temp_steeringcommitte meeting template as reference

temp_steeringcommitte meeting template as reference

1. Project Name
Steering Committee Meeting
Project Manager: Project Manager Name
Program Manager: Program Manager Name
Project Sponsor: Project Sponsor Name
General Guidelines:
•Keep words to a minimum - more detail
can be added verbally
•Highlight changes from the last
presentation where appropriate.
•Stick to recommended format where
possible.
•Delete red instruction boxes when
complete.
•More detailed instructions are in the
Speaker Notes. Click on View / Notes Page
to view. You can print the ‘Notes View’ by
selecting File/Print, then select ‘Notes
Page’ in the ‘Print What’ drop down.
(To view template instructions – Save this
template to project files, reopen and then
select View, Notes Page. Delete this note prior
to publishing)

2. Executive Summary
Description
Schedule
Cost
Risks



Total Project Budget
Actual Cost to Date
Est. at Completion
Variance at Completion
Est. at Completion is the Actual Cost to
date plus the estimated remaining cost for
the work scheduled.
Cost Variance is the ‘Project Budget’
minus the ‘Estimate at completion’
Current Phase: Requirements
Project Status:Green
Project End Date:mm/dd/ccyy
Accomplishments



Business
Risk 1
Risk 2
Technology
Risk 1
Risk 2
High level business objective
List the major risks to the project.
High level accomplishments so far
To change status colors, highlight box and select
Format/Borders.
For ‘Current Phase’ update, please
use standard PM phases (Opp
Assessment, Initiating, Planning,
Executing & Controlling, Closing)
or Lifecycle Phases (e.g Software
Development Lifecycle)

3. Business Need

4. Project Background

5. Proposed Solution

6. Business Benefits
•Benefit 1.
•Benefit 2.
(Example)

7. Project Costs
Cost
Labor $xxx,xxx
Hardware $xxx,xxx
Software $xxx,xxx
Outside Services $xxx,xxx
Total $xxx,xxx


(Example)

8. Project ROI

9. Project Organization
Steering
Committee
Sponsor
Program Manager Project Manager
Business Team
IT Mgmt
CIS
Warehouse
Infrastructure
Financial Purchasing
TSS CSS
Data Mgmt
Documentation
Other
Other
Database Apps
Please keep same general format.
Adjust boxes as necessary. Delete
unneeded boxes.

10. Project Schedule & Approach
ID
1
2
3
4
5
6
8
9
1
0
1
1
Task Name
Concept
Requirements
Design
Development
Testing
Documentation & Training
Deployment
Task 9
Task 10
Task 11
Start Date
0
1
/
0
1
/
2
0
0
1
0
2
/
1
5
/
2
0
0
1
0
2
/
1
5
/
2
0
0
1
0
5
/
0
1
/
2
0
0
1
0
6
/
0
1
/
2
0
0
1
0
6
/
1
5
/
2
0
0
1
1
1
/
0
6
/
2
0
0
1
0
1
/
0
1
/
2
0
0
1
0
1
/
0
1
/
2
0
0
1
0
1
/
0
1
/
2
0
0
1
End Date
0
3
/
0
2
/
2
0
0
1
0
4
/
3
0
/
2
0
0
1
0
4
/
3
0
/
2
0
0
1
0
6
/
2
9
/
2
0
0
1
0
8
/
3
0
/
2
0
0
1
1
0
/
3
0
/
2
0
0
1
0
1
/
2
2
/
2
0
0
2
0
3
/
0
1
/
2
0
0
1
0
3
/
0
1
/
2
0
0
1
0
3
/
0
1
/
2
0
0
1
4
5
d5
3
d5
3
d4
4
d6
5
d9
8
d
5
6
d4
4
d4
4
d4
4
d
Qtr 1 Qtr 2 Qtr 3 Qtr 4
2001
DurationStatus
R
e
d
Y
e
l
l
o
w
G
r
e
e
n
7Post Deployment
1
0
/
3
1
/
2
0
0
1
1
1
/
1
5
/
2
0
0
1
1
2
d
Double click the Visio Gantt chart to
make changes. Please try to keep
standard phases. List special milestones
or variations as appropriate per project.
Example - Other phases may be used depending on project

11. Communications Management Plan
Monthly
Aug. Sept.Oct. Nov. Dec. Jan. ‘02Feb. AprilMayMarch June
SVP Update: 1:1
Exec. Staff Mtgs Monthly
Every 6 weeksExtended Staff Mtgs
Progress Updates
All-Hands Qtrly Qtrly Qtrly
Learning
Formal training for roll-outs
Mentoring as needed
All
All
As NeededSr. Mgmt Staff Mtgs
Information Sharing
Qtrly
Open House Sessions
Qtrly Qtrly
“Hot Sheets” Bi-Mthly Bi-Mthly Bi-Mthly Bi-Mthly Bi-Mthly
E-mails As Needed
Website Update As Needed
Posters As Needed
(Example)

12. Key Risks and Issues
Risk
(Example)
Too much change to
department at one time
Confusion due to
multiple initiatives
Competition for
resources with other
projects
Change readiness assessment
and structured
communication plan
Mitigation
Structured communication
plan across program
Centralized management,
dedicated resources, realistic
timeframes

13. Other
(Example)
Cost to Utilize Consultant for Project Management
4 consultants, 6 months => $XXX,000
Benefit
Project will be done in 6 months instead of 12 months

14. Steering Committee Members
•Name
•Name
•Name
•Name
•Name
•Name
•Name
(Example)

15. Expectations of Steering Committee
•Participate in all Steering Committee meetings
•Take ownership of issues and resolve by assigned date
•Commit resources in department as needed
•Commit 2 - 4 hour per month
•Assign one owner department to handle all changes
(Example)

16. Key Decisions to Be Made
(Example)
DecisionOwnerDue DateImpact
Third party
package or custom
implementation
Joe Smith October, 2001 Overall project
schedule will be
impacted if not
decided by end of
October
# of Sales
personnel that will
need to be trained
Jane Smith December 12,
2001
Overall project
schedule will be
impacted if not
finalized by 12/12
# of PC upgrades
needed to support
software
Joe Smith October, 2001 Overall budget
will be impacted if
number exceeds 20
PCs

17. Next Steps
•Revise budget based on decisions
•Finalize make vs. buy decision
•Create detailed change enablement plan
(Example)