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Kick-Off Meeting

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Ewa Rostek

on 26 May 2011

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Transcript of Kick-Off Meeting

Kick-Off Meeting for implementation ERP system in Techmaproject company Agnieszka Przybysz
Ewa Rostek
Beata Stobiecka Key Team Members Client Representatives:
Member of steering committee
Project Manager
Financier
Specialist for logistic
Manufacturer
IT specialist Project Representatives:
Member of SAGE’s steering committee
SAGE’s Project Manager
Finance Consultant
Logistic Consultant
Manufacturing Consultant
IT consultants Date: Friday, May 20, 2011
Time: 9 AM – 5 PM
Location: Company SAGE, room NT 241 9.00 Welcome and Agenda - The project manager from Vendor side welcomes everyone to the meeting and reads the day’s agenda.

9.10 Introductions all key team members introduce themselves Scenario Risk Management Plan Report a large number of changes to the system.

Lack of a centralized and structured organization knowledge management on the business processes that they proceed.

There are no precise established process flows.

System tests are carried out inaccurately and incompletely which do not detect errors.

Underestimation of costs. Lack of funds to complete the implementation of ERP.

The implemented system does not meet safety requirements and formal legal regulation. 1.

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6. Ranking Potantial risks 1. 2. 3. 4. 5. 6. Report a large number of changes to the system. Solutions to the error: Solutions to the error: Solutions to the error: Solutions to the error: Solutions to the error: Solutions to the error: - systematic implementation
- plan ahead Lack of a centralized and structured organization knowledge management on the business processes that they proceed. - common database
- one responsible person for the database
- diagnose of processes
- information There are no precise established process flows. - sets out the procedures
- sometime think outside the box System tests are carried out inaccurately and incompletely which do not detect errors. - hire the specialist who can define the problems
- fix the errors
- countinous improvement Underestimation of costs. Lack of funds to complete the implementation of ERP. - hold on and resume when funds will appear
- take a loan which will be easy to repair when the ERP starts to bring benefits The implemented system does not meet safety requirements and formal legal regulation. - hire the specialist who can define the problems
- fix the errors
- countinous improvement 9.30 Purpose of the meeting - The project manager from Vendor side will present the purpose of the meeting and identify the goals and objectives that are essential in order to gain a successful outcome

9.40 Project background - The project manager from Client side will describe the project’s background and the needs and expectations of ERP implementation 11.00 Break
11.15 Continued introduction with project plan
1.00 Lunch break 4.00 Open discussion - All key team members
5.00 End of the meeting *Supply Network Planning - used to calculate quantities
to be delivered to a location in order to match customer demand and mantain the desired service level. 1. Project Definition Overview “Implementation project at “Techmaproject” company two modules of the SAP APO system: Production Planinig and Supply Network Planning “

The scope of functionality those two modules covers:
*Production Planning/Detailed Scheduling -create procurent proposals for in-house production or external procurement to cover
product requirements and optimize the same. For each of team member we specify the following information for the project:
• General Information
• Skills assessment
• Staffing profile
• Organization chart
• Outside Resource Profile
• Project Roles and Responsibilities 2. Staffing plan The high- level schedule shows detailed tasks in design, development and deployments phase. For each assignment the SAGE’s company allocated the needed resources (peoples, money . etc..), and time line. The schedule was made and presented in MS Project. After the design phase will be completed, the full project schedule will be developed. This document describe all development environments like:
• The platform that will be used
• Operating system
• Tools ( development, design) and other equipment 3. Development environment 4. High-level schedule In project SAGE’s company documented each major deliverables. Such a document will contain the information like:
what is to be delivered?;
what the dependencies are?;
the responsible person for delivery?;
who the receiver is?;
the delivery method, location, date?; 5.Deliverables and Milestones Technical requirements or “nonfunctional” requirements is a document that will contain information like:
• Network, workstation and database requirement and all technical requirements like: error handling, reporting, monitoring; redundancy, capacity, reliability, interoperability, scalability, flexibility, portability, decision support, system monitoring and reporting and all needed backup technical requirements. 6. Functional Requirements This document will contain the following information’s :
• Features; performance; speed; use case; usability; legal, access and decision support requirements for both modules;
Additionally for each end user there will be a detailed guide to each function or process. 7.Technical Requirements It is a document that guides project communications.
The communications plan in this project address the following items:

1.Stakeholders communications requirements
2.Information to be communicated (format, content, level of detail)
3.Who will receive the information and who will produce it?
4.Suggested method or technologies for conveying the information
5.Frequency of communication
6.Escalation procedures for resolving conflicts
7.Revision procedures for updating the plans
8.A glossary of common terminology The quality assurance plan will be provided by the quality assurance manager. In this plan we can distinguish following documents:
•Introduction (project overview, schedule, scope, testing)
•Test Matrix (QA methodologies + report)
•Test schedule ( activities and resources)
•Test cases and scripts
•Defect report
•Quality Risk Assessment 8. Quality Assurance Plan 9. Communication Plan This step consist series of documents like:
• Operation document
• System administrator guide
• User guide
• Technical support guide
• Customer support guide This document identify all tasks that are needed to deploy product to the client, like:
• Introduction
• Network, Server, Workstation and Database Deployment
• Database access, security
• All tasks connected with software aspect
• Deployment schedule
• Roles and responsibilities
• Verification and test
• Acceptance criteria
• Project hand-off 10. Deployment Plan 11. Operations Plan It is a list of “Techmaproject” requirements that the implementation of project must fulfill. 12. Training Plan There are six processes involved in risk management:
1.Risk management planning
2.Risk identification
3.Qualitative risk analysis
4.Quantitative risk analysis
5.Risk response planning
6.Risk monitoring and control Training plan is a training schedule for all end users of Production Plan and Supply Network Planning modules . 13. Risk Management Plan 14. Measurement Plan Measurement plan defines how results/ benefits connected with the project will be measured. For each measurement project managers will define reason of measure, method, frequency, expected result and a responsible person 15.Client Acceptance Criteria Those processes refer to all nontechnical internal processes that are run or manage by development team, like the process of getting technical information’s from the engineering team. Project life cycle describe following items:
• Planning, design, development, integration, deployment and post-deployment. Presentation of the Project Approach: 1. Project life cycle 2. Change Control Process Change control process is presented in diagram (worflow) and define the process for deffered changes. 3. Technical Process This step consist all technical processes that will be used during project life cycle, e.g.:
- Build schedule
- Source control
- Configuration management. 4. Organizational Process This is a standard procedure of traking, evaluating and monitoring bugs. The good cooperation between project manager and quality assurance manager and all team members is crucial for this process. 5. Client Process All processes that are used by “Techmaproject” company to the project. 6. Vendor Process All processes that are used by “SAGE’s” company to the project. 7. Defect Tracking Process 11. Project Documentation Process 8. Monitoring and reporting process 9. Special processes and considerations 10. Escalation processes and Procedures 10.00 Introduction with project plan - The project manager 2.00 Introduction with Project Approach - The project manager Key millstones in implementations of Production Plan and Supply Network Planning modules in “Techmaproject” company”
• Senior management support;
• Approval of project plan and all resources allocations;
• Integration of two models with existing database; The monitoring and reporting process will be conducted by special reporting system that will collect and categorized all alerts. Failures will be categorized according to two indicators: severity and frequency. Based on that the all errors will be prioritized. All special processes not discuss in other sections will be covered here. In that section project managers with all team members will build an escalation path. Escalation path will cover all very important issue that are critical in order to complete the project on time, within the budget and within the scope.
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