Project Name Here Initiation Plan

Project Manager: Last updated:

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DESCRIPTION Briefly describe the project. GOAL Encapsulate the project goal in one sentence. BENEFITS Of what value is the project to your department? Of what value is the project to the University?

KEY OBJECTIVES Concisely define the project objectives. Where appropriate, make sure the objectives define: A measurean indication of what is to be delivered; A levelhow much is to be delivered; Time framewhen it is to be delivered.

APPROACH Describe the approach, or strategy, for your project. For example, will you be developing a system in-house or purchasing a vendor package? Will the project be delivered in phases as part of a larger project? Will you be developing prototypes or pilots? If working with a new technology, will there be a critical decision point where you will decide to move forward or implement a contingency plan?

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DELIVERABLES Major Work Tie tasks to project objectives Responsible Due Date

SUCCESS CRITERIA Describe the business and technical indicators of success.

ASSUMPTIONS This plan is based on the following assumptions (such as resources, policies and schedules): Item 1 Item 2 Item 3

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SCOPE Business processes impacted by the project: In Scope Out of Scope Uncertain

Constituencies impacted by the project: In Scope Out of Scope Uncertain

Systems impacted by the project: In Scope Out of Scope Uncertain

Technologies expected to be available to or deployed by this project (software, hardware, infrastructure, communication): Item 1 Item 2 Item 3

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TECHNICAL INFRASTRUCTURE REQUIREMENTS List the technical components required to support the project (such as, software, hardware, development, QA, training and production environments). Item 1 Item 2 Item 3

INTERDEPENDENCIES Interdependencies with other projects: Item 1 Item 2 Item 1 Item 2 Item 3

Interdependencies with other groups (internal/external):

KEY STAKEHOLDERS The Executive Sponsor, Sponsor and/or other decision makers who represent constituencies that will be impacted by this project and whose support is critical to the success of the project.

ROLES AND RESPONSIBILITIES Review the following roles, confirm responsibilities, add roles as needed and confirm team structure, e.g., core vs. extended team.

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PROJECT GOVERNANCE Project Role Name and Office / Department Name, Office Project Responsibilities

Executive Sponsor Sponsor

Overall project owner and champion

Name, Office

Approves Project Initiation Plan Approves any changes to the plan, scope or timeline Works with project manager to resolve project issues Acts as vocal project champion May deliver key project communications Attends Sponsor (Steering Committee) Meetings Receives and Reviews Project Status Reports

Steering Committee

Name 1 Name 2 Name 3 Name 4 Name 5

Project Core Team Project Role Name and Office / Department Name, Office Project Responsibilities

Project Manager

Review and approve all project deliverables (Initiation Plan, Detailed Plan, Testing etc.) Provide overall project oversight and work with business offices and Technical Project manager to keep project on track. Ensures business and functional decisions are made to ensure technical development progress and completion Work with Change Manager to develop Campus Readiness plan and related deliverables Deliver project communications and conduct other campus readiness activities

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Project Role

Name and Office / Department

Project Responsibilities Escalate issues to sponsor when necessary Report on project status to key groups and individuals (Sponsor, Steering Committee etc.) Ensure the project is initiated against a plan Gain buy-in from key stakeholders and keep their interest and level involvement right throughout the project Keep stakeholders and resources informed of what is happening with the project Measure the performance of the project. Know how the project is performing against milestones, time frames, deliverables, budget and resources Sign off on deliverables Participate in requirements gathering Coordinates/ Manages OIT technical resources for completion of project deliverables Provides guidance on best methods for interface architecture design Ensures functional specifications meeting technical needs for development Manages OIT technical development effort Provides the technical perspective in dayto-day project decisions Monitors issues and change requests Keeps all technical stakeholders aware of project status Ensures completion of project technical testing: Unit, integration testing, etc. Ensures technical go-live readiness Participate in functional specification development meetings for representative systems Write / assist with writing of functional specification document(s) Develop system interfaces Test system interfaces Support system(s) upon go-live Participate in Requirements gathering Develop, review and refine technical spec

Technical Manager Name, Office System Expert Name, Office System Name, Office

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Project Role Programmer

Name and Office / Department

Project Responsibilities Design, Build, Unit test, migrate and transition all technical deliverables, including online reports Conduct Stress Test (if needed) Participate in analysis, requirement gathering, & preparation of specifications Provide business expertise regarding processes and system design Identify reporting requirements Identify security/ access requirements Provide department-specific insight into process and system designs Identify improvement opportunities Identify department specific requirements Define test case scenarios Create and approve test plans Provide user acceptance testing support Participate in development of the campus readiness plan Identify Information Warehouse options and resources Create and Maintain system security (authentication, user profiles, assignment of users to profiles) Assist Project Manager with scheduling meetings and securing meeting space Capture meeting notes Assist with stakeholder involvement throughout project lifecycle Assist with development of test plan Support and participate in testing Assist in the preparation of the Project Initiation plan Create project SharePoint site, documentation structures and manage site access Provide Princeton Project Management Methodology support Provide sample templates and deliverables as needed (issues logs, test plans etc.) Complete periodic project status reports

Department Process Experts

Name, Office

Information Warehouse Expert Security and Authorizations Expert Project Coordinator Name, Office

Project Office Consultant

Name, Office

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Project Role

Name and Office / Department Name, Office

Project Responsibilities

Change Management/ Campus Readiness Consultant

Develop Stakeholder Information document(s) and related approach for reaching various stakeholders Assist with planning for user engagement throughout project Develop Campus Readiness Plan, Approach and related deliverables Support Project Manager in campus readiness activities such as communication development and timing Work with Project Manager and Technical Manager to define User Acceptance Test approach and plan Participate in user sessions throughout the project lifecycle to ensure user issues are addressed in all Work with project team to define training approach Develop training materials Work with functional team to develop training exercises and related data Deliver training and information sessions Coordinate training logistics (setup in Learn, training rooms etc.) Participate in testing Develop Quick Reference Card(s) Develop documentation (if needed)

End User Training Expert

End User Documentation Expert

PROJECT EXTENDED TEAM Provide expertise and guidance regarding specific functions and/ or responsibilities Project Role Name and Office / Department Project Responsibilities

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RISK PLAN

Risk Factor 1 Probability of it Happening High, Medium or Low Severity of Impact on Project High, Medium or Low Plan or Mitigation Strategy Responsible In Place By

PROJECT TEAM COMMUNICATION PLAN How will the project team work together and key stakeholders be kept informed about the project status? What Team Meetings Meetings with Sponsor Written Status Reports Other Forms of Communication Who Who receives / participates Frequency

CAMPUS READINESS PLAN OVERVIEW Summarize the following: Key changes, potential impacts and methods of transition Key methods of outreach (training, communications, etc.) Key Stakeholders with whom communications and outreach will be important