This executive project kickoff meeting covered the following topics: project history and objectives, scope confirmation, approach including methodology and timeline, team structure and roles, external stakeholders, facilities, communication management, controlling and sign-off processes, risks and issues management, and additional planning actions. The goal was to introduce the project management teams, confirm objectives and scope, and establish the project structure and processes.

1. Executive Project Kickoff

2. Agenda
 Meeting Objectives and Introduction
 Project History and Overview
 SOW Review and Scope Confirmation
 Project Approach
 Project Structure
 Project Team and Organization
 Roles and Responsibilities
 External Stakeholders
 Facilities
 Communication Management
 Controlling and Sign-Off
 Risks & Issues Management
 Conditions of Satisfaction
 Additional Project Planning Sessions and Actions
 Q&A

3. Meeting Objectives and Introduction
 Introduce [Customer Name] and [Partner Name]
Project Management Teams
 Confirm Engagement Objectives
 Confirm Scope and Review Current WBS
 Confirm Project Approach and Structure
 Conduct Stakeholder Analysis
 Determine Customer Conditions of Satisfaction
(COS)
 Schedule Additional Project Planning Sessions

4. Project Management Team
Name Role Commitment
Project Manager Full-time
Engagement Manager Part-Time
Relationship

5. Project History & Overview
 Company Background
 Project (Sales) History
 Opportunity Overview & Project Definition
 Project Vision
 Project Approach
 Business Objectives
 Technical Objectives

6. Review SOW and Confirm Scope
 Solution
 Sites, Locations & Divisions
 Business Processes
 Requirements & Configuration
 Custom Coding
 Integration & Interfaces
 Training
 Testing
 Data Migration


7. Project Scope: High-level Out-of-Scope
 Business Process Re-Engineering
 Infrastructure Deployment
 Post Operational Solution Support

8. Project Approach – Timeline & Milestones
ID Task Name
Q 1 Q 2
Jan Feb Mar Apr May Jun
1 Analysis
2 Design
3 Development
4 Deployment
5 Operation
Q 3
Jul Aug Sep
Duration
(Range )
2 -4 weeks
4 -8 weeks
15 -20 weeks
3 -6 weeks
2 -4 weeks

9. Project Approach – Timeline & Milestones
ID Task Name
Q 1 Q 2
Jan Feb Mar Apr May Jun
1 Agile Preparation
2 Agile Execution
3 Deployment
4 Operation
Q 3
Jul Aug Sep
Duration
(Range )
2 -4 weeks
4 weeks per sprint
3 – 6 weeks
2 -4 weeks

10. Project Approach - Methodology

11. Project Approach – Project Management

12. Project Approach: Key Deliverables
 Project Plan
 Training (Overview, Core & TTT)
 Functional Requirements Document & Fit Gap Analysis
 Infrastructure Design
 Functional & Technical Design Documents
 Solution Design Document
 Completion of Process & Integration Testing
 Completion of User Acceptance Testing
 Final Data Migration
 Production System
 Project Closure Report

13. Project Approach: Key Deliverables
 Project Plan
 Training (Overview, Core & TTT)
 Solution Backlog
 Integration Strategy
 Infrastructure Design
 Completion of Process & Integration Testing
 Completion of User Acceptance Testing
 Final Data Migration
 Production System
 Project Closure Report

14. Name Role Commitment
Full-Time
Part-Time
Relationship
Project Structure: Partner Team Structure

15. Name Role Commitment
Full-Time
Part-Time
Relationship
Project Structure: Customer Team Structure

16. Project Structure: Project Organization
Project A
Steering Team
Name, Title
Name, Title
Name, Title
Project Management
Name, Title
Name, Title
Administration
Name, Title
Name, Title
Quality Management
Name, Title
Name, Title
Project Team
Customer
Organization
Consulting
Organization
Project Team
Finance
Controlling
Name, Title
Consultants
Name, Title
Key User
Project Team
Sales
Procurement
Name, Title
Consultants
Name, Title
Key User
Project Team
Logistics
Planning
Name, Title
Consultants
Name, Title
Key User
Project Team
Integration
Migration
Name, Title
Consultants
Name, Title
Key User
Project Team
Installation
Setup
Name, Title
Consultants
Name, Title
Key User
Project Team
Production
Name, Title
Consultants
Name, Title
Key User

17. Project Structure: Roles and Responsibilities
Task
Project
Manager
Customer
Project
Manager
Solution
Architect
Application
Consultant
Technology
Consultant
Development
Consultant
IT
Manager
BDM
Key
User
…
Define Project Roles A R C I I I C I I
Assign Resources to Project A R I I I I I I I
Assign Work
Package to Resource
A A I I I I - - I
…
Estimate Task A V R C C C V S -
Schedule Task A V I I I I V S I
…
Extended RACI-Matrix:
R - Responsible, implying the main responsibility in doing/delivering effort and skill.
A - Accountable, implying management (overrides R when both are implied).
C - Consultative, implying assistance (both active and advisory).
I - Informed, implying a requirement of the one responsible to report on the task.
V - Verify, implying a check against the defined scope and conditions of quality standards.
S - Sign-off, implying the actions of review, validation and acceptance.

18. Project Structure: Roles and Responsibilities
Task
Project
Manager
Customer
Project
Manager
Solution
Architect
Application
Consultant
Sprint
Cycle
Manager
Build
Manager
Technology
Consultant
Development
Consultant
IT
Manager
BDM
Key
User
…
Define Project Roles A R C I I I I I C I I
Assign Resources to
Project
A R I I I I I I I I I
Assign Work
Package to Resource
A A I I A I I I - - I
…
Estimate Task A V R C R I C C V S -
Schedule Task A V I I R R I I V S I
…
Extended RACI-Matrix:
R - Responsible, implying the main responsibility in doing/delivering effort and skill.
A - Accountable, implying management (overrides R when both are implied).
C - Consultative, implying assistance (both active and advisory).
I - Informed, implying a requirement of the one responsible to report on the task.
V - Verify, implying a check against the defined scope and conditions of quality standards.
S - Sign-off, implying the actions of review, validation and acceptance.

19. Name Role Organization
Project Structure: External Stakeholders

20. Project Structure: Communication Management
 Communication Plan
 Reporting &Meetings
 Meeting Minutes
 Project Status Meetings & Reporting
 Issues & Risks Logs
 Kick-Off Meetings
 Executive Steering Committee Meetings
 Phase Tollgate Reviews
 Workshops
 Collaboration & Documentation Repository

21. Project Structure: Facilities
 On-Site Requirements
 Remote Connectivity
 Building Access
 Business Hours
 Dress Code
 Activities with Facilities Dependencies

22. Project Structure: Controlling and Sign-Off
 Controlling
 Progress and Performance
 Change Control Plan
 Process
– Initiating a change request
– Core team review
– Impact analysis (including cost regardless of implementation)
– Project board review
– Final disposition
 Quality Management
 Sign-Off & Approvals
 Engagement Exit Criteria
 Project Closure Process

23. Project Structure: Risks & Issues Management
 Risk Management Planning
 Managing the Three Major Risk Areas
 Business
 Technology
 Project Execution
 Issue Management Planning
 Issue Resolution Management
 Risks & Issues Escalations
 Core Team
 Project Steering Committee

24. Additional Project Planning Sessions & Actions
Finalize the Project Charter
Finalize the Work Breakdown Structure
(WBS) & Project Plan
Review and Approve the Project Charter
Review and Approve the Project Plan
Initiate the Plan Project Kick-off
Review Outstanding Issues or Actions

25. Questions & Answers
 What are your questions?
 What are your concerns?
 What was not mentioned during the Executive Kick-Off
presentation?

26. Thank you.