Project Kick-off

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Project Kick-off

• 14-Jan-09

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Purpose of the Project Kick-off

• The project kick-off meeting is the first
  opportunity a Project Manager has to energize the
  project team and establish a common purpose
  toward completing the work.
• An effective kick-off meeting will ensure that
  all project team members have an understanding of
• the project objectives
• scope and constraints
• each team members' role and responsibility in the
  project
• the high level work plan (deliverables and
  milestones)
• how to track their time on the project
• where project documentation will be located
• The goal is to get everyone up to speed but not
  to discuss every item in detail.

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Project Kick-off Pre-Requisites

• The project charter is finalized and signed off.
• A sufficient budget has been allocated to the
  project (for the next phase or for the entire
  project).
• The project is approved to proceed by the
  sponsor.
• A project manager / project lead is assigned.
• The tasks/activities are defined at a high level
  and resource requirements have been estimated.
• Required resources have been formally assigned to
  the project and have confirmed attendance at the
  kick-off meeting.

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Project Kick-off Preparation

• Determine the meeting time and place.
• Create the meeting agenda and distribute it in
  the meeting invite along with any project
  documents the team should review prior to the
  meeting.
• Create the project presentation using key points
  from the charter and other project documentation.
  
• Create a team contact list.
• Create a project repository, e.g. a project
  sharepoint site.
• Create the project in PM2 for time tracking.

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At the Kick-off Meeting

• Review the project presentation with the team.
• Pay close attention to the questions being asked.
  Some issues may be identified that require
  follow up (do you have the right people, are you
  missing representation from an area, are there
  important details that have not been identified).
• If possible, have the sponsor attend the meeting
  and provide details on the importance of the
  project to the University.
• Review the project framework (ITDDM) to ensure
  the team understands were the project is at and
  how it will progress.
• Provide the project code / name in PM2 and the
  link to the project repository.
• Determine how often the team will meet and
  determine the best day/time of the week to
  schedule the meetings.

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After the Meeting

• Document the meeting minutes and save them in the
  project repository.
• Distribute the link to the project repository,
  identifying the location of the minutes.
• Schedule the team meetings.
• Follow up on the items identified at the kick-off
  meeting.
• Begin project execution.

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What if . . .

• . . . I dont know who my sponsor is?
• . . . I dont have a charter but have been
  directed to start the project?
• . . . the project budget has not been estimated,
  therefore is not formally approved?
• . . . I dont know for sure what resources are
  required for my project?
• . . . I am missing key resources but must start
  the project without them?
• . . . I am not familiar enough with the project
  framework (ITDDM) to review it with my team?

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The PMBOK

• Project Management Body of Knowledge
• sum of knowledge within the profession of project
  management
• used to document and standardize generally
  accepted project management information and
  practices
• produced by the Project Management Institute
• revised and reprinted every 4 years fourth
  edition has just been released

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PM Knowledge Areas Process Groups
PM Process Groups / Knowledge Area Processes Initiating Process Group Planning Process Group Executing Process Group Monitoring Controlling Process Group Closing Process Group
Project Management Integration Develop Project Charter Develop Prelim Project Scope Statement Develop Project Management Plan Direct and Manage Project Execution Monitor and Control Project Work Integrated Change Control Close Project
Project Scope Management Scope Planning Scope Definition Create WBS Scope Verification Scope Control
Project Time Management Activity Definition Sequencing Resource Estimating Duration Estimating Schedule Development Schedule Control
Project Cost Management Cost Estimating Cost Budgeting Cost Control
Project Quality Management Quality Planning Perform Quality Assurance Perform Quality Control
Project HR Management Human Resources Planning Acquire Project Team Develop Project Team Manage Project Team
Project Communications Management Communications Planning Information Distribution Performance Reporting Manage Stakeholders
Project Risk Management Risk Management Planning Risk Identification Qualitative / Quantitative Risk Analysis Risk Response Planning Risk Monitoring and Control
Project Procurement Management Plan Purchases and Acquisitions Plan Contracting Request Seller Responses Select Sellers Contract Administration Contract Closure
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In conclusion . . .

• . . . follow process and progress will follow.

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Questions?
Contact us at deliver.it_at_ucalgary.ca or
210-8792 Visit our web-site at www.ucalgary.ca/de
liver.it
Next PMCP Outcome Plans Wed, Feb 11, 2009
Thank you for coming!
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The end.