Project Planning and Team Structure Overview

This template provides a structured guide for planning and building phases of a project, including project overview, approach, team structure, roles, responsibilities, and high-level timeline. It aims to enhance project management and communication during key project meetings.

• Project Planning
• Team Structure
• Project Management
• Meeting Template

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Uploaded on Jul 13, 2024 | 1 Views

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1. This template is intended for use during the planning and build phases of a project, such as a project kickoff meeting or sponsor meeting. [Project Name] Project Presentation Make a copy of this template to update and add content with project-specific information. Advice and instructions on the use of this template will be in yellow boxes. Last Updated: [mm/dd/yy] 1

2. Agenda Modify as needed based on meeting objectives and audience. Project Overview Project Approach Project Team Structure Roles & Responsibilities High-Level Timeline Change Management Plan Decisions Requested Appendix 2

3. Project Overview Link to the charter or copy and paste the charter into this presentation. If a dashboard that tracks project progress and performance is available, provide the link. Goals [Enter project goals] Charter [Add link to charter] Dashboard [Add link to dashboard, if available] 3

4. Project Approach Identify high-level activities needed for project design and implementation. The example below reflects a project with multiple workstreams. Activity Activity Description Process Design Sessions Meet with campus staff to understand the Onboarding process, highlight pain points, and build recommendations. Recommendations to Workstreams Recommendations have been divided into workstreams with leads to quickly complete the work concurrently. Build Core Team and Assign Workstream Leads & Resources Obtain resources and assign lead for each workstream. Workstream Leads will report out and sync up biweekly. Working Sessions and Solution Design Workstream Leads will work with a team of SMEs, BPMO process analysts, and representatives from across campus to design solutions in working sessions. Design Approval Designs will be vetted and presented through toll gates (a session with sponsors & RDs, inform out to CAOs, etc.) prior to implementation. Pilot & Regional Implementation The approved designs will feed into the Onboarding Pilot, eventually to be regionalized. 4

5. Project Team Structure Add/remove roles as needed. If the team structure doesn t have workstream leads, remove them from the chart. Sponsor [name] Reporting/Metrics Lead [name] Technical Lead [name] Change Manager [name] Project Manager [name] Functional Lead [name] Process Lead [name] Workstream Lead 3 Workstream Lead etc Workstream Lead 1 Workstream Lead 2 Core Team Resource/SME Resource/SME Resource/SME Resource/SME Resource/SME Resource/SME Resource/SME Resource/SME 5

6. Roles and Responsibilities The responsibilities noted are standard expectations for the role. Add responsibilities as needed. If the team structure doesn t have Workstream Leads, remove references to Workstream Leads and the Workstream Team from the tables. Role Responsibilities Escalates to Provides overall vision and direction for project Resolves or provides guidance for escalated issues and barriers brought by Project Manager Sponsor Builds and manages project plan Responsible for completion of project goals & milestones Provides status on key milestones and escalates issues to Sponsor Works to resolve issues for Workstream Leads prior to escalation Facilitates core team meetings Project Manager Sponsor Provides ownership and accountability for project results Contributes subject matter expertise and input as needed throughout project Attends core team meetings Functional Lead Project Manager Supports core team and Workstream Leads on solution design Attends core team meetings Process Lead Project Manager Builds and executes Change Management & Communications Plan Drafts communications Attends core team meetings Change Manager Project Manager Roles Matrix: [Add link to Project Information Sheet, if used] 6

7. Roles and Responsibilities (contd) Role Responsibilities Escalates to Contributes subject matter expertise and input on systems Attends core team meetings Technical Lead Project Manager Contributes subject matter expertise and input on reporting/metrics Collects and analyzes data Publishes reports Attends core team meetings Reporting/Metrics Lead Project Manager Defines the workstream scope and proposes the solution to stakeholders for approval Leads the design and implementation of the solution for their workstream Leads working sessions with the Workstream Team Provides status updates on the workstream and raises issues to the core team and Project Manager Attends core team meetings Workstream Lead Project Manager Provide subject matter expertise to guide Workstream Team towards a design solution For some individuals, build the solution designed by the Workstream Team Workstream Team Members Workstream Lead Roles Matrix: [Add link to Project Information Sheet, if used] 7

8. High-Level Timeline Identify workstreams, key activities, and/or milestones with estimated duration for each. [month] [month] [month] [month] [month] [month] [month] [month] [month] [month] [month] [month] Accountable Workstream or Activity [name] Implement Design and build solutions Workstream or Activity Implement [name] Design and build solutions Workstream or Activity Design and build solutions Implement [name] Workstream or Activity Design and build solutions [name] Implement Workstream or Activity Implement Design and build solutions [name] 8

9. Project Workstream Updates and Accomplishments Workstream Description Workstream Name Update Update Workstream Description Workstream Name Update Update Workstream Description Workstream Name Update Update Workstream Name Workstream Description Update Update If the project has multiple workstreams, use this slide for status updates after the workplan is built. 9

10. Change Management Plan The activities noted are standard elements of a change management and communications plan. Add/remove activities as applicable for the project. Activity Activity Description Stakeholder Analysis Perform analysis on key stakeholders and impacted populations Stakeholder Interviews and Planning Determine desired communication channels via Stakeholder Interviews Prepare for Communications and Training Hold meeting times Draft communications Create training collateral Execute Communications and Training Send communications via newsletter or cascaded messages Execute roadshows and trainings 10

11. Decisions Requested Add or replace with a slide for Next Steps as appropriate based on meeting objectives and audience. Decisions Requested In This Meeting Decision Maker Key Stakeholders Informed [name] [names] e.g. (if sponsor meeting) Approval to Proceed to Project Build [name] [names] e.g. (if project team kickoff meeting) Project Team Meeting Frequency 11

12. Add slides for supplemental project information in the Appendix section if needed. Appendix 12