Project Initiation Templates to manage Projects

Template for Project Management Status Report.

1. Initiation Phase Templates Go/ PMO_Toolkit Global Programs Team Questions or feedback? Please reach out to Vicky Whelton [email protected]

2. Contents 1 Project Overview 2 Project Team 3 Project Deliverables & Success Measures 4 Project Timelines 5 Project Governance Global Programs Team

3. Project Management Checklist Key steps and tips to follow when kicking off a project Why: Define problem statement and key objectives the project sets out to accomplish What: Outline project scope, deliverables, and success metrics How: Identify RAPID, workstreams, roles and responsibilities When: Align on timelines and set up kick-off, meeting cadence, exec readouts Additional tips for large cross-functional projects: Set up a PMO structure (e.g. status update doc, Steering Committee for decision-making) Launch MS Teams channel, share point or go/link to store shared materials and enable communication Schedule roadshow to share out results (e.g. team meeting, Field LT, XF team meetings, etc ) Global Programs Team

4. Project Overview Global Programs Team

5. Recommendation (in order of lift) Context A B C X agreed to launch Y to assess Z in FYXX Option 1 Option 2 Option 3 Description Description Description ✓ Global Programs Team

6. Objective 1 Objective 2 Objective 3 Description Description Description Project Objectives Global Programs Team

7. PROJECT SPONSOR(S) PROJECT OWNER(S) PROJECT MANAGER TIMEFRAME  TBD OBJECTIVE HIGH LEVEL SCOPE OUT OF SCOPE SUCCESS METRICS KEY STAKEHOLDERS BUSINESS CASE RESOURCING  BUDGET <<Role/ Team>> - X hours (Design, build, etc ) <<Role/ Team>> - $ or N/A for in-house resourcing S Project Name Global Programs Team

8. Problem Statement <What is the opportunity to address – the WHY> Goals / Objectives <What the project sets out to accomplish, should limit to 1-3> TEXT TEXT TEXT Project Scope <What will the project cover, and just as important what will the project NOT cover (e.g. audiences, key deliverables)> Timeline <Estimated project duration and key milestones> Project Overview Global Programs Team

9. Activity In Scope  (What’s Included) Out of Scope (What’s Not Included) Targets TBD: Define FY targets and track progress quarterly Directly accountable for targets Global Programs Team Scope

10. Pillar Initiative Description Owners Global Programs Team Pillar Overviews

11. Headline Recommendation <<Key Message 1>> <<Key Message 2>> What key gaps/challenges are we facing? <<Gap/challenge>> <<Gap/challenge>> <<Gap/challenge>> What new ideas should we consider? <<Idea>> <<Idea>> How should we measure success? <<Success metrics>> <<Success metrics>> What help do we need to implement? <<>> <<>> Existing Initiatives Q1 results / learnings Est. impact Low , Medium , High Recommendation Continue , Change , Stop Owner: Team: Global Programs Team Workstream Overview/ Description

12. PROJECT & VISION BUSINESS GOALS PILLAR & DESCRIPTION MEASURES MEASUREMENT WORKSTREAMS OWNER SUPPORT PERSON TARGET COMPLETION STATUS KPI REVENUE 2020 – XXX 2021 – XXX 2022 – XXX CHURN 2020 – XXX 2021 – XXX 2022 – XXX CMI 2020 – XXX 2021 – XXX 2022 – XXX CLIENT NPS | LOYALTY 2020 – XXX 2021 – XXX 2022 – XXX EMPLOYEE SATISFACTION | EVS 2020 – XXX 2021 – XXX 2022 – XXX Key: Not started In progress Operational Global Programs Team

13. Project Team Global Programs Team

14. Exec Sponsor Project Owner Core Team PM confidential Global Programs Team Project Team Structure

15. Core Team The team who will drive workstreams, decisions, and outcomes Name Project Lead Name Team Name Team Name Team Name Team Name Team Name Team Name Exec Sponsor Project Lead: Drives overall project delivery and accountability, owns R (Recommend) Exec Sponsor: Provide guidance, remove blockers, communicate impact across org Global Programs Team

16. RAPID: see guidelines here Recommend <Add name(s) here – Project Owner as lead > Agree <Add name(s) here> Perform <Add name(s) here> Input <Add name(s) here> Decide <Add name(s) here> RAPID Decision-making framework to clarify roles and set accountability Global Programs Team

17. Key Roles and Responsibilities Role Responsibility Owner Project Sponsor Executive Decision Maker Approve strategic direction, objectives and program budget Provide oversight and executive coordination Project Owner Primary liaison with Program Sponsor Develop and communicate objectives and strategy Resolve open strategy questions and escalated issues Engage stakeholders as needed Project Manager/ Business Process Manage the day-to-day activities of the project, including status reports Work with stakeholders to document and assess current state processes, and design and document future state processes and playbook Support change management and training efforts Global Programs Team

18. Project Deliverables & Success Measures Global Programs Team

19. Workstream Details Owner Systems & Processes <Insert workstream description and key deliverables> <Insert name(s)> Comms & Change Management <Insert workstream description and key deliverables> <Insert name(s)> Reporting <Insert workstream description and key deliverables> <Insert name(s)> <Insert Workstream> <Insert workstream description and key deliverables> <Insert name(s)> Project Deliverables Breaking down the project into workstreams to drive more progress and efficiency Global Programs Team

20. Key Deliverables and Success Metrics Deliverable Description Owner Success Metrics: X Y Z Global Programs Team

21. Metric 2 Description Metric 3 Description Insert Target 1 Insert Target 2 Insert Target 3 Success Metrics Key performance indicators to measure how we’ll achieve our goals Metric 1 Description Targets should be SMART: Specific, Measurable, Achievable, Relevant, Time-bound Global Programs Team

22. Project Timeline Global Programs Team

23. Roadmap FY20 FY21 FY22+ Operationalize Lay groundwork Initial Assessment Assess key drivers Implement initial efforts Outline holistic strategy across prevention, mitigation, measurement Drive lightweight accountability measures Phase 1 Drive accountability across all phases of customer journey Phase 2 Phase 3 Global Programs Team

24. Timeline & Deliverables Oct Nov Early Dec Mid Dec Jan Milestone Description Milestone Description Milestone Description Milestone Description Milestone Description Global Programs Team

25. High Level Timeline January February March April May June Milestone [date] Milestone [date] Milestone [date] Milestone [date] Milestone [date] Milestone [date] Milestone [date] Milestone [date] Milestone [date] July August Milestone [date] Global Programs Team

26. Date X Date x Date x Date x Date x Project Milestones Date x Date x Date x Date x Date x Date x Global Programs Team

27. Date X Date x Date x Date x Date x Date x Date x Date x Date x Date x Date x High Level Communications Timeline Global Programs Team

28. Project Milestones Key timelines to stay on track across workstreams and meet targets Date 1 Date 2 Date 3 Date 4 Date 5, Target Close Workstream 1 X Y Z Workstream 2 X Y Z Workstream 3 X Y Z Workstream 4 X Y Workstream 5 X Y Global Programs Team

29.                                                             x X X X X X X X X X X X X x X X X X X X X X X X X X X Gannt Chart Global Programs Team

30. 01 Initiate 02 Plan 03 Execute Owner Participants Process & Timeline Date Milestone details Date Milestone details Date Milestone details Date Milestone details Date Milestone details Date Milestone details Date Milestone details Date Milestone details Date Milestone details Outcomes Add outcome here Add outcome here Add outcome here Add outcome here Add outcome here Add outcome here Add outcome here Add outcome here Add outcome here Project X Planning Process & Timeline Alternative standalone one-pager Global Programs Team

31. Timeline Aug 14 Milestone(s) Sales Readiness Activities Project Team  Activities Q1 operating priority target announced Date Q1 Sep 7- 16 Sept 21 – Oct 23 Q2 Oct 23 – Nov 6 Nov 9 – Nov 20 Timeline and milestones relevant for Managers +  Ongoing Oct 12 – Oct 14 Manager  Activities Oct 5 – Oct 21 Global Programs Team

32. Aug 31 – Sept 4 Sept 7 -11 Sept 14 - 18 Sept 21 - 25 Sept 28 – Oct 3 Oct 5 - 9 Oct 12 - 16 Oct 19 - 23 Oct 26 - 30 Nov 2 - 6 Nov 9 - 13 Nov 16 - 20 Nov 23 - 27 Nov  30 – Dec 4 Dec 7 – Dec 11 ALL Sr. Manager + Managers Only Managers AND Reps/ICs   Reps/ICs Only Champions Detailed Timeline Event w/o Sept 21 Event Sept 7-11 Event Oct 26 EMEA Holiday- Ireland Oct 26 Event Nov 9 In-Day Nov 13 In-Day Dec 11 Kickoff  Sept 11, 1 hr. Kickoff  Sept 11, 1 hr. Event Sept 15- 16, 4 hrs. Super User Training Oct 5,7,14,21 - 7.5 hrs. Integrated Mgr. Training Oct 19-22, 8hrs. Launch Prep – W3 Oct. 20, 1hr Scenario Walkthrough –W3 Oct 26- 30, 1hr. Reporting Workshop W3 Nov 3, 1hr Launch Prep – W4 Nov 3, 1hr Scenario Walkthrough –W4 Nov 9-13, 1hr. Reporting Workshop – W4 Nov 17, 1hr Integrated Rep Live Training Nov 9 – 20, 12 hrs. Integrated Rep Live Training Nov 23 – Dec 3, 12 hrs. Learning Path + Validation Complete anytime between Oct 12 to Oct. 23, 2 hrs. Learning Path + Validation Complete anytime between Oct. 26 to Nov. 6 , 2 hrs. Rep Training Pre-Work Complete anytime between Oct 12- Nov 6, 2-4hr. Rep Training Pre-Work Complete anytime between Oct 26 – Nov 20, 2-4 hr. Super User T raining Oct 5,7,14,21 - 7.5 hrs. Champion Selection Sept 11-16, 1hr. Learning Path + Validation Sept 21- Oct 2, 2 hours Champion Kickoff Oct 1, 1 hr. Pre-Launch Meeting – W3 Oct 20, 45 min. Post-Launch Meeting – W3 Oct 27, 45 min. Pre-Launch Meeting- W4 Nov 2, 45 min. Learning Path + Validation Sept 21- Oct 2, 2 hours Post-Launch Meeting – W4 Nov 10, 45 min. Integrated Mgr. Training Pre-work Complete between Sept 21- Oct 16,, 2 hours Global Programs Team

33. Project Governance Global Programs Team

34. Meeting Type Day/Time Attendees X X X X Documentation Day/Time Owner X N/A X X N/A X X X X Meetings Reporting / Project Docs Project Governance Global Programs Team

35. Purpose Owner Attendees / Audience Frequency Meetings <Meeting Forum 1> Drive to alignment for key decisions Inform / surface learnings to leadership Name Names / Team Weekly Meeting Forum 2 Surface cross-functional input Name Names / Team Monthly Comms Comms Forum 1 Update on all workstreams Name Names / Team Bi-weekly Comms Forum 2 Quarterly readout to leadership Name Names / Team Quarterly Meeting Structure & Comms Cadence Channels to make and communicate progress Global Programs Team

36. Project Meeting Cadence and Reporting Meeting Type Day/Time Attendees Sponsor Check-In As needed Core Team Weekly Sync Weekly, alternating between EMEA and APAC friendly Module Working Sessions As needed per region Documentation Frequency Owner Status Report Weekly on Fridays Documentation will be available on the team SharePoint site [insert link] Global Programs Team

37. Thank you Global Programs Team