Project Kick-Off Report

					This is a document that provides a template for creating a project kick-off report. These
reports need to be fashioned in a manner that puts readers and major stakeholders at
ease and the stakeholders should sense that everything is under control. These reports
typically include the objectives of the project, scope of the project, project requirements,
involved parties, timeline of key deliverables, milestones, contingency plans, and
budgets. This document should be used by small businesses or other entities that want
to create a customized and professional project kick-off report.
Project Management
Project Kick-Off Report




                          2010
Table of Contents
  Summary ...................................................................................................................................... 4
  Objectives of the Project ............................................................................................................. 4
  Scope of Project ........................................................................................................................... 5
  Project Requirements .................................................................................................................. 5
  Involved Parties and Their Responsibilities ................................................................................. 6
  Timeline of Key Deliverables and Meetings ................................................................................ 7
  Milestones ................................................................................................................................... 8
  Contingency Plans........................................................................................................................ 8
  Budget.......................................................................................................................................... 9




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Summary
Kick-off reports should be jam packed full of bits and pieces of information and presented in an
upbeat tone. The reports need to be fashioned in a manner that puts readers and major
stakeholders at ease. After perusing the information, the readers should immediately feel and
sense that everything is under control; with future and subsequent updates to the report be
reviewed more readily.

Objectives of the Project

Give an overview of the events and circumstances that brought about the inception of the
project.

Provide general information about the research that was conducted:
     Describe the methods that were used for gathering your data:
           Surveys or canvasses that were held
           Promotional offers given
     Describe the research that was undertaken to address the following:
              The location
              The venue
              Staffing requirements

Give details and background information on the people, businesses, community leaders, and
volunteers who were involved in the:
     Review and decision making process
     Brainstorming sessions
     Selection and nomination of committee members

Timelines

Potential obstacles
     Ideas and suggestions to overcome them

Define the business or the technical needs that the project will fulfill

Specify the end-user requirements that will be addressed

Define the deliverables


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                                      Typical development phases project
                                     Typical development phases of a of a project




                              Information source: http://en.wikipedia.org/wiki/Project_management



Scope of Project
A project that is successfully administered needs to be broken down into manageable parts.
Project scope management includes all of the project’s components, and includes all of the
features and requirements that are associated with the project. The word scope defines the
totality of the work that is required to complete a project.
         Define the deliverables
         Define the boundaries
         Define roles and responsibilities
         Define timelines
         Define contingencies

Project Requirements
Project requirements define the essential objectives of an undertaking. They give project
managers the resources that will be needed to integrate processes and successfully apply them to
improve project success rates, reduce developmental costs, reduce rework, and accelerate time to
market, or “go live” dates. They are based on experience and best practice models. Concise
project requirements will detail all concrete requirements that are needed to initiate the project or
scope of work. The following is an outline of typical components that need to be addressed when
developing project requirements.

Include cost projections for:
         Equipment
         Materials
         Supplies



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         Labor

The following items should also be included in your report:
     Design specifications
     Functional requirements
     Process flow or logic diagram
     Proto types or mock ups
     Quality measures
     Review procedures
     Schedule
     System architecture diagram
     System requirements
     Technical specifications
     User requirements

Involved Parties and Their Responsibilities
   First Name                Last Name                    Company         Responsibility




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Timeline of Key Deliverables and Meetings

                                                                                           Follow up action
  Meeting Date                Deliverable                             Summary of Meeting
                                                                                               required?




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Milestones

 Delivery Date                            Description                       Notes




Contingency Plans
Contingency plans are specific strategies and actions that have been structured to address
specific circumstances and assumptions which result from a particular problem, emergency
situation or state of affairs. They will include monitoring processes, and “prompts” for initiating
planned actions.
Contingency plans need to be developed by a team that is made up of all of the functioning areas
of the project. For the mid-sized to the larger organizations, before a formal project can be
instituted, it must have approval and support from the very top of the organization.
The process won’t be as overwhelming if time is taken to define the most common steps in the
contingency plan, and if the appropriate tools, resources, and solutions to be utilized are
identified.




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Budget
The project budget is a calculation of all expenditures that would be associated with a particular
company project. Costs include labor, materials, and any other expenses that are connected to
the venture. Many times, project budgets are broken down into specific segments or tasks, with
cumulative budgets assigned to each.

                                    Pr o j e c t K i c k - O f f - S a mp l e B u d g e t
                                BUDGET ALLOCATION                                              EXPENSES
Line Item ID                         Description                              Amount        Date     Amount




        ALLOCATION TOTAL:                                    EXPENSE TOTAL:                 ENDING BALANCE:




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DOCUMENT INFO
Description: This is a document that provides a template for creating a project kick-off report. These reports need to be fashioned in a manner that puts readers and major stakeholders at ease and the stakeholders should sense that everything is under control. These reports typically include the objectives of the project, scope of the project, project requirements, involved parties, timeline of key deliverables, milestones, contingency plans, and budgets. This document should be used by small businesses or other entities that want to create a customized and professional project kick-off report.
This document is also part of a package Project Management Starter Kit 18 Documents Included