Detailed Planning Kickoff Process

Detailed Planning Launch

Who?

  • All Team Leads, PM's, Finance Liaisons

Why?

  • Orient Team Leads to detailed planning approach/expectations 
  • Identify key questions
  • Organize for next steps

 

Program/Workstream Lead Initiation Meetings

Who?

  • Individual meetings for the leadership of each Program/Team (Team Leads, Accountable Executive, Program/Project Managers) 
  • Integration Management Office (IMO) Leader

Why?

  • Discuss method for organizing the work 
  • Plan the Team Kickoff
  • Customize the approach and deliverables as required

 

Program/Team Kickoff

Who?

  • Individual meetings for all core team members involved in a Program or Workstream 
  • IMO Leader

Why?

  • Orient new members to the integration 
  • Discuss program/team specific operations 
  • Define immediate tasks/ownership and deliverables 
  • Get to work

 

Project Deliverables

Detailed Planning Deliverables

Program Level

  • Program Charter 
  • Program Cost Estimates 
  • Program Plan

Project Level

  • Project Definition Document (for any projects not part of a program) 
  • Project Plans (for any projects not part of a program) 
  • Project Cost Estimate (for any projects not part of a program)

Additional Documents

  • Functional Integration Plan Template
  • Updates to existing Synergy 
  • Templates
  • Issue/Risk Logs
  • Change Request Form

 

Detailed Planning Deliverables by Team

1: Technology

Program Deliverables:

  • Charter Document for Integration Program 
  • Program Total Cost Template 
  • Program Plan
  • Charter Document for BackOffice System Integration Program
  • Program Total Cost Template for BackOffice 
  • Program Plan for BackOffice Systems

Project Deliverables:

  • Project Definition Document for each sub-project contained within the Program (not owned by other teams) 
  • Project Plans (MS Project) for each sub-project contained within the Program (not owned by other teams)
  • Project Definition Document for each sub-project contained within the BackOffice Program (not owned by other teams) 
  • Project Plans (MS Project) for each sub-project contained within the BackOffice Program (not owned by other teams)

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs  

 

2: Sales

Project Deliverables:

  • Project Definition Document, Project Plan, and Project Cost Document 
  • Functional requirements docs as required

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

3: Products

Project Deliverables:

  • Project Definition Document, Project Plan, and Project Cost Document for customer readiness and market data 
  • Functional requirements docs as required

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

4: Services

Project Deliverables:

  • Project Definition Document, Project Plan, and Project Cost Document

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs
  • Functional requirements docs as required

 

5: Operations

Program Deliverables:

  • Charter Document for consolidation Program 
  • Program Total Cost Template for consolidation
  • Program Plan for consolidation

Project Deliverables:

  • Project Definition Document for each sub-project (not owned by other teams) 
  • Project plans (MS Project) for each sub-project (not owned by other teams)

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

6: Real Estate

Project Deliverables:

  • Project Definition Document, Project Plan, and Project Cost Document for physical space construction

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

7: Regulatory

Project Deliverables:

  • Project Definition Document, Project Plan, and Project Cost Document for regulatory system 
  • Functional requirements docs as required

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

8: Finance/Accounting

Program Deliverables:

  • Charter Document for PeopleSoft integration Program 
  • Program Total Cost Template for PeopleSoft 
  • Program Plan for PeopleSoft transition

Project Deliverables:

  • Project Definition Document for each sub-project contained within the PeopleSoft Program (not owned by other teams) 
  • Project Plans (MS Project) for each sub-project contained within the PeopleSoft Program (not owned by other teams)
  • Functional requirements documents as required

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

9: OD/HR

Project Deliverables:

  • Project Definition Document, Project Plan, and Project Cost Document for: 
    • Benefits/comp transition

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

10: Marketing and Communications

Project Deliverables:

  • Project Definition Document, Project Plan, and Project Cost Document for: 
    • Website transition
    • Brand migration

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

11: Legal

Project Deliverables:

  • Project Definition Document, Project Plan, and Project Cost Document for: 
    • Membership

Functional Integration Deliverables:

  • Functional Integration Plan Template 
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

12: Corporate Development

Functional Integration Deliverables:

  • Functional Integration Plan Template
  • Updates to synergy template based on revised timing or magnitude of synergies and one-time costs

 

Commissioning, Tracking, and Prioritizing Integration Work

Commissioning Integration Projects in Advance of Close

Workstream Project Identification

Each workstream will provide a list of projects/activities in flight or required to commence soon to support the integration
 

Independent Investment Decisions

Decisions to invest in staging work are made independently by our two existing organizations recognizing we are still separate companies

  • Appropriate Program Charter/Project Definition is required
     

IMO Tracking

IMO will track approvals and progress

 

Synergies

Tracking Level

Synergy tracking will remain at the current workstream level
 

Tracking Method

The synergies will be tracked in the same manner as the high-level planning process
 

Total Calculation

The total workstream synergies will equal the sum of the detailed plans plus the functional consolidation
 

Communication

Quickly communicate changes in timing, amounts, etc.
 

One-Time Items

Focus on one-time items is necessary

 

Project Tracking

Cost Coding Requirements

All out-of-pocket merger-related costs should be coded to merger specific project codes.

Examples include consultants, travel, lawyers, bankers, architects, etc.


Additional Project Codes

  • Additional project codes can be set-up as needed by the Team Leads 
  • If a material cross-functional projects begin, the IMO may request project code tracking

 

Scope Management/Change Control

Established Plans

  • High-Level Plans are set and approved
  • Material changes to Future State Recommendations require IMO approval
  • Tight scope control is a key to the success of the integration


Change Request Process

The change request process will be in place once Program Charters and project definition documents are submitted and signed off as final by Accountable Executives

The IMO will coordinate the Change Request process

  • Focus on impacts to timeline, costs, and resources 
  • Assess impact to all projects within the Integration Portfolio
  • Assess impact to Day 1 activities


Process Steps

The Change Request process consists of:

  • Complete Change Request form 
  • Impacted areas complete an impact assessment
  • Date or budget changes (milestone or delivery) require IMO approval

 

Meetings and Status Reporting

Meeting Protocols and Weekly Status Reporting

Meetings

  • Avoid meeting conflicts
  • Program Teams should meet weekly and schedule in the mornings
  • Functional Teams and Project Teams should meet weekly and schedule in the afternoons

Status Reporting and Plans

  • Functional Workstream Team Leads submit weekly status by end of day each Friday
  • Lead Program Managers submit program status by end of day each Friday (represents aggregate status of overall program)

 

Next Steps

1: Schedule and Conduct Initiation Meetings

Functional Teams

  • Program Teams
  • Accountable Executive, Team Leads, PM’s, IMO participation
    • Review scope, approach, deliverables, team members, responsibilities
    • Plan team-wide kickoff meetings
    • Team Leads orient new team members to integration planning

 

2: Review Draft Team Plans

Draft team plans will be reviewed with the IMO

  • Functional deliverables 
  • Program deliverables

 

3: Submit Final Team Plans

Final team plans should be submitted before September 1

 

4: Program Manager Role Elevation

Role of Program Manager elevates during detailed planning

  • Feels more project-like than high-level planning, and pace is much faster 
  • Sets the tone for construction pre- and post-close
  • Continue to offer subject matter expertise to Team Leads 
  • Invoke the IMO for material issues and priority conflicts

 

Related Presentations