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Project Kick-off Meeting guideline The following is a suggested format/template for preparing and presenting a project 1/5/2011 1 Prepared by: 	Sid Calayag Date:		December  13, 2009
1/5/2011 Confidential 2 <Project Name> Kick-Off Meeting Prepared by: <Name>                       Date: <mm/dd/yyyy>
1/5/2011 Confidential 3 Introduction Purpose of this presentation Objective:  <Replace this text with a statement of this goal.>
1/5/2011 Confidential 4 Agenda Project Overview Scope and Team organization Major deliverables Estimated Effort Assumptions, Risks and Issues Project Acceptance
1/5/2011 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.>
January 5, 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.
January 5, 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).
January 5, 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.
January 5, 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.
1/5/2011 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).
1/5/2011 Confidential 11 Project Acceptance Customer Acceptance Conditions by costumers prior to acceptance. customer concerns, changes, requirement,  testing and commissioning documents
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
1/5/2011 Confidential 13 End of Presentation

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Kick Off Meeting Presentation

  • 1. Project Kick-off Meeting guideline The following is a suggested format/template for preparing and presenting a project 1/5/2011 1 Prepared by: Sid Calayag Date: December 13, 2009
  • 2. 1/5/2011 Confidential 2 <Project Name> Kick-Off Meeting Prepared by: <Name> Date: <mm/dd/yyyy>
  • 3. 1/5/2011 Confidential 3 Introduction Purpose of this presentation Objective: <Replace this text with a statement of this goal.>
  • 4. 1/5/2011 Confidential 4 Agenda Project Overview Scope and Team organization Major deliverables Estimated Effort Assumptions, Risks and Issues Project Acceptance
  • 5. 1/5/2011 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. January 5, 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. January 5, 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. January 5, 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. January 5, 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. 1/5/2011 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. 1/5/2011 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. 1/5/2011 Confidential 13 End of Presentation

Editor's Notes

  1. The estimated effort hours and project costs may be depicted in many ways, including costs by team member, cost by deliverable, cost by milestone, or cost by category (internal labor, external labor, travel, training, supplies, etc.). Also include 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.
  2. Project RisksProject risks 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. (In other words, whereas an issue is a current problem that must be dealt with, a risk is a potential future problem that has not yet occurred.) All projects contain some risks. Risks may not be able to be eliminated entirely, but can be anticipated and managed, thereby reducing the probability that they will occur.Risks that have a high probability of occurring and have a high negative impact should be listed below. Also consider those risks that have a medium probability of occurring. For each risk listed, identify activities to perform to eliminate or mitigate the risk.