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 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
• 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 can only be added 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	CPO, Project Manager	Implementation Team	-
Finance Review	CRM Manager	CRM Manager	CPO	-