1.2 Establish Project Management Plan, Structure and Kick-Off

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Overview

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.

Activities

Activity	Key Inputs	Roles & Responsibilities	Deliverables	Supporting Documents
Confirm Partner Team's Delivery and Release Certification (for Expert Services Partner Model).	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 (for Expert Services Partner Model).	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 Checklist
Finalize Project Team Structure	Coupa, Partner, and Customer Team Members.		Team Charter
Establish Project Plan		Coupa Project Manager (or Partner PM) is responsible for creating and building the plan Coupa TS (or Partner TS) is responsible for creating the high level milestone plan for technical services activities and provide it to the PM Coupa TS (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 PM (or Partner PM) is responsible for customer escalation management at steering committee and overall management of the project plan, milestones, and deliverables.	Project Plan	Draft Project Plan CLM Standard Draft Project Plan Risk Assess Draft Project Plan High Level Project Timeline and Milestones InvoiceSmash Project Plan & Roles AIC client-faced project plan CSO Strategic Planning workshop presentation Coupa Pay Project Plan
Release Management Planning	Coupa EM/PM, Partner PM, Customer	Coupa EM/PM 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 Integrations Best Practices AIC KickOff Deck CSO Kick Off presentation CSO Pilot Event Approach & Planning Guide Coupa Pay 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 PM (or Partner PM) is responsible for creating the action tracker. Coupa TS (or Partner PS) is responsible for updating the tracker for TS related action items.	Action Item Tracker	Action Items Tracker
Provide Engagement Manager Oversight (for Expert Services Partner Model).	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	PM 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