This document outlines an agenda and roles for a project initiation meeting between a client and Saffron Interactive. The agenda includes introductions, defining the project, reviewing the project lifecycle and instructional design process, discussing timescales and risks, and the project team. Ground rules for the meeting are also defined.

1. Client, project, project initiation

2. Agenda
1 Introductions (5 minutes)
– Review of agenda
– Roles
– Ground rules
2 Project definition (25 minutes)
– Background
– Audience
– Objectives and key messages
– Expectations and constraints
3 Project lifecycle (15 minutes)
– Instructional design and development process
– Controls
4 Timescales and risks (10 minutes)
5 Project team (5 minutes)
6 Review of meeting points and actions (5 minutes)

3. Roles
Name – project lead and instructional designer
Name – technical lead
Client name – role
Client name – role
3

4. Ground rules
One conversation at a time
One topic at a time
Everyone’
Everyone’s contribution is valued
Issues that can’t be resolved today will be ‘parked’
can’ parked’
No interruptions from outside
4

5. Background
Client name’s background and situation
name’
Why have you decided to initiate this project now?
What is the business need for this project?
5

6. Audience
Who is the key audience?
What characterises the typical learner?
6

7. Objectives and key messages
What are the key points you want to make?
What topics should the course cover?
Learning outcomes – active, behavioural, testable
Are there any relevant materials you could provide us with?
7

8. Expectations and constraints
Course duration and tone
Technical considerations
Stakeholder engagement, expectations and availability
Desired end date
8

9. Review
9

10. Instructional design and development process
Project initiation
Project initiation
Pre kick-off Kick-off documents (PDD,
CC, LMS spec)
Instructional design
Storyboards (draft
Look and feel Content outline
Project and final)
management
and
quality
Development
assurance
Interim Video or Pilot and
Audio Gold
Flash photo LMS
release release
releases shoots testing
Project close
Customer feedback Client team post- Internal post-
form project review project review
10

11. Controls
Weekly progress meetings/calls
Commitment calendar
Project definition document
Change control procedure
11

12. Change control
* All changes are
accepted via the
change log
* The change log is
sent out with each
release
12

13. Timescales and risks
Your dates (12 to 16 weeks typical for 1 hour course)
Constraints – availability
Realistic review and turnaround times
How we plan – commitment calendar
Risks
13

14. The commitment calendar
Minor content
revisions only after
this point
No revisions after
this point
This is the final
release to your
systems
14

15. A guide to milestones
Review
Deliverable / milestone Who’s involved? To do list
time
Project sponsor, project manager,
Commitment calendar 1 day Confirm that the feedback dates are viable for all project members.
stakeholders, SMEs, technical lead
Project sponsor, project manager, Check that the project content and scope are accurate and that all your
Project definition document 1 day
SMEs, technical lead requirements are included.
Check that the proposal fits your branding guidelines, is appropriate for your
Look and feel proposal Project manager, branding team 1 day
audience and that you like the colours, style and layout.
Provide feedback in the provided change log on content, the language and tone
Draft storyboard used, structure, flow and style of the storyboard.
Project manager, SMEs 3 days
(1 unit) Have you arranged a face to face meeting with Saffron to review the final
storyboards?
Give feedback in the provided change log on content, the language and tone used,
Project sponsor, project manager,
Final storyboards (all units) 1 week structure, flow and style of the storyboard. This is the crucial point for agreeing the
SMEs, stakeholders
textual content of the course.
Revised commitment calendar (if Check and confirm future feedback dates are viable for all project members.
Project manager 1 day
required) Have you found a pilot group of end users?
Confirm that you are happy with the style and functionality of the Flash build. Give
feedback in the provided change log on functionality, usability and correspondence
Interim release Project manager, stakeholders 1 week
to the storyboards. Have you contacted the pilot group to arrange pilot testing
and the LMS team to arrange testing?
Collate feedback from pilot group and add to change log. Test the course on the
Project sponsor, project manager,
Pilot release and LMS test 1 week LMS.
pilot group, technical lead
Have you begun the internal communications cycle?
Project sponsor, project manager, No further changes can be accepted after pilot feedback without incurring
Final change requests 3 days
pilot group, technical lead extra costs and impacting on timescales.
Confirm that all previously requested changes have been made. Check that the
Final check release (with audio) Project manager 1 day
audio matches the course content.
Gold release / go live Project manager, technical lead 1 day Course released onto the LMS / ready for end users to begin using the course.
15

16. Project team
Project director (Saffron) Project sponsor (Client)
Operations director (Saffron) Project manager (Client)
Project lead (Saffron) Subject matter experts (Client)
Instructional designers (Saffron) Technical lead (Client)
Technical lead (Saffron)
16

17. Review and questions
Any questions?
Action points
17

18. Thank you!

19. Third Floor, Gray’s Inn House
127 Clerkenwell Road
London EC1R 5DB
Tel: 020 7092 8900
Fax: 020 7242 2757
Email: info@saffroninteractive.com
www.saffroninteractive.com