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
Enhanced PPM Use Cases
Enhanced PPM Services Use Cases
Packaged Service for [Enterprise PMO]
Audience: Enhanced PPM Service for Enterprise Project Management Offices to drive strategic alignment by standardizing enterprise-wide project management practices and tools.
Packaged Service for [Services Delivery]
Audience: Enhanced PPM Service for Services Delivery organizations to streamline the management of multiple clients and projects in parallel.
Packaged Service for [IT Portfolio Management]
Audience: Enhanced PPM Service to support IT Portfolio Managers in executing projects, programs, and portfolios for the IT organization.
See Appendix B for corresponding object diagrams:
| Enhanced PPM Services |
| 2-day Solution Strategy & Design Workshop (Onsite or Remote) Maturity Assessment Stakeholder Analysis Data Dictionary Solution Roadmap and Backlog Observations and Recommendations Report Out Governance and Maintenance Strategy Product and Solution Training Solution Documentation Phase 1 Solution including: - Demand Intake - Work Execution - Portfolio Reporting Depending on the outputs of the Solution Strategy & Design Workshop, the Phase 1 solution might also include: - Portfolio Prioritization - Project Sourcing & Planning - Strategic Planning |
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
| Solution Strategy & Design Workshop | Solution Development & Product Training. | Solution Launch & Oversight |
Enhanced PPM Services Duration | 5 business days (3 days preparation and 2-day workshop) | 15-30 business days | 10-15 business days |
Customer Level of Effort | 16-20 hours/week | 8-10 hours/week | 1-3 hours/week |
Enhanced PPM Services expire within 180 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 Solution Strategy and Design Workshop. 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:
Solution Strategy and Design Workshop
- Understand customer's current state, goals, and challenges.
- Assess current people, process, and technical maturity through a Smartsheet Maturity Assessment.
- Develop and collaborate on a tailored Workshop agenda.
- Identify areas for business improvement aligned to value metrics and strategic objectives.
- Evaluate gaps and opportunities against Smartsheet best practice capabilities and design.
- Define a future-state process and solution roadmap.
- Prioritize roadmap components based on impact and feasibility.
Solution Development and Product Training
- Build and configure the Phase 1 solution.
- Deliver product and solution training for end-users and administrators.
- Develop solution documentation to support long-term maintainability.
Solution Launch and Oversight
- An assessment of the organization’s current maturity and a proposed long-term maturity journey.
- A detailed solution roadmap, outlining future phases.
- Key observations and strategic recommendations.
- A proposed governance and maintenance strategy for long-term success.