1. Guidance notes for Project Manager
Attended by all key stakeholders: Project Manager, Business Analyst, Business Owner; Project Board; QMUL ITS functional stakeholders The purpose of the meeting is to ensure that everyone is aware of the project objectives, their roles and responsibilities, and to prepare all stakeholders to assist in the development of all necessary documentation required to gain Gate 4 approval.

2. Project Kick Off Meeting Day, month, year Project Manager
Project Name
Project Kick Off Meeting
Day, month, year
Project Manager

3. Today’s agenda Purpose of this kick off meeting
Project objectives and key milestone dates
Project stages and gateway process
Roles and responsibilities
Any doing????/decisions in meeting required???
Next steps

4. Purpose of the meeting By the end of this meeting:
Aware of project objectives and estimated timeline
Understand our own roles and responsibilities
Input into the initial elements of the detailed design phase
Actively champion the project with colleagues and throughout the university
Commit to provide the necessary input and support required ensure the project remains on track

5. Project x: Objectives

6. Project governance: the gateway process
NOW
Project Mandate
Business Case
Project Initiation
Docs
Detailed Design
Build and Test
Transition
Early Life Support
Project Closure
Gate1
Gate2
Gate3
Gate4
Gate5
Gate6
Gate7
Gate8

7. Project x: status Phase Steps Start Finish
ITSB released £xx,000 for Project Mandate development
Business Analyst assigned
Project Mandate
Completed
Xx march 2016
ITSB approval and release of £xx,000 to fund development of Business Case
Business Case
ITSB approval and release of £xx,000 to fund Project documentation production
PID
All documentation completed
ITSB approval and release of £xx,000 to fund Detailed Design phase
Detailed Design
Project Manager assigned
Project Board identified
Kick off meeting
today

8. Project Board governance role
IT Strategy Board (ITSB)
Delegated authority and agreed tolerance
Appoint the Executive
Escalation
Project Board
Senior Supplier
Represents supplier interests
Executive
Represents the Business interest
Senior User
Represents the Users interests
Delegated authority and agreed tolerance
Project Manager

9. Project x: Board structure
Project Executive
Insert name
Senior User
Insert name
Senior Supplier
Insert name
Project Manager
Insert name
Faculty Relationship Manager
Insert name
Other stakeholders
Insert examples

10. Roles and responsibilities
Project Executive
Project Manager
Accountable for the successful outcome of the project
Keep project focused on achieving the objectives
Ensuring product or service will achieve the forecasted benefits
Select Board members
Ensure business case aligns with QMUL and IT Services Strategic aims and is approved by ITSB
Hold the Senior Supplier to account
Hold the Senior User to account
Identify Business Owner for transfer responsibility after project closure
Monitor and control project progress
Ensure risks identified, assessed and controlled in the project
Ensure the Board make timely decisions on escalated issues
Chair Project Board meetings and ensure the Board’s effectiveness
Accountable for assurance project remains on target, achieve the expected benefits, and completed within its agreed tolerances
Authority to run the project on a day-to-day basis on behalf of the Project Board
Lead the project management team
Ensure that the project produces the required products within the specified tolerances of time, cost and quality.
Manage scope, risk and benefits
Prepare project documents and deliverables in conjunction with the PMO and obtaining Project Board acceptance.
Manage the information flows
Advise Project Board of any time, cost, scope, quality, risk and benefit
Authorise work packages
Manage document production
Responsible for use of resources
Prepare and maintain reports and records
Liaise with stakeholders

11. Roles and responsibilities
Senior User
Senior Supplier
Responsible for specifying user needs and monitoring assurance product(s) will meet those needs
Provide the customer quality expectations and acceptance criteria
Ensure desired outcome is specified
Ensure project will deliver the desired outcomes and meet user requirements
Ensure expected benefits derived from project’s outcomes are realised
Provide statement of actual versus forecast benefits at benefits reviews
Resolve user requirements and priority conflicts
Ensure user resources required for the project are made available
Make decisions on escalated issues, with particular focus on safeguarding the expected benefits
Cascade relevant information to users
Undertake project assurance from the user perspective
Represents the interests of those designing, developing, facilitating, procuring and implementing the project’s products
Accountable for the quality of the products delivered
Responsible for the technical integrity of the project
Assess project activities and confirm the viability
Advise on selection of design, development and acceptance methods for the project delivery
Ensure design and development proposals are realistic
Ensure supplier resources required are made available
Make decisions on escalated issues with particular focus on safeguarding the integrity of the complete solution
Resolve any supplier requirements and priority conflicts
Brief non-technical management on technical aspects
Ensure quality procedures are used correctly
Undertake project assurance from the supplier perspective

12. Project Board role: summary
Monitors external environment for issues
Directs project at stage boundaries or where exceptions occur
Authorises continuance or closure
Executive
Senior User
Senior Supplier
Detailed Design
Represents the suppliers and designers
Chairs supplier group if one exists
Represents users,
normally involved in:
Acceptance criteria
Quality testing
Chair User Group

13. Project x: Today?????
Is this purely a ‘tell’ session or do you want the group to do anything during the meeting???
Do we have some standard actions that should happen in a kick off meeting?? So we can add in some guidance notes?

14. Review and check Aware of project objectives and estimated timeline
Understand our own roles and responsibilities
Input into the initial elements of the detailed design phase
Actively champion the project with colleagues and throughout the university
Commit to provide the necessary input and support required to ensure the project remains on track