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1.2 Establish Project Management Plan, Structure and Kick-Off


Establishing Project Management Plan & Structure is critical to putting each implementation on the right path to a timely go live. The tasks within this step will ensure you have reviewed as much information as possible before your first interaction with the customer. Putting together a draft project plan will also help your customer understand dependencies and key implementation milestones. Every implementation must have a formal kickoff (remote or in-person) to ensure the project team, project timeline, project scope, implementation methodology, and success metrics have been established and communicated.

In the case of an AIC (Artificial Intelligence Classification) implementation, no partner is involved.


Activity Key Inputs Roles & Responsibilities Deliverables Supporting Documents
Confirm Partner Team's Delivery and Release Certification Alliances
  • Coupa EM is responsible to check assigned partner resources with Alliances

  • Confirmation from Alliances on certification
Request access for partner project team to be able to file support tickets under customer account at the outset of an engagement.
Coupa EM, Partner PM
  • Coupa EM submits tickets to assign partner to customer account in SFDC
  • Partner project team able to file tickets under customer account in SFDC
Conduct Strategic Planning Workshop

Coupa EM, Partner PM

  • Coupa EM is responsible for facilitating this meeting with Partner Project Manager
  • Alignment on level of Coupa involvement throughout the project lifecycle
Strategic Planning Workshop
Finalize Project Team Structure

Coupa, Partner, and Customer Team Members.

  • Team Charter
Establish Project Plan  
  • Coupa Engagement Manager (or Partner PM) is responsible for creating and building the plan

  • Coupa TA (or Partner TS) is responsible for creating the high level milestone plan for technical services activities and provide it to the PM

  • Coupa TA (or Partner TS) is responsible for tracking the completion of milestone activities for technical services and raising to the PM the risk of not meeting milestones.

  • Coupa EM (or Partner PM) is responsible for customer escalation management at steering committee and overall management of the project plan, milestones, and deliverables.

  • Project Plan


Core Draft Project Plan

CLM Standard Draft Project Plan

CLMA Draft Project Plan

Risk Assess Draft Project Plan

Sourcing Draft Project Plan

Expenses Project Plan [Coming Soon]

Expenses Quick Start Project Plan [Coming Soon]

High Level Project Timeline and Milestones

InvoiceSmash Project Plan & Roles

AIC client-faced project plan

CSO Draft Project Plan

CSO Strategic Planning workshop presentation

CCW Draft Project Plan

Coupa Pay Project Plan

Coupa Pay Implementation Steps - Partner Led


Schedule Design Review and ARB meetings Coupa EM, Partner PM
  • Coupa EM works with Partner to schedule Design Review and ARB meetings in advance based on the design completion dates in project plan
  • Design Review and ARB meetings scheduled
Release Management Planning Coupa EM, Partner PM, Customer
  • Coupa EM or Partner educates customer on Coupa release auto upgrade strategy and ensures that project milestone dates account for release upgrade timelines
  • Release upgrade dates included in project plan and built into milestone planning


Release Management

Project Kickoff

Coupa, Partner, Customer

  • Coupa EM (or Partner PM) is responsible for scheduling the kickoff
  • Coupa EM (or Partner PM) to invite Coupa Exec Sponsor, CVM, SC (Sales), SA, and TA to the kickoff meeting
  • Project Kickoff


Project KickOff Deck

CLM Advanced Module Kick Off Deck

CLM Standard Kick Off Deck

Sourcing - Kickoff Deck

Integrations Overview Deck

CRA Module Kickoff Deck

RPMA/CRA Accelarator Program Overview

Integrations Best Practices

AIC KickOff Deck

CSO Kick Off presentation

CSO Pilot Event Approach & Planning Guide

Quick Start Expense Kickoff Deck

CCW Kickoff Deck

Review Instance Strategy Coupa, Partner, Customer
  • Coupa EM & SA (or Partner) should review and establish the instance strategy that will be used over the course of the project and beyond.
  • Instance Strategy Definition
Instance Strategy Deck
Establish Action Item Tracker  
  • Coupa EM (or Partner PM) is responsible for creating the action tracker.

  • Coupa TA (or Partner PS) is responsible for updating the tracker for integration related action items.

  • Action Item Tracker 
Action Items Tracker

Provide Engagement Manager Oversight

Coupa EM
  • Coupa EM to complete required inputs to SFDC and OpenAir on one-time/weekly/monthly basis
  • Project updates made in SFDC and OpenAir
EM Checklist of Weekly Updates

Engage Coupa Supplier Enablement team.

Partner, Coupa Supplier Enablement
  • Coupa EM helps partner engage Supplier Enablement resources to get introduced into project
  • Supplier Enablement resources identified and engaged

How to Engage with Supplier Enablement Team

Engage CVM team to kick-off Value Stream Kick-Off Coupa EM and CVM
  • Coupa EM helps identify customer owner for value work stream and introduces CVM into account
  • Coupa CVM starts a parallel track, reviews Value Stream objectives with customer and agrees on subsequent milestones
  • Value Stream Kick-Off

Value Stream Overview

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