synthetic_policies/project_kickoff_procedure.md

# OPS-SOP-018: Project Kickoff Procedure

**Effective Date:** 2025-04-15
**Revision:** 1.1
**Owner:** Project Management Office (PMO)

## 1. Purpose

This procedure defines the mandatory steps and artifacts required to officially initiate a new project. Its goal is to ensure every project begins with a solid foundation, clear objectives, defined scope, and full alignment among all key stakeholders.

## 2. Pre-Kickoff Requirements

A project is not considered active and cannot be formally kicked off until the following artifacts are completed and approved:

- **Project Charter:** A formal document, approved by the project sponsor, that outlines:
  - **Problem Statement:** The business problem or opportunity the project addresses.
  - **Project Goals & Objectives:** What the project will achieve (SMART goals).
  - **Scope:** High-level summary of what is in and out of scope.
  - **Key Stakeholders:** A list of individuals or groups who are affected by the project.
  - **Project Sponsor:** The executive who is championing the project.
- **Initial Requirements Document:** A high-level list of functional and non-functional requirements.
- **Resource Approval:** Written confirmation (email is acceptable) of budget and staffing from the relevant department head(s).

## 3. The Kickoff Meeting

The project manager is responsible for scheduling and running the official kickoff meeting.

### 3.1. Mandatory Attendees

- Project Manager
- Project Sponsor
- Core Project Team Members
- Key Stakeholders (at least one representative from each major group)

### 3.2. Standard Agenda

1.  **Introductions:** Team members introduce themselves and their roles.
2.  **Project Vision & Background:** The "why" behind the project, usually presented by the Project Sponsor.
3.  **Review of Project Charter:** The Project Manager walks through the goals, scope, and deliverables. This is a time for clarification, not negotiation.
4.  **High-Level Timeline & Milestones:** Present the expected major phases and target dates.
5.  **Roles & Responsibilities (RACI):** Review the prepared RACI matrix to ensure everyone understands their part.
6.  **Risks, Assumptions, Issues, and Dependencies (RAID):** Discuss the initial RAID log.
7.  **Communication Plan:** How, when, and to whom project status will be communicated.
8.  **Next Steps:** Clear action items for the first 1-2 weeks of the project.

## 4. Post-Kickoff Actions

- **Meeting Minutes:** The PM must distribute meeting minutes and action items within 24 hours.
- **Documentation Hub:** All project artifacts (Charter, RAID log, meeting minutes) must be uploaded to the project's designated Confluence space. The PM is responsible for creating and organizing this space.

## 5. Related Policies

- **Quarterly Planning SOP (OPS-SOP-017)**
- **Change Management Process (OPS-SOP-019)**

## 7. Revision History

- **v1.1 (2025-10-18):** Added more detail on pre-kickoff artifacts, mandatory meeting attendees, and post-kickoff actions.
- **v1.0 (2025-04-15):** Initial version.