Initial Project Meeting Agenda PowerPoint Presentation Slides
1 like769 views
The document outlines the agenda and structure for a project management meeting, covering various aspects such as project scope, objectives, team roles, and communication plans. It includes detailed charts for responsibility assignments, project costs, Gantt charts, and tracking plans. The overall goal is to ensure clear communication, defined roles, and effective planning to successfully execute the project.
Initial Project Meeting Agenda PowerPoint Presentation Slides
- 1. Initial Project Meeting Agenda Your Company Name
- 2. TableofContent 2 Project Description Project Scope Team Introduction Core Team Project Management Team Responsibility Assignment Matrix - RACI Responsibility Assignment Matrix - RAPID Project Management Cycle Work Breakdown Structure Project Cost Estimate Project Management Gantt Chart Project Communication plan Work Priority Allocation Project Tracking Plan
- 3. Meeting Agenda Discuss Project Background Identify Stakeholders Review Project Objectives Your Text Here 3 Mention here the related topics/activities that will be addressed in the meeting. This slide is 100% editable. Adapt it your needs and capture your audience’s attention.
- 4. Project Description 4 Target Audience This slide is 100% editable. Adapt it your needs and capture your audience’s attention. Your Text Here This slide is 100% editable. Adapt it your needs and capture your audience’s attention. • 1. Timesheet Reports for all users • 2. Headcount Report Generation for all business units Project Scope-in Scope The goal of the project is to develop a Reporting tool which will provide a single system access. Project Objective Describe in detail, what the project is all about.
- 5. Project Scope 5 Project Acceptance Criteria Project Scope Description Project Exclusions Project Assumptions Project Deliverables This slide is 100% editable. Adapt it your needs and capture your audience’s attention.
- 6. Our Team 6 This slide is 100% editable. Adapt it your needs and capture your audience’s attention. Mary Smith Designation Carol Smith Designation Anita Smith Designation John Smith Designation
- 7. 7 Project Management Team Put Text Here Text Here TEAM - A TEAM - B TEAM - C TEAM - D B B B C C D D A A Text Here A D D C C C B B Text Here C C C D D Text Here A B B D D C C C Text Here This slide covers all those people who would be responsible for project implementation. 7
- 8. 8 Role ExecutiveSponsor ProjectSponsor SteeringCommittee AdvisoryCommittee Role#5 ProjectManager TechLead FunctionalLead SME ProjectTeam Member Developer Administrative Support BusinessAnalyst Role#4 Role#5 Consultant PMO Role#3 Role#4 Project Deliverable (or Activity) Project Leadership Project Team Member Project Sub-Teams External Resources Initiate Phase Activities Request review by PMO A/C R/A R/A A/C C Submit project request R A Research solution I R/A A/C A/C C C C Develop business case I A/C I I R/A C C C C C C Plan Phase Activities Create project charter C C R/A C C C C C Responsibility Assignment Matrix - RACI This slide describe the four types of association of a role to a task , represented in a simple task vs. role diagram or matrix. 8
- 9. 9 Create Schedule I I I I R/A C C C C C C C C C I Create Additional Plans As Required I I I R/A I I I I I C I Execute Phase Activities Build Deliverables C/I C/I C/I C/I R/A R/A R/A R/A R/A A/C Create Status Report I I I I R/A R/A R/A R/A C I Control Phase Activities Perform Change Management C C C R A A A C I Close Phase Activities Create Lessons Learned C C C C R/A C C C C C C C C C Create Project Closure Report I I I I R/A I I I I I I I I Responsibility Assignment Matrix – RACI Cont… R- Responsible A- Accountable C- Consulted I- Informed This slide describe the four types of association of a role to a task , represented in a simple task vs. role diagram or matrix. 9
- 10. 10 R Recommend: Person(s) Who Recommends An Option Leadership Team Project Team External Resources A Agree: Person(s) Who Must Agree With The Recommendations P Perform: Person(s) Who Must Agree With The Recommendations I Input: Person(s) Providing Input To The Recommendations D Decide: The Single Decision Maker Work Area Task Description DG JR Whole Team DS KG NR AAP CF BP AJ SD SP Planning Decisions Agree budget Determine the scope of the project Out source or insource? D I I A I/P P R/P R/P I Exaction Decisions Produce deliverable X Produce deliverable Y Responsibility Assignment Matrix - RAPID This slide describe the five types of association of a role to a task , represented in a simple task vs. role diagram or matrix . Use it, to manage the project details. 10
- 11. 11 Project Management Cycle ▪ Identify Need ▪ Establish Feasibility ▪ Look for alternatives ▪ Present the proposal ▪ Approval to proceed Conceive ▪ Develop the plan ▪ Assess the risk factors ▪ Allocate budget ▪ Present the project brief ▪ Obtain approval Develop • Design review • Quality assurance • Control • Verify the performance results • Do modifications • Progress monitoring • Forecasting and reporting • Deliver the project Execute ▪ Reviews & acceptance ▪ Issues management ▪ Re-assign remaining tasks ▪ Project closing Finish Timeline Phase 1 Concept Phase 2 Planning Phase 3 Execution Phase 4 Transfer LevelofTotalEffort We have mentioned a framework of the project lifecycle, you can use it as per your requirements. 11
- 12. 12 Work Breakdown Structure Phases Duration (in Days) Number of Resources Define the Problem • Meet users • Determine scope 2 1 2 2 Produce the Project Schedule • Develop Work breakdown structure • Estimate resources & duration 2 2 - 3 Confirm Project Feasibility • Identify tangible & intangible costs • Evaluate technical & resource feasibility 4 6 2 1 Staff the Project • Develop a project resource plan • Organize project team 3 7 2 6 Launch the Project • Execute the project • Set up project facilities & resources 8 4 7 3 Define the Action Plan of Roles and Responsibilities as per the Tasks or Phases. 12
- 13. 13 Project Cost Estimate ID Task Hours Duration (Days) Resources Dependency Resource Hourly Rate Estimated Budget 1 Analyzing the Current System 45 6 1 business analyst - $ 80 $3,600 2 Planning the Project 36 5 1 PMO 1 $ 75 $2,700 3 Purchasing Servers 12 2 1 supply chain 1 $ 65 $780 4 Server Costs - - 2 servers 3 $8000 per server $16,000 5 Customizing the New System 180 23 4 programmers 2 $ 110 $19,800 6 Testing the System 160 20 2 QA 5 (start – to – start + 6 days) $ 70 $11,200 7 Transferring the Data to the New System 50 7 2 data migration 6 $ 90 $4500 8 Measuring the Project 60 32 1 PMO 2 $ 75 $4,500 9 Measuring the Project 120 45 1 PM - $ 140 $16,800 10 Miscellaneous - - - - 10% of the overall estimation $7,980 overall 663 140 $ 87,780 This slide can be used to measure the productivity and the cost of projects, through out the project lifecycle. 13
- 14. 14 Project Communication Plan Communicate What Purpose Frequency / Duration Communicate to Communication Method Team Stakeholders Initial Request Analysis Determine Business Case At Concept; then updated as it changes Leadership Team Project Sponsor Documented Discussion, Analysis, Formal Report Project Justification Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Portfolio Prioritization Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Initiative Authorization Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here Your Text Here This is another way of maintain a communication plan for the project. 14
- 15. 15 Project Management Gantt Chart Phase 01 Phase 02 Phase 03 Phase 04 TaskTitle Task Owner StartDate DueDate Duration WEEK 1 WEEK 2 WEEK 3 WEEK 4 WEEK 5 Week 6 Week 7 Week 8 M T W R F M T W R F M T W R F M T W R F M T W R F M T W R F M T W R F M T W R F Project conception & initiation Text Here 4/3/17 1/2/19 6 Project chapter Text Here 2/5/17 1/3/19 2 Project Chapter Revision Text Here 2/8/17 3/1/19 7 Text here Text Here Text here Text Here Text here Text Here Text here Text Here Project definition & planning Text Here 2/3/17 9/6/19 Scope & goal setting Text Here 6/2/17 1/7/19 budget Text Here This slide covers the entire work plan of the project split across different months. You can alter it as per your requirements. 15
- 16. 16 Project Management Gantt Chart Cont… Text here Text Here Text here Text Here Product launch & execution Text Here Status tracking Text Here Text here Text Here Text here Text Here Text here Text Here Text here Text Here Project performance /monitoring Text Here Project objectives Text Here Quality deliverables Text here Text here Text Here Text here Text Here Project performance /monitoring Text Here Project objectives Text Here This slide covers the entire work plan of the project split across different months. You can alter it as per your requirements. 16
- 17. 17 Task Task Type Task Status Priority Assigned to Date Assigned Date Deadline Ideation Marketing Assigned Medium Scott 25-jan-18 10-feb-18 Testing Bug Created High Elizabeth M 30-jan-18 5-feb-18 UI Design Enhancement In-progress Low Nathan 25-jan-18 20-feb-18 User Login Credential Enhancement Resolved Medium Sarah 2-feb-18 8-feb-18 Work Priority Allocation-1/2 Total Hours Spent 49 This table can be use for assigning project tasks with the scale of prioritization. Use it as per your requirements. 17
- 18. 18 JAN FEB MAR APR MAY JUN Web Team Mobile MockUp Marketing Team Performance Management Analytics Content ReviewPricing ReviewLegal Generation SEO PlanCustomer OutreachMarket Analysis Mobile Mock Up UX improvement Cloud Support UX improvement Automatic Renewal Service Android Application Interactive dialogue box Ticketing system Application upgrade Q3 initiative Shopping cart improvement s API Self Service Portal Security 2.0 On Premise Backup Code review 3rd Party Integration New admin console Work Priority Allocation-2/2 High Priority Mid Priority Low Priority This milestone chart can be use to manage the timescale of project activities. 18
- 19. 19 Project Tracking Plan Keep promises made to customers, employees & stakeholders Protect company image and reputation Improve customer satisfaction ratings Minimize schedule, budget, quality & scope variance Minimize safety and environmental incidents Reduce time to respond to project issues Are we meeting customer & stakeholder expectation ? Report Roi, NPV, IRR and payback period of each project Report net operating margins Utilization of assets Are project outcomes delivering on business expectations? Maintain timing of approval sign – offs Maintain scope change control processes Maintain timely production of management reports. Are we continuously improving our work processes? Are we delivering on cost schedule, quality, reliability & safety Below is an illustration of four common KPI objectives to keep a track of overdue tasks. 19
- 20. Financial Medium 50% Maximum 85% This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. Minimum 35% 20
- 22. 22 About Us Value Client This slide is 100% editable. Adapt it to your needs and capture your audience's attention. Preferred by Many This slide is 100% editable. Adapt it to your needs and capture your audience's attention. Target Audiences This slide is 100% editable. Adapt it to your needs and capture your audience's attention.
- 23. 23 Venn This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. 23
- 24. 24 Bulb or Idea This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. 24
- 25. 25 Puzzle 34% 60% 56% This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. 25
- 26. 26 Magnifying Glass This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. This slide is 100% editable. Adapt it to your needs and capture your audience's attention. 26
- 27. 27 Thank you Address # street number, city, state Contact Numbers 0123456789 Email Address emailaddress@123gmail.com