The document outlines the templates and procedures for the initiation phase of global program management, detailing the steps necessary for project kickoff, including defining problem statements, project scope, deliverables, timelines, governance structures, and communication plans. It also emphasizes the importance of establishing roles and responsibilities, streamlining processes across workstreams, and monitoring success through key performance indicators. Additional guidelines for managing large cross-functional projects are included, along with recommendations for maintaining effective project governance and communication.

1. Initiation Phase
Templates
Go/PMO_Toolkit
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2. Contents
1 Project Overview
2 ProjectTeam
3 Project Deliverables & Success
Measures
4 ProjectTimelines
5 Project Governance
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3. Project Management Checklist
Key steps and tips to follow when kicking off a project
 Why: Define problem statement and key objectives the project sets out to accomplish
 What: Outline project scope, deliverables, and success metrics
 How: Identify RAPID, workstreams, roles and responsibilities
 When: Align on timelines and set up kick-off, meeting cadence, exec readouts
Additional tips for large cross-functional projects:
 Set up a PMO structure (e.g. status update doc, Steering Committee for decision-making)
 Launch MSTeams channel, share point or go/link to store shared materials and enable communication
 Schedule roadshow to share out results (e.g. team meeting, Field LT, XF team meetings, etc)
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4. Project Overview
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5. Recommendation (in order of lift)
Context
• A
• B
• C
X agreed to launchY to assess Z in FYXX
Option 1
Option 2
Option 3
Description
Description
Description
✓
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6. Objective 1 Objective 2 Objective 3
• Description • Description • Description
Project Objectives
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7. PROJECT SPONSOR(S) PROJECT OWNER(S) PROJECT MANAGER TIMEFRAME
TBD
OBJECTIVE
HIGH LEVEL SCOPE
OUT OF SCOPE
SUCCESS METRICS
KEY STAKEHOLDERS
BUSINESS CASE
RESOURCING BUDGET
• <<Role/ Team>> - X hours (Design, build, etc) • <<Role/ Team>> - $ or N/A for in-house
resourcing
S
Project Name
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8. Problem Statement <What is the opportunity to address – the WHY>
Goals / Objectives
<What the project sets out to accomplish, should limit to 1-3>
• TEXT
• TEXT
• TEXT
Project Scope
<What will the project cover, and just as important what will the project NOT cover (e.g. audiences, key
deliverables)>
Timeline <Estimated project duration and key milestones>
Project Overview
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9. Activit
y In Scope
(What’s Included)
Out of Scope
(What’s Not Included)
Targets TBD: Define FY targets and track progress quarterly Directly accountable for targets
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Scope

10. Pillar Initiative Description Owners
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Pillar Overviews

11. Headline Recommendation
● <<Key Message 1>>
● <<Key Message 2>>
What key gaps/challenges are we facing?
● <<Gap/challenge>>
● <<Gap/challenge>>
● <<Gap/challenge>>
What new ideas should we consider?
● <<Idea>>
● <<Idea>>
How should we measure success?
● <<Success metrics>>
● <<Success metrics>>
What help do we need to implement?
● <<>>
● <<>>
Existing Initiatives Q1 results / learnings
Est. impact
Low, Medium, High
Recommendation
Continue, Change, Stop
• Owner:
• Team:
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Workstream Overview/ Description

12. PROJECT & VISION
BUSINESS
GOALS
PILLAR & DESCRIPTION
MEASURES
MEASUREMENT
WORKSTREAMS OWNER
SUPPORT
PERSON
TARGET
COMPLETION
STATUS
KPI
REVENUE
2020 – XXX
2021 – XXX
2022 – XXX
CHURN
2020 – XXX
2021 – XXX
2022 – XXX
CMI
2020 – XXX
2021 – XXX
2022 – XXX
CLIENT NPS |
LOYALTY
2020 – XXX
2021 – XXX
2022 – XXX
EMPLOYEE
SATISFACTION
| EVS
2020 – XXX
2021 – XXX
2022 – XXX
Key: Not started
In progress
Operational
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13. ProjectTeam
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14. ExecSponsor
ProjectOwner
CoreTeam PM
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ProjectTeam Structure

15. CoreTeam
The team who will drive
workstreams, decisions, and
outcomes
Name
Project Lead
Name
Team
Name
Team
Name
Team
Name
Team
Name
Team
Name
Team
Name
Exec Sponsor
• Project Lead: Drives overall project delivery and accountability, owns R (Recommend)
• Exec Sponsor: Provide guidance, remove blockers, communicate impact across org
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16. RAPID: see guidelines here
Recommend <Add name(s) here – Project Owner as lead >
Agree <Add name(s) here>
Perform <Add name(s) here>
Input <Add name(s) here>
Decide <Add name(s) here>
RAPID
Decision-making framework to clarify roles and set accountability
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17. Key Roles and Responsibilities
Role Responsibility Owner
ProjectSponsor • Executive Decision Maker
• Approve strategic direction, objectives and program budget
• Provide oversight and executive coordination
ProjectOwner • Primary liaison with Program Sponsor
• Develop and communicate objectives and strategy
• Resolve open strategy questions and escalated issues
• Engage stakeholders as needed
Project Manager/
Business Process
• Manage the day-to-day activities of the project, including status reports
• Work with stakeholders to document and assess current state processes, and design and document future state
processes and playbook
• Support change management and training efforts
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18. Project Deliverables &
Success Measures
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19. Workstream Details Owner
Systems & Processes <Insert workstream description and key deliverables> <Insert name(s)>
Comms & Change
Management
<Insert workstream description and key deliverables> <Insert name(s)>
Reporting <Insert workstream description and key deliverables> <Insert name(s)>
<InsertWorkstream> <Insert workstream description and key deliverables> <Insert name(s)>
Project Deliverables
Breaking down the project into workstreams to drive more progress and efficiency
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20. Key Deliverables and Success Metrics
Deliverable Description Owner
Success Metrics:
• X
• Y
• Z
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21. Metric 2
Description
Metric 3
Description
Insert
Target 1
Insert
Target 2
Insert
Target 3
Success Metrics
Key performance indicators to measure how we’ll achieve our goals
Metric 1
Description
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22. ProjectTimeline
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23. Roadmap
FY20 FY21 FY22+
Operationalize
Lay groundwork
InitialAssessment
• Assess key drivers
• Implement initial efforts
• Outline holistic strategy
across prevention,
mitigation, measurement
• Drive lightweight
accountability measures
Phase 1
• Drive accountability
across all phases of
customer journey
Phase 2
Phase 3
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24. Timeline & Deliverables
Oct Nov Early Dec
Mid
Dec
Jan
Milestone
Description
Milestone
Description
Milestone
Description
Milestone
Description
Milestone
Description
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25. High LevelTimeline
January February March April May June
Milestone
[date]
Milestone
[date]
Milestone
[date]
Milestone
[date]
Milestone
[date]
Milestone
[date]
Milestone
[date]
Milestone
[date]
Milestone
[date]
July August
Milestone
[date]
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26. Date
X
Date
x
Date
x
Date
x
Date
x
Project Milestones
Date
x
Date
x
Date
x
Date
x
Date
x
Date
x
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27. Date
X
Date
x
Date
x
Date
x
Date
x
Date
x
Date
x
Date
x
Date
x
Date
x
Date
x
High Level CommunicationsTimeline
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28. Project Milestones
Key timelines to stay on track across workstreams and meet targets
Date 1 Date 2 Date 3 Date 4 Date 5, Target Close
Workstream 1
X
Y
Z
Workstream 2
X
Y
Z
Workstream 3
X
Y
Z
Workstream 4
X
Y
Workstream 5
X
Y
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29. x
X
X
X
X
X
X
X
X
X
X
X
X
x
X
X
X
X
X X
X
X
X
X
X
X
X
Gannt Chart
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30. 01 Initiate 02 Plan 03 Execute
Owner
Participant
s
Process &
Timeline
Date
• Milestone details
Date
• Milestone details
Date
• Milestone details
Date
• Milestone details
Date
• Milestone details
Date
• Milestone details
Date
• Milestone details
Date
• Milestone details
Date
• Milestone details
Outcomes 1. Add outcome here
2. Add outcome here
3. Add outcome here
1. Add outcome here
2. Add outcome here
3. Add outcome here
1. Add outcome here
2. Add outcome here
3. Add outcome here
Project X Planning Process & Timeline
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31. Timeline
Aug 14
Milestone(s)
Sales
Readiness
Activities
Project Team
Activities
Q1 operating priority target
announced
Date
Q1
Sep 7- 16 Sept 21 – Oct 23
Q2
Oct 23 – Nov 6 Nov 9 – Nov 20
Timeline and milestones relevant for Managers +
Ongoing Oct 12 – Oct 14
Manager
Activities
Oct 5 – Oct 21
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32. Aug 31 – Sept
4
Sept 7 -11 Sept 14 - 18 Sept 21 - 25
Sept 28 – Oct
3
Oct 5 - 9 Oct 12 - 16 Oct 19 - 23 Oct 26 - 30 Nov 2 - 6 Nov 9 - 13 Nov 16 - 20 Nov 23 - 27
Nov 30 – Dec
4
Dec 7 – Dec
11
ALL
Sr. Manager
+
Managers
Only
Managers
AND
Reps/ICs
Reps/ICs
Only
Champions
Detailed Timeline
Event
w/o Sept 21
Event
Sept 7-11
Event
Oct 26
EMEA Holiday-
Ireland
Oct 26
Event
Nov 9
In-Day
Nov 13
In-Day
Dec 11
Kickoff
Sept 11, 1 hr.
Kickoff
Sept 11, 1 hr.
Event
Sept 15- 16, 4 hrs.
Super User Training
Oct 5,7,14,21 - 7.5 hrs.
Integrated Mgr. Training
Oct 19-22, 8hrs.
Launch
Prep – W3
Oct. 20, 1hr
Scenario Walkthrough –W3
Oct 26- 30, 1hr.
Reporting Workshop
W3
Nov 3, 1hr
Launch Prep – W4
Nov 3, 1hr
Scenario Walkthrough –W4
Nov 9-13, 1hr.
Reporting Workshop – W4
Nov 17, 1hr
Integrated Rep Live Training
Nov 9 – 20, 12 hrs.
Integrated Rep Live Training
Nov 23 – Dec 3, 12 hrs.
Learning Path + Validation
Complete anytime between Oct 12 to Oct. 23, 2 hrs.
Learning Path + Validation
Complete anytime between Oct. 26 to Nov. 6 , 2 hrs.
Rep Training Pre-Work
Complete anytime between Oct 12- Nov 6, 2-4hr.
Rep Training Pre-Work
Complete anytime between Oct 26 – Nov 20, 2-4
hr.
Super User T raining
Oct 5,7,14,21 - 7.5 hrs.
Champion
Selection
Sept 11-16, 1hr.
Learning Path + Validation
Sept 21- Oct 2, 2 hours
Champion Kickoff
Oct 1, 1 hr.
Pre-Launch Meeting – W3
Oct 20, 45 min.
Post-Launch Meeting –
W3
Pre-Launch Meeting- W4
Nov 2, 45 min.
Learning Path + Validation
Sept 21- Oct 2, 2 hours
Post-Launch Meeting –
W4
Integrated Mgr. Training Pre-work
Complete between Sept 21- Oct 16,, 2 hours
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33. Project Governance
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34. MeetingType Day/Time Attendees
X X
X X
Documentation Day/Time Owner
X N/A X
X N/A X
X X X
Meetings
Reporting / Project Docs
Project Governance
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35. Purpose Owner Attendees /Audience Frequency
Meetings
<Meeting
Forum 1>
• Drive to alignment for key decisions
• Inform / surface learnings to leadership
• Name • Names /Team Weekly
Meeting
Forum 2
• Surface cross-functional input • Name • Names /Team Monthly
Comms
Comms
Forum 1
• Update on all workstreams • Name • Names /Team Bi-weekly
Comms
Forum 2
• Quarterly readout to leadership • Name • Names /Team Quarterly
Meeting Structure & Comms Cadence
Channels to make and communicate progress
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36. Project Meeting Cadence and Reporting
MeetingType Day/Time Attendees
Sponsor Check-In As needed
CoreTeamWeekly Sync Weekly, alternating between EMEA and APAC friendly
ModuleWorking Sessions As needed per region
Documentation Frequency Owner
Status Report Weekly on Fridays
Documentation will be available on the team SharePoint site [insert link]
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37. Thank you
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