1 DRAFT CCC Team Leader Packet September 23, 2002

2 DRAFT Contents Checklist for Project Kickoff –Sample Engagement Letter –Sample Workplan – Simple –Sample Workplan - Detailed Checklist for Overall Project Work –Sample Status Report Checklist for Project Wrap-Up

3 DRAFT Checklist for Project Kickoff Make initial call to Project Sponsor –Introduction and confirmation of overall project timing –Set up initial client meeting Hold initial CCC team meeting –Discuss timing of first client meeting, scope, overall roles and responsibilities Hold initial client meeting –Agree on scope, timing of deliverables –Set time for mid-term meeting –Obtain contact names of key client information sources Prepare Engagement Letter and initial workplan –Develop engagement letter with narrowed scope (from initial client meeting) –Assign tasks, dates and owners in a formalized workplan –Send letter and workplan to Project Sponsor for confirmation/signature Communicate finalized scope/timelines to MBA2 advisor See attached examples/templates of engagement letters, workplans, task identification, project management resources. Many materials available online at

4 DRAFT Sample Engagement Letter Dear XXXXXX: It was a pleasure meeting you and your team this past Tuesday. Washtenaw Literacy has asked for assistance in improving the organization’s visibility in Washtenaw County. Specifically, the Washtenaw Literacy program, in response to a sizable waiting list of learners who are eager to enter the tutoring program, is seeking to grow the number of registered volunteer tutors to accommodate demand. The University of Michigan Business School’s Community Consulting Club will focus on analyzing the current situation, developing strategic recommendations on improving tutor registration and retention, and laying the groundwork for implementing some of these recommendations. The Project: The project will have two phases: a Recommendation Phase and an Implementation Groundwork Phase. During the Recommendation Phase, the team will concentrate its efforts on analyzing the tutor registration and retention process. We will develop recommendations for improving tutor registration and retention through current state analysis, best practice research, and industry benchmarks. All recommendations presented will be sensitive to the budget constraints of the program. In the Implementation Groundwork Phase, the team will choose a few key strategic recommendations and develop a specific action plan for implementation. This action plan may include developing communication templates, establishing contact with new organizations/stakeholders, and outlining timeframes for future implementation steps. The overall goal of the Implementation Groundwork phase will be to ensure that initial progress is made toward implementation of key recommendations. The tasks in this phase will be identified in more detail once recommendations have been identified and discussed with the core Washtenaw Literacy team. Deliverable(s): We envision the key deliverable of this project to be a document outlining recommendations for improving tutor registration and retention for Washtenaw Literacy. Additionally, during the Implementation Groundwork Phase, we will put together an action plan and other deliverables associated with preliminary implementation (to be identified once recommendations are identified). Timing: We envision that findings from the Recommendation Phase will be ready at the midpoint of the project (October 29, 2001 – November 9, 2001). Once recommendations have been delivered, the team will focus on laying the groundwork for implementation until the project’s conclusion in mid December. Specific deliverable and meeting dates will be identified once this agreement has been finalized. If you have any questions about any of the contents of this Letter of Engagement, please do not hesitate to contact me. Regards, ___________________________ Community Consulting Club ___________________________ Washtenaw Literacy

5 DRAFT Sample Workplan - Simple 1)XXXX 2)XXXX 3)XXXX 4)XXXX 5)XXXX 6)XXXX TaskTiming Planned Delayed Completed

6 DRAFT Sample Workplan - Detailed

7 DRAFT Checklist for Overall Project Work Hold weekly/biweekly meetings with project team to ensure progression of project tasks Send weekly update/status report to Project Sponsor Communicate with MBA2 advisor as needed Ensure that all project deliverables are aligned with scope document/workplan Communicate any timeframe risks to Project Sponsor as soon as possible See attached examples/templates of status reports, business plan guides, survey methods. Many materials available online at

8 DRAFT Sample Status Report To-Date Accomplishments Meetings/Data Collected Issues/Obstacles Next Steps

9 DRAFT Checklist for Project Wrap-Up Set a date with Project Sponsor for final deliverable presentation Ensure that all deliverables are transferred to the client upon completion of the project (hard copy/electronic) If necessary, prepare a transition guide for the client with explicit instructions on follow-up work needed