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, few 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 outlineoutline:

  • Client name,name Description,
  customer
  • Description
  ERP,
  • Customer ERP
  • PO date, product for which the PO is received, PO amount,
  tentative
  • Tentative dates for meeting of Implementation team with Client,
  confirmation
  • 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 asas:

  • Project Title,Title & Primary focus of the project,project
  SPOC,
  • SPOC
  Resources
  • Project needed,Deliverables & Project Deliverables,Plan
  • Project Plan,Timeline
  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 willcan only 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. Track project expenditures against the approved budget to ensure financial compliance.

  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	-
  Finance Review	CRM Manager	CRM Manager	CPO	-