Project Kick-off
14-Jan-09
Purpose of the
Project Kick-off
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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
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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
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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
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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
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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
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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 . . .
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. . . I don’t know who my sponsor is?
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. . . I don’t have a charter but have been directed to start the project?
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. . . the project budget has not been estimated, therefore is not formally
approved?
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. . . I don’t know for sure what resources are required for my project?
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. . . I am missing key resources but must start the project without them?
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. . . 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
Project
Procurement
Management
Plan Purchases and Acquisitions
Plan Contracting
Project Kick-off
Risk Monitoring and Control
Request Seller Responses
Select Sellers
14-Jan-09
Contract Administration
Contract
Closure
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In conclusion . . .
. . . follow process and progress will follow.
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Questions?
Contact us at
[email protected] or
210-8792
Next PMCP:
Visit our web-site at
www.ucalgary.ca/deliver.it
Outcome Plans
Wed, Feb 11, 2009
Thank you
for coming!
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The end.
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