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

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

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

Solution Delivery Branch EA 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

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

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. >>

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

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

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

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

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. >>

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.

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

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)

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

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

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

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

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)

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

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

Project Team Contact Information Name Role email Phone << add rows as needed >>

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

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