Project Setup Checklist

If a University Project Manager (PM) is assigned to your project, they will lead and manage the process outlined below. If no University PM is assigned, this checklist should be used by the designated project manager or activity owner to guide the project from initiation through closeout. 

Project Preparation

Before project work begins, complete the following: 

1. Create a project charter
   1. Define purpose, scope, deliverables, milestones, risks, and team members.
   2. Obtain required stakeholder and sponsor approval
2. Establish project workspace
   1. Create a Microsoft Teams channel to house all project documentation. 
      1. A PMO managed or monitored project will have a channel added to the appropriate fiscal year Team. 
      2. Standard projects may use Planner within Teams to manage tasks. 
3. Develop Core Project Documents (templates available in Knowledge Base)
   1. RASCI (roles and responsibilities)
   2. Project Plan
   3. Kickoff Presentation Deck
   4. Lessons Learned (living document)
4. Review with Project Sponsor
   1. Confirm all deliverables, milestones, dependencies, and delivery dates.
   2. Verify scope, success criteria, and reporting expectations. 

Project Kick Off

Once preparation is complete and team membership is finalized:

• Schedule a project kickoff meeting with the full project team. 
• During the kickoff:
  • Review the project purpose, scope, and success criteria.
  • Walk through the project plan and/or RASCI.
  • Review timelines, milestones, and key dependencies.
  • Confirm roles, responsibilities, and communication expectations. 
  • Orient team members to the Team channel and project tools. 
• After the kickoff:
  • Schedule recurring status meetings.
  • Confirm all team members have access to the Teams channel and project materials. 

Project Execution and Monitoring

Throughout the project, the project manager or activity owner should: 

• Conduct regular status meetings.
• Keep project files current and well-organized in the Teams channel.
• Maintain and update tasks in the project plan or Planner.
• Track milestones, risks, issues, and dependencies. 
• Compile and share status reports as required.
• Document insights, challenges, and successes in the Lessons Learned document as they occur.
• Communicate scope, schedule, or resource changes to the Project Sponsor as needed.

Project Completion and Closeout

When all project tasks and deliverables are complete:

• Recognize and celebrate the project team's accomplishments.
• Schedule a lessons learned meeting. 
  • Share the Lessons Learned document in advance and request team input. 
  • Review documented feedback during the meeting and capture any additional reflections.
• Complete a final project summary that documents:
  • Project outcomes and delivered value
  • Key deliverables completed
  • Any outstanding follow-up recommendations
  • Summary of lessons learned