This document provides a suggested template for preparing and presenting a project kick-off meeting. The template includes sections for an introduction stating the objective, agenda, project overview with a short description, scope defining logical boundaries, team organization listing members and responsibilities, major deliverables and descriptions, estimated effort including budget, infrastructure, manpower allocation and timeline, assumptions, risks and issues, and project acceptance conditions. The presentation advises preparing a project quality plan and following standard processes to deal with contingencies.

1. The following is a suggested format/template for
preparing and presenting a project
7/10/2011 1
Prepared by: Sid Calayag
Date: December 13, 2009

2. 7/10/2011 2
<Project Name>
Kick-Off Meeting
Prepared by:
<Name>
Date:
<mm/dd/yyyy>

3. 7/10/2011 Confidential 3
Introduction
• Purpose of this presentation
– Objective:
• <Replace this text with a statement of this goal.>

4. 7/10/2011 Confidential 4
Agenda
• Project Overview
• Scope and Team organization
• Major deliverables
• Estimated Effort
• Assumptions, Risks and Issues
• Project Acceptance

5. 7/10/2011 Confidential 5
Project Overview
• Project description
– <Replace this text with a short description of
the project, organizations affected or
impacted (e.g. customer and their product,
supplier and sub-cons, government agencies
where compliance to regulations are
required, etc.), contract amount, timeline
and goals.>

6. July 10, 2011 Confidential 6
Scope
• <Replace this text with a list of
scope.
– This section is where you clearly
define the logical boundaries of your
project.
Explanation:
– Scope statements are used to define what is
within the boundaries of the project and what
is outside those boundaries.

7. July 10, 2011 Confidential 7
Team Organization
• <Replace this text with a list of
responsible team or organization.
– This section is where you clearly
specify team members and their
responsibilities (as well as
expectations).

8. July 10, 2011 Confidential 8
Major Deliverables
• Deliverables
– <Deliverable 1: Description and importance
to project.>
– <Deliverable 2: Description and importance
to project.>
– <Deliverable 3: Description and importance
to project.>
Explanation of this section:
– All projects have deliverables. In this section, describe
the deliverables of the project. Provide enough
explanation and detail that all members will be able to
understand what is being produced.

9. July 10, 2011 Confidential 9
Estimated Effort
• Budget
• Infrastructure needed
– Include here office required, communication,
warehouse, transportation and equipment
• Manpower allocation
– <List of subcon: Description and importance to
project.>
– <Timetable :Usually included in the project master
schedule .>
• Timeline
– a chart showing the project start date, major
milestones, and end date. The deliverables included in
this milestone chart should all have been described in
the scope section.

10. 7/10/2011 Confidential 10
Assumptions, Risks and Issues
• Project Assumptions
– Unverified information used in the design and estimate
– Unknown situations/installation requirement that are
due to our own inability to visit/survey the site before
the design and estimation process
• Risk and Issues
– These are circumstances or events that exist outside
of the control of the project team that will have an
adverse impact on the project if they occur.
– Change Orders that are not yet considered in the plan
and estimate (and budget as well).

11. 7/10/2011 Confidential 11
Project Acceptance
• Customer Acceptance
– Conditions by costumers prior to
acceptance.
• customer concerns,
• changes,
• requirement,
• testing and commissioning
• documents

12. 12
Managers & Engineers should:
Prepare Project Quality Plan
Prepare work methodology and follow
them accordingly
Have standard processes in place to
deal with all contingencies.
Conduct End Of Project assessment
Review Issues Log
Promote continual improvement thru
effective use of CAR & PAR

13. 7/10/2011 Confidential 13