1. Project Kick-off
14-Jan-09

2. Purpose of the Project Kick-off
The project kick-off meeting is the first opportunity a Project Manager has to energize the project team and establish a common purpose toward completing the work.
An effective kick-off meeting will ensure that all project team members have an understanding of
the project objectives
scope and constraints
each team members' role and responsibility in the project
the high level work plan (deliverables and milestones)
how to track their time on the project
where project documentation will be located
The goal is to get everyone up to speed but not to discuss every item in detail.
Project Kick-off
14-Jan-09

3. Project Kick-off Pre-Requisites
The project charter is finalized and signed off.
A sufficient budget has been allocated to the project (for the next phase or for the entire project).
The project is approved to proceed by the sponsor.
A project manager / project lead is assigned.
The tasks/activities are defined at a high level and resource requirements have been estimated.
Required resources have been formally assigned to the project and have confirmed attendance at the kick-off meeting.
Project Kick-off
14-Jan-09

4. Project Kick-off Preparation
Determine the meeting time and place.
Create the meeting agenda and distribute it in the meeting invite along with any project documents the team should review prior to the meeting.
Create the project presentation using key points from the charter and other project documentation.
Create a team contact list.
Create a project repository, e.g. a project sharepoint site.
Create the project in PM2 for time tracking.
Project Kick-off
14-Jan-09

5. At the Kick-off Meeting
Review the project presentation with the team.
Pay close attention to the questions being asked. Some issues may be identified that require follow up (do you have the right people, are you missing representation from an area, are there important details that have not been identified).
If possible, have the sponsor attend the meeting and provide details on the importance of the project to the University.
Review the project framework (ITDDM) to ensure the team understands were the project is at and how it will progress.
Provide the project code / name in PM2 and the link to the project repository.
Determine how often the team will meet and determine the best day/time of the week to schedule the meetings.
Project Kick-off
14-Jan-09

6. After the Meeting
Document the meeting minutes and save them in the project repository.
Distribute the link to the project repository, identifying the location of the minutes.
Schedule the team meetings.
Follow up on the items identified at the kick-off meeting.
Begin project execution.
Project Kick-off
14-Jan-09

7. What if . . . . . . I don’t know who my sponsor is?
. . . I don’t have a charter but have been directed to start the project?
. . . the project budget has not been estimated, therefore is not formally approved?
. . . I don’t know for sure what resources are required for my project?
. . . I am missing key resources but must start the project without them?
. . . I am not familiar enough with the project framework (ITDDM) to review it with my team?
Project Kick-off
14-Jan-09

8. The PMBOK “Project Management Body of Knowledge”
sum of knowledge within the profession of project management
used to document and standardize generally accepted project management information and practices
produced by the Project Management Institute
revised and reprinted every 4 years – fourth edition has just been released
Project Kick-off
14-Jan-09

9. PM Knowledge Areas & Process Groups
PM Process Groups /
Knowledge Area Processes
Initiating Process Group
Planning Process Group
Executing Process Group
Monitoring & Controlling Process Group
Closing Process Group
Project Management Integration
Develop Project Charter
Develop Prelim Project Scope Statement
Develop Project Management Plan
Direct and Manage Project Execution
Monitor and Control Project Work
Integrated Change Control
Close Project
Project Scope Management
Scope Planning
Scope Definition
Create WBS
Scope Verification
Scope Control
Project Time Management
Activity Definition & Sequencing
Resource Estimating
Duration Estimating
Schedule Development
Schedule Control
Project Cost Management
Cost Estimating
Cost Budgeting
Cost Control
Project Quality Management
Quality Planning
Perform Quality Assurance
Perform Quality Control
Project HR Management
Human Resources Planning
Acquire Project Team
Develop Project Team
Manage Project Team
Project Communications Management
Communications Planning
Information Distribution
Performance Reporting
Manage Stakeholders
Project Risk Management
Risk Management Planning
Risk Identification
Qualitative / Quantitative Risk Analysis
Risk Response Planning
Risk Monitoring and Control
Project Procurement Management
Plan Purchases and Acquisitions
Plan Contracting
Request Seller Responses
Select Sellers
Contract Administration
Contract Closure
Project Kick-off
14-Jan-09

10. . . . follow process and progress will follow.
In conclusion . . .
. . . follow process and progress will follow.
Project Kick-off
14-Jan-09

11. deliver.it@ucalgary.ca or 210-8792
Questions?
Contact us at or
Visit our web-site at
Next PMCP:
Outcome Plans
Wed, Feb 11, 2009
Thank you for coming!
Project Kick-off
14-Jan-09

12. The end.
Project Kick-off
14-Jan-09