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