Customer Pre-Kick Off Preparation
Prior to the kick-off, and in order to maximize delivery efficiency, customer should prepare using the below guidance:
- Internally align on your related business goals, objectives, and internal deadlines.
- Designate a contact (Decision Maker) responsible for day-to-day project-level decisions, including related to solution design. Decision-maker must attend all project meetings.
- Designate a contact (Solution Admin) responsible for maintaining the solution post project completion. Solution Admin must maintain involvement throughout the duration of the engagement, including attending the kick-off meeting.
- Make note of upcoming dates, including vacations, internal events, and dependencies that might impact your availability during the project.
- Gather any existing internal documents that will be relevant, such as process maps, organization charts, requirements, and/or existing templates.
- Explore Smartsheet University, Onboarding Videos, and Smartsheet Help to strengthen your knowledge of the platform. Reach out to your account team for more information and access.
Customer Responsibilities
In order to meet the obligations of this work effort and to achieve the desired results, customer accepts the following responsibilities in respect of the engagement:
- Maintain senior management sponsorship and ongoing visibility of the package.
- Maintain overall responsibility for management decisions and retain ultimate responsibility for policy decisions.
- Provide ongoing direction regarding scope and objectives.
- Timely review of Smartsheet work product and/or deliverables.
- Communicate project expectations and timelines to the system/process owners.
- Facilitate contact identification, secure meetings and cooperation with key contacts as needed.
- Provide prompt management decisions, approvals, acceptance, and other information required for delivery.
Package Contents
PPM Package Use Cases
Packaged Service for [Business PMO]
Audience: PPM Packaged Service for Line of Business Project Management offices to support successful project and portfolio delivery.
Packaged Service for [New Product Development]
Audience: PPM packaged service to support projects, programs, and processes related to the development and launch of new products.
Packaged Service for [Capital Projects]
Audience: PPM packaged service for streamlining processes for the construction of new facilities or making improvements to existing facilities that require capital expenditures.
Packaged Service for [Services Delivery]
Audience: PPM packaged service for Services Delivery organizations to streamline the management of multiple clients and projects in parallel.
Packaged Service for [IT Portfolio Management]
Audience: PPM packaged service to support IT Portfolio Managers in executing projects, programs, and portfolios for the IT organization.
See Appendix B for corresponding object diagrams:
| PPM Packages |
| Maturity Assessment Stakeholder Analysis Data Dictionary One (1) use case** solution architecture (shown below) which includes: Work Intake Work Execution Work Reporting Configuration of (1) Control Center Blueprint |
Customer requirements may not necessitate using all sheets or reports available. Customer requests to swap objects are subject to evaluation by Professional Services during delivery.
Engagement Duration
The table below is illustrative. Actual duration per phase varies by customer availability, deadlines, and project complexity. If desired, timelines can be compressed significantly upon request, contingent on resourcing availability. If customer purchased an add-on package in relation to a Workflow Implementation package, delivery timelines may increase (as a general guideline, one week per add-on package dependent on specific scope and customer deadlines):
Engagement Duration, by Phase - Illustrative
Align | Design | Develop | Deploy | |
Enable (occurs throughout engagement) | ||||
PPM Package Duration | 5-10 business days | 15-30 business days | 15-30 business days | 10-20 business days |
Customer Level of Effort | 6-8 hours/week | 8-10 hours/week | 8-10 hours/week | 1-3 hours/week |
*PPM Packages expire within 120 days of the order’s effective date
Project Management Process
A project delivery workspace along with a project plan will be generated in Smartsheet prior to project kick off. The project plan will allow Smartsheet and the customer to mutually track progress and gather and respond to feedback. See Appendix A for details.
In Case of Scope Misalignment
Smartsheet will validate the customer business requirements during the Design phase. In case of scope misalignment, the customer has the option to (a) modify business requirements or (b) purchase additional services.
Exclusions
- Integrations to any external systems and/or databases are out of scope, unless accompanied by an additional services purchase.
- Smartsheet can provide guidance on data migration activities, but data migration is out of scope, unless accompanied by an additional services purchase.
- Formalized change management is not included.
- Financial forecasting and rolling period tracking of any metric by any timeframe is not included.
- For Packages involving Smartsheet Control Center (SCC), customer project templates must be standardized to be consistent across all project types.
- The dashboards included are for Project and Portfolio tiers, project intake, & ‘Current User’ tasks & assignments. Additional dashboards require purchase of additional services.
- Additional exclusions as detailed in the Order Form.
Appendix A
Delivery of the engagement is conducted in phases, as described below. Activities listed within each phase are indicative and not exhaustive:
Align
- Project preparation by Smartsheet, including an internal knowledge transfer meeting with the account team.
- Kickoff meeting between the customer team and Smartsheet.
Design
- In-depth examination of customer current-state tools and processes.
- Process mapping activities to build current and future-state process maps, as relevant.
- Pain-point identification and optimizations to the current state process documented and future state process map, if applicable.
- Gathering of customer brand guidelines.
Develop
- Prototype development and demo.
- Development and prioritization of sprints to be performed
- Development of a training and deployment plan, as applicable.
- Build out of solution components by leveraging time-bound sprints.
- Review and iteration guided by customer feedback.
- End-to-end internal testing by Smartsheet.
- End-to-end customer testing.
Enable
- Creation of solution documentation.
- Delivery of solution end-user training session(s).
- Delivery of solution-admin training session.
Deploy
- Transfer Sheets, Reports, Dashboards, etc. into customer workspace(s).
- Presentation of observations and recommendations
- Periodic health checks, as time remains.
- Adjustments to the solution, as needed.
- Rollout/deployment support, as needed.
- Development of notes for the customer’s account team for any related needs post project-delivery.
Appendix B
