The project kick off is a key element of the early phase of any deliverable. It can be used as an introduction and meeting point for both vendor and client whether that be an external or internal client. It should take place after the procurement of a system from a vendor and after contracts have been signed. The general scope of the project should be known at this stage but can be open to change. It should take place before the requirements phase. Some of the important points regarding project kick offs are noted below.

• Prepare a detailed slide deck for the project kick off.

• The Project Manager should be in control of this.

• Use company templates if available but feel free to add slides to the deck that add value.

• Slides included should have the following detail.

> Full project team with roles and responsibilities explained.

> Organisation chart.

> Project summary, definition, proposed benefits and output.

> Communication plan to include meeting cadence.

> File storage plan, use Confluence or something similar.

> Overview of current system functionality & any desired improvements with replacement system.

> Summary of decision / training for choosing new system.

> Background on vendor if appropriate.

> RACI matrix which outlines what is expected of each role and the level of responsibility.

> Project methodology chosen and how each phase will run.

> Note and agree on the systems needed to manage the running of the project, JIRA, Confluence, SharePoint, Microsoft Project, Microsoft Teams etc.

> Acceptance criteria for exit and entry between project phases.

> Overview of testing strategy.

> Overview if training implementation program.

> POAP which is high level project on a page with indicative timelines until go live & deployment.

> Discuss & note the workshops needed in the short term, specifically requirements.

> Display of ‘As Is’ system architecture.

> Noting key ‘As Is’ business processes and potential future processes.

> Note proposed documentation to complete and agree on this e.g Project Charter, Design Document, Testing Strategy etc.

> RAID – note any known risks, issues, assumptions and dependencies, there may not be too many at this stage so the appendix may be a better home.

> Identity other markets / companies’ business units where replacement system was implemented and discuss findings.

> As per above share any known lessons learned from previous implementations that could help existing project.

> Agree next steps and mini plan for following 4 – 6 weeks.