1. Project Kickoff Meeting
<Project Name>
Date: XX/XX/XXXX

2. AGENDA Welcome Introductions Project Sponsor Update Project Goals
Team Organization Chart
High-level Schedule
Project Assumptions and Constraints
Communication Plan
Milestone Signoff and Invoicing Process
Technical Update
Other Considerations
Next Steps
Q&A Session
Wrap Up 

3. Organization You Work For
INTRODUCTIONS
Name
Organization You Work For
Role On Project

4. PROJECT SPONSOR UPDATE
Project Vision
Project Background
Project Value

5. PROJECT GOALS DELIVERABLES MAIN GOALS & OBJECTIVES DEFINING SUCCESS
Deliverable Name
Description
Customer Requirements Document (CRD)
A CRD (in MS PowerPoint format) that specifies what the users expect the new system to be able to do.
Gap Analysis Report
A Gap Analysis Report (in MS Word format) that assesses the differences in performance between the two systems (old & new).
Low Level Design (LLD) Document
An LLD (in MS Word format) that outlines the component-level design process, along with the details of the logical & functional design of the new system.
Migration Plan
A Migration Plan (in MS Project format) that outlines how data and hardware will be relocated and upgraded to the new location & system.
Solution Acceptance Test Plan (SATP)
An SATP (in MS Excel format) that lists all use cases for determining if the requirements of the new system are met and that they are fully operational.
#1 Design new system
Work closely with the different stakeholders to design a comprehensive new system that meets the CRD checklist recs
#2 Move users from old system
Consolidate all users from current (old) system, and transition them successfully into the new system
#3 Shut down old system
Ensure that the old system is deprecated and users are fully offboarded according to the latest legacy system policy
DEFINING SUCCESS
Success on this project means that we will have 50,000 users fully onboarded on this new system by May 13 which should increase productivity by 35%. This should save $2.7M in the first year after implementation.

6. TEAM ORGANIZATION CHART (Internal)
Dave Brooks
VP of Services
John Compleo
Project Manager
Cristy Amaro
Client Executive
Brian Tracy
Transition Manager
Jane Smith
Lead Engineer (workflow)
Don Ruff
Software Architect (design)
James Falk
Customer Success Manager
Joan Myers
Account Manager
Jessica Hart
Regional Support Manager
Sara Jones
Change Control Lead (workflow)
Kevin Black
Engineering Analyst
(design)
Delivery Team
Sales Team

7. TEAM ORGANIZATION CHART (External)
Sophia Miller
Project Sponsor
Mike Brown
Business Director
Emily Johnson
Customer Support Manager
Nasser Abbas
Transition Manager
Raghu Dipti
IT Director
Victoria White
Change Management Lead
Ava Hailey
Engagement Desk Liaison
Aiden Collins
Infrastructure Engineer
Mia Lopez
Change Management Assistant

8. HIGH-LEVEL SCHEDULE* Jun 2019 Jul Aug Sep Oct Nov Dec Jan 2020 Feb Mar
Customer Requirements Document (CRD)
13 Sep 2019
Gap Analysis Report
7 Oct 2019
Upgrade Complete
28 Apr 2020
Low Level Design (LLD) Document
28 Oct 2019
Migration Plan Complete
11 Nov 2019
Project Complete
13 May 2020
Solution Acceptance Test Plan (SATP)
2 Dec 2019
Consolidation Complete
27 Jan 2020
Jun 2019
Jul
Aug
Sep
Oct
Nov
Dec
Jan 2020
Feb
Mar
Apr
May
Planning & Design
8/13/2019 to 12/3/2019
Implementation: Consolidation
12/3/2019 to 1/25/2020
Implementation: Upgrade & Support
1/25/2020 to 4/15/2020
Knowledge Transfer
4/15/2020 to 5/13/2020
*Note: This is a preliminary high-level schedule, and some dates may change based on updates throughout the project

9. PROJECT ASSUMPTIONS AND CONSTRAINTS
Description
Out of scope elements
The 80,000 users that are part of the AD-232 system are out of scope for this project
The project will include only 4 iterations for the UX/UI wireframe
Frameworks followed
PMI’s PMBOK framework (for project management)
Scrum methodology (for product development components)
Technology tools used
Cisco WebEx (for team meetings)
Basecamp (for project coordination)
MS SharePoint (for document storage)
Team will require access to 5 corporate laptops & accounts
Other assumptions
Refer to the original Statement of Word for a list of all assumptions
Constraint
Description
High-level Risks
CX-334 components do not arrive by Jan 7, impacting the schedule (expedited shipping requested)
System fails to pass the audit process, requiring additional funding for re-audit (funds available if needed)
Major dependencies
SATP has to be complete by Dec before consolidation starts in Jan
Delays on changes could result from the corporate change freeze windows
Resource constraints
Learning curve by engineers on new skill set could lead to delays
Restricted availability of software architect’s time (only 50%) due to Project D4S commitment
Budget constraints
A maximum of $3,000 can be allocated to the backend DB components

10. Communication Method/ Tool
COMMUNICATION PLAN – MEETINGS
Meeting Name
Objective/ Details
Attendees/ Audience
Communication Method/ Tool
Frequency
Output
Project Status Update
Discuss status update, including next actions, risks, and issues. Review project schedule
Jane, Don, Brian, John, Cristy, Joan, Bill, Fran
Led by: John C. (Project Manager)
Video conference call (Cisco WebEx)
Weekly – 30 min call
(Tue at 1pm EST)
Weekly meeting notes (including risks, issues, and actions) in PPT format, and project schedule in MS Project format. All docs ed and posted to SharePoint
Technical Discussion
Align on technical design and documents
Sara, Kevin, Don, Jane, Harris, Sundeep, Rajesh
Led by: Don R. (Software Architect)
Audio conference call (Cisco WebEx)
2x Weekly – 1 hr call (Mon at 3pm and Thu at 2pm EST)
Technical notes and updated documents (sent via and posted to SharePoint)
Executive Update
Discuss progress on project and address any major risks/ issues
Dave, John, Cristy, Jessica
Led by: Dave B. (VP of Services)
On-site visit
Monthly – 1 hr call (Scheduled ad-hoc)
Executive PPT Slide Deck (shared with the team after monthly call) + updated action register

11. COMMUNICATION PLAN – CONTACT INFO
Name
Role
Phone
John Compleo
Project Manager
+1 (617)
Brian Tracy
Transition Manager
+1 (617)
Jane Smith
Lead Engineer (workflow)
+1 (617)
Don Ruff
Software Architect (design)
+1 (617)
Cristy Amaro
Client Executive
+1 (617)
Sara Jones
Change Control Lead (workflow)
+1 (617)

12. COMMUNICATION PLAN – ESCALATION PATH
ISSUE
STEP 01
STEP 02
STEP 03
Technical Issue
Engineer
Project Manager
Project Sponsor
Resource Issue
Project Manager
Sales Lead
VP of Services
Billing Issue
Account Manager
Sales Lead
VP of Services

13. CHANGE MANAGEMENT PROCESS
Need for change
Impact Analysis
Change Request
Change Implementation
Approval
Owner
Project Manager
Software Architect
Project Sponsor
Lead Engineer
Project manager works with Engineers and Sales Team to determine need for a change based on new requirements
Software Architect collaborates with project manager on analyzing impact of change to scope, cost, and time
Project Manager drafts Change Request Form (CRF) and schedules meeting to review and discuss with the
Project Sponsor approves Change Request Form (CRF) and
Project Manager seeks dual-signatures from the Sales Team & Sponsor
Lead Engineer implements the change, and Project Manager updates all project management documentation to reflect impact to change (schedule, cost, scope, etc.)
Description

14. MILESTONE SIGNOFF & INVOICING PROCESS
Milestone Completion Form Sign-off
Deliverable Complete
Customer Review
Customer Acceptance
Invoice Issuance
Owner
Project Manager
Software Architect
Customer Lead
Project Sponsor
Account Manager
Project Manager reviews deliverable with the internal engineering team and marks it as complete
Software Architect schedules meeting with the customer and reviews deliverable for feedback/ updates (and verification of milestone completion)
Project Manager works with the customer lead on gaining written confirmation on milestone completion & sends Milestone Completion Form (MCF) to Project Sponsor
Project Sponsor signs MCF within 5 days of receipt and returns back to Account Manager and Project Manager*
Account Manager issues invoice to customer billing department
Description
*Note: If the MCF is not signed within 5 days due to non-responsiveness, an invoice will be auto-generated on the 6th business day with the assumption that the milestone has been accepted

15. TECHNICAL UPDATE

16. OTHER CONSIDERATIONS
Project budget will be monitored using our internal portfolio tool and updates will be shared on our monthly calls.
Debugging the GH342 updates will be conducted in a joint session with both teams onsite in the New York office.
Background checks by the team will be submitted as soon as the forms to gain access to accounts and laptops are received.
Travel expenses over $5,000 per week are to be reviewed ahead of time by the Project Sponsor to determine eligibility and seek approval.
If the IT team determines that using SharePoint does not comply with the company’s security policies, a different tool will be used for document storage (tool selection will be determined by both teams).

17. NEXT STEPS Action Action Owner Due Date
Send out Project Kickoff deck and meeting minutes
John Compleo
XX/XX/XXXX
Gather all project documentation for current system (including any Visio diagrams)
Schedule 2x weekly technical review meetings
Don Ruff
Schedule recurring invites for weekly status call
Brian Tracy

18. Q&A SESSION

19. THANK YOU

20. How to Run a Successful Project Kickoff Meeting in Easy Steps
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