General Guidelines Keep words to a minimum

General Guidelines: • Keep words to a minimum - more detail can be added verbally (To view template instructions – Save this template to project files, reopen and then select • Highlight changes from the last View, Notes Page. Delete this note prior to presentation where appropriate. publishing) • 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’ Steering Committee Meeting in the ‘Print What’ drop down. Project Name Project Manager: Project Manager Name Program Manager: Program Manager Name Project Sponsor: Project Sponsor Name

Executive Summary Description Cost High level business objective For ‘Current Phase’ update, please use standard PM phases (Opp Assessment, Initiating, Planning, Executing & Controlling, Closing) or Lifecycle Phases (e. g Software Development Lifecycle) Schedule 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’ Risks List the major risks to the project. To change status colors, highlight box and select Format/Borders. High level accomplishments so far

Business Need

Project Background

Proposed Solution

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

Project Costs (Example)

Project ROI

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

Double click the Visio Gantt chart to make changes. Please try to keep standard phases. List special milestones or variations as appropriate per project. Project Schedule & Approach Example - Other phases may be used depending on project

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

Key Risks and Issues (Example) Risk Mitigation ØToo much change to department at one time Ø Confusion due to multiple initiatives ØChange readiness assessment and structured communication plan ØStructured communication plan across program ØCompetition for resources with other projects ØCentralized management, dedicated resources, realistic timeframes

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

Steering Committee Members • Name • Name (Example)

Expectations of Steering Committee (Example) • 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

Key Decisions to Be Made (Example)

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