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 or implementation or any other team in implementation projects.
• Inability for the CPOmanagement Team to have a clear view of ongoing implementation efforts.
• lack of visibility about status of each projects
• Unable to provided visibility to client about their dependencies or proof on delay due to their delay in response
• Lack of visibility of what was discussed when during implementation, leading to challenges during project sign off and billings.
• Lack of readiness to get implementation done even through 3rd party inorder to scale business and carry multiple implementation parallelly.

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.
• clear visibility on actual efforts vs budgeted effort for implementation or change request or any other client specific development, allowing us access to charge additional to client where required.

1. Project Initiation (T+1)1 is SLA)

Project initiation will be the initial phase of a project where the projectsales willteam beis defined,suppose planned,to onboard CPO team and preparedimplementation team about any new project for executionwhich afterthey projecthave win.required PO / Email confirmation or Agreement.

Sales team member or any other team who gets PO in organization of any of our products for implementation / development will submit Project Creation Form for review.intimating consent parties about new PO win. 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 -- this ticket type is to be only use when sales team need any technical or SME resource to understand any leads technical requirement inorder to close the lead and convert it as WIN PO. 

it is important to note any requested resource, will be assigned then only they are supposed to be connected. Direct connection is to be avoided. 

Resource requirement of pre-sales activity has to be pre-planned and not dynamic, internal team will check availability and revert back with time slots when resource is available. Sales team will have to arrange call with client accordingly (for requested resources client to be made available as per our team time slot).

b) Client specific Development -- Any development is the not part of standard product but need enhancement for completing the delivery with client. please specify

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	-