Why Project Kick Off Meetings Matter

Lunch and Learn February 12, 2010

Roberta Roth University Health and Safety


About University Health and
Safety (UHS)
UHS is a part of University Services and includes the
Department of Environmental Heath and Safety (DEHS) and the
Building Code Division (BCD)

DEHS is responsible for evaluations, inspections, educational
and compliance actions associated with external codes,
standards and rules pertaining to the environment, health and
safety

BCD is a University wide code enforcement department and is
responsible for interpreting and enforcing the State Building
Code laws on all University properties throughout the state


UHS IT Project Approach
All Business Initiatives within BCD and DEHS with an
IT component are managed as formal Projects
All Projects are managed using the UServices
Program Management Office endorsed Project
Management methodology
All Large Projects (based on scope, duration or
schedule) have formal project kick off meetings
All project team members (internal and external) are
invited to the Project Kick-Off Meeting
Purpose
The Project Kick-Off Meeting is intended to:
Ensure that all project participants begin the
project with a clear and shared understanding of
the project and project expectations including:
1.Description of the effort (What)
2.What it will entail (Scope)
3.Why it is being done (Value Proposition)
4.When (Schedule) How (Methods and process) and How
Much (Cost)
5.Project team members role and responsibilities
Project Kick Off Meetings
Sample Agenda
Project Kick off Purpose
Project Description What is the project about
Project Goals and Scope
Purpose Why the project is being done
Project Team /Project Organization Chart
Stakeholders
Roles and Responsibilities
Expectations - Where, When, How
Project Processes

Project Kick Off Meeting Value
Start project with everyone on the same page (Who, what, when,
where, why, how much)

Contributes to Project Team Strength and Cohesiveness working
towards common goal

Stakeholder presence demonstrates Business Commitment to the
effort

One of the few times all project team members are in the same room
together allows Project Team to literally see/understand the Project
Organization and all individuals that contribute to the Projects Success

Project Team members state it provides value to them