Role on the project
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. Solution Delivery BranchEA
PMO
Projects (AD)
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

6. SDLC: Quick Summary 6 6 Support Initiate Concept RFP Analysis Plan
Plan Objective
Confirm scope Communication Plan
Project Charter Kickoff
Detailed plan Checklist
Risk Assessment - Stakeholder Analysis
Indicates Go / No-Go Decision Point
PHASE 4
Support
Initiate
PHASE 1
Concept
RFP
Analysis
PH. 2
Plan
Close
Implement
Execute
Design
PHASE 3
PHASE 5
Objective
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
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
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
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
Handover
Project Closure
Sample Deliverables
Closure Report
Vendor Review
Lessons Learned 6 6

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. 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. >>

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
These are just some examples. The Roles and Responsibilities should match with those roles discussed in the Project Charter.

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 Solution Delivery 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 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

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
Name
Role
Phone
<< add rows as needed >>

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 Solution Delivery Director before proceeding with the next phase of the project

25. Wrap-up Review Next Steps Questions Thank you Solution Delivery…
….delivering solutions and enabling business transformation. 25