Internal kick off deck for the Project Manager by the Program Manager

Scope

• Links to
  • Internal dashboards on scope, contacts, contracts, RAID logs etc
• Scope slide(s) from global kick off call

Global items the Project Manager to be aware of

• Global risks, actions, issues, decisions, concerns, key information, best practice etc

 

Program Manager expectation of Project Manager

• Project Manager is 100% responsible for their project
• Project Manager has the required knowledge, skills and experience to successfully deliver the project as per the go live date and scope
• All project plans to be kept up to date
  • at least weekly
  • definitely, before and after project calls – internal and client facing
• Be prepared for our weekly internal calls
  • Project status
  • Next steps
  • Milestones in Global dashboard are populated and correct
  • Key risks, issues, actions, decisions, questions etc
  • Know what you want / need from the Program Manager
• Take the approach of “how can I make the implementation easy for the client” for example –
  • Share all client facing project documentation as early as possible
  • Send summary and chaser emails highlighting to the client the key activities that they must focus their time and energy on so to achieve the go live
• Document everything in project plan, RAID log (Risk, Issues, Actions, Decisions), emails, etc – the key role of the Project Manager is to ensure that everyone is aligned with what the project is doing, when things will happen and who is doing what and when.
• The project documentation (plan, RAID log etc) to record the story of the project – when the project team went beyond normal support, deadlines were extended / missed, decisions etc

What Project Manager can expect from Program Manager

• to clear the path for you if anything gets in the way of you delivering the project on time and to scope
• 100% trust that you can deliver the project on time and as per the agreed scope
• not micromanage you
• view you as 100% in charge of your project
• here to support you internally and with the client
• point of contact for any help / guidance / just need someone to listen

How communication is recommended to work at the project level

• Project Manager to create an internal project team chat in MS Teams (add Program Manager)
• Project Manager to book and host internal weekly project team calls and invite Program Manager as optional
• Project Manager to book and host weekly project team calls with the client. Invite Program Manager as optional
• Emails – include Program Manager in copy for all project emails (internal and external)
• Project plans to be kept up to date and must be up to date so they can be used in the Project Manager´s internal and client calls plus the milestones filter into the GIS board for the weekly calls with the Program Manager
• Project Manager is responsible for their project plan
• to add / manage risks and issues in the Risk, Actions, Issues and Decision (RAID log) and escalate to Program Manager if needed
• to add / manage lessons learnt in the lessons learnt board
• To record key information and status updates in the internal global dashboard for the deliver organisation´s eyes only for example –
  • Key internal risks and issues plus lessons learnt
  • Internal status of project
  • Go live date changes
  • Contract changes
  • Additional services etc

How communication will work at the global level (Program Manager level)

• Program Manager to create a global internal team chat in MS Teams for the whole team (Project Managers, IT, BA etc)
• Program Manager to book and host a weekly internal call with the Project Managers (one call by region)
  • Aim of the internal call is to
    • Program Manager to share global / regional updates, best practice etc
    • Project Manager to share key status updates, escalations, next steps, risks and issues etc that they want the Program Manager to repeat / share to the client HQ in the Program Manager ´s global bi weekly call
    • Program Manager and Project Manager to review project(s) progress
    • Project Manager to request guidance share details of key risks and issues
    • Program Manager to share housekeeping – NPS, how to change go lives etc
  • Global dashboard used to monitor progress on key milestones (Project Manager´s board(s) must be up to date before this call) so milestones correctly reflect the project progress and how the go live date will be achieved
• Program Manager to book and host a global regular call with the client HQ (client Program Manager and sponsor)
  • Global dashboards records regular client call meeting minutes
  • Milestones in the Global dashboard are the key input and point of discussion to the meeting
  • Aim of the call is for the Program Manager and client HQ to be aligned on the progress of the inflight projects, future projects, key risks and issues etc, discussion of global requirements, best practices, scope questions, upselling opportunities etc 
  • Project Managers are invited as optional and will receive the meeting minutes