SOP for Project Initiation & Project Creation

Purpose: This Standard Operating Procedure (SOP) outlines the process for initiating and creating implementation projects. This ensures clear communication, efficient resource allocation, and accurate tracking of project execution.

Problem Addressed: Previously, implementation project tasks and time logging were done within Support projects. This resulted in:

• Difficulty identifying hours invested by the technical team in implementation projects.
• Inability for the CPO Team to have a clear view of ongoing implementation efforts.

Benefits of Streamlined Process:

• Improved transparency and accountability for project execution.
• Enhanced ability for CPO to track resource allocation for implementation projects.
• Increased efficiency in project management.

1. Project Initiation (T+1)

Project initiation will be the initial phase of a project where the project will be defined, planned, and prepared for execution after project win.

Sales team member will submit Project Creation Form for review. Once submitted a ticket with ticket id will be created for the same in Jira for Implementation Team to review.

• The form will contain request types such as:

a) Resource Requirement for Pre-Sales

b) Client specific Development

c) Change Request

d) Implementation

e) Client Onboarding

• The form should clearly outline Client name, Description, customer ERP, PO date, product for which the PO is received, PO amount, tentative dates for meeting of Implementation team with Client, confirmation mail or share point link.

Sales Team Responsibility:

• Within 1 business day of securing a new project, Sales team member will submit Project Creation Form to Implementation and CPO Team. 

CPO Responsibility:

• Acknowledge receipt of the Project Initiation Form within 1 business day of submission.
  

2. Project Planning and Resource Allocation (T+4)

Once thorough review is conducted by Implementation Team, they will create a ticket to CPO team for project creation.

This ticket/form will include details such as Project Title, Primary focus of the project, SPOC, Resources needed, Project Deliverables, Project Plan, Project Timeline, Project Initiation Ticket.

Kickoff Meeting:

• CPO will lead a kickoff meeting with the implementation team to discuss the project details based on the form submitted.
• This meeting should occur within 2 business days of receiving the Project Initiation Form.

Project Plan:

• The implementation team will collaborate to develop a detailed project plan within 3 business days of the kickoff meeting. This plan should outline:
  • Project scope and deliverables
  • Key milestones and deadlines
  • Required resources and tasks
  • Communication protocols

Project Creation:

• Within 1 business day of the kickoff meeting, CPO will create a dedicated JIRA project for the new initiative.

Implementation Responsibility:

• Collaboration and Development of Project Plan within 3 business days of kickoff meeting.

CPO Responsibility:

Conduct Kickoff meeting and project creation based on inputs received.

 

3. Project Execution and Monitoring (Ongoing)

Resource Allocation:

• Upon receiving the project plan, CPO will finalize resource allocation within 2 business days. This includes assigning team members and ensuring all necessary personnel are available to support the project.

Project Execution:

• The implementation team will commence project execution following the approved project plan. Team members will be responsible for completing their assigned tasks and adhering to the established timeline. Once initial tasks have been created, new tasks will be added only on approval basis.

Regular Monitoring:

• CPO and the project manager will conduct weekly project reviews to assess progress, identify any potential roadblocks, and ensure the project stays on track based on Jira Data
• CRM Manager (Manisha) will conduct weekly review of finances.

 

RACI (Responsibility, Accountability, Consulted, Informed)

Task/Activity	Responsible	Accountable	Consulted	Informed
Project Initiation Form Submission	Sales Team	CPO	-	Implementation Team
Kickoff Meeting Scheduling	CPO	CPO	-	Implementation Team
Project Creation	CPO	CPO	-	Implementation Team
Project Plan Development	Implementation Team	Implementation Team	CPO	-
Resource Allocation	CPO	CPO	Implementation Team	-
Project Execution	Implementation Team	Implementation Team	CPO, Project Manager	-
Regular Project Reviews	CPO, Project Manager/ CRM Manager	CPO, Project Manager/ CRM Manager	Implementation Team	-