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Steering Committee Presentation

The project steering committee meeting covered minutes and actions from the last meeting, achievements since then, current project metrics, the financial status marked as red, risks and issues, and the upcoming roadmap. The minutes section summarized decisions and assigned actions. The achievements section listed completed work and benefits. Project metrics used a graph to show effort earned versus cost and time. Financial status broke down spending by workstream and showed the budget as over 71% spent. Risks and issues provided the top entries from the register with owners and mitigation actions. The roadmap slide recapped upcoming milestones and the project completion date. Any other business items were listed for discussion.

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Khushi Kapoor
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180 views12 pages

Steering Committee Presentation

The project steering committee meeting covered minutes and actions from the last meeting, achievements since then, current project metrics, the financial status marked as red, risks and issues, and the upcoming roadmap. The minutes section summarized decisions and assigned actions. The achievements section listed completed work and benefits. Project metrics used a graph to show effort earned versus cost and time. Financial status broke down spending by workstream and showed the budget as over 71% spent. Risks and issues provided the top entries from the register with owners and mitigation actions. The roadmap slide recapped upcoming milestones and the project completion date. Any other business items were listed for discussion.

Uploaded by

Khushi Kapoor
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Project Steering Committee Meeting

PROJECT NAME
Date

Prepared by [insert your name]


AGENDA
2

• MINUTES AND ACTIONS FROM LAST MEETING


• ACHIEVEMENTS SINCE LAST MEETING
• PROJECT METRICS
• FINANCIAL STATUS
• RISKS AND ISSUES
• ROADMAP
• AOB
MINUTES AND ACTIONS FROM LAST MEETING
3

[Describe the key decisions and outcomes from the last project steering committee
meeting and which actions were assigned to whom. This can be a summary of the
meeting minutes from last meeting. Indicate if the agreed actions have been carried out.
Note that Steering Committee meetings normally take place on a monthly basis and
include all major stakeholders]

• Decision one and associated action [e.g. It was agreed to approve the change request
to include automated report generation into scope of the project. ACTION: John
Johnson to assign $3,000 from change budget to cover the work. ACTION: Sally Brown
to schedule change and revert back to board regarding timeframes for delivery]
• Decision two and associated action
• Etc.
ACHIEVEMENTS SINCE LAST MEETING
4

[List all main project achievements and progress made in the last month since the last
Steering Committee meeting took place. For instance, completed prototyping, customer
demonstrations, product acceptance, product deliveries etc. When listing the
achievements, remember to highlight what the business benefits are. If relevant you can
illustrate these achievements along a timeline. Remember to add some images for
graphs. Generally people learn best when presentations are a mix of words and
images.]

• Achievement one. Date of achievement and benefit to the project and customer [E.g.
Management Reporting Module delivered on schedule on February 8 th. These reports
allow users with a supervisory role to monitor budgetary breaches which in turn enables
the firm to better manage their costs and expenses.]
• Achievement two. Date of achievement and benefit to the project and customer
• Etc.
PROJECT METRICS
5

[On this slide you should demonstrate to the Steering Committee that you are in total
control of the project. You can do that by measuring a number of earned value methods
such as how much scope (or effort) the project has produced compared to how much
time and budget the project has consumed. Use graphs to illustrate your point]

Effort Earned vs. Cost and Time burnt

100%
90%
80%
70%
60%
remaining %
50%
used%
40%
30%
20%
10%
0%
Effort Cost Time

28% of project scope (effort) has been delivered.


72% of budget has been used.
FINANCIAL STATUS RED
6

[Insert accurate information about the financial status of the project and break it down in
as much detail as you can, for instance per work stream or product, or per month or
quarter. Make clear how much money you have spent compared to budget and how
much you estimate that you still have remaining. Finally, assign a RED, AMBER or
GREEN status to the budget]

Workstream / Budget / Spend Percentage Cost of Work


Variance
Product Cost Estimate to Date Spent Remaining
PRODUCT 1 1,022,000 798,008 78% 450,000 -226,008
PRODUCT 2 900,000 233,009 26% 560,000 106,991
PRODUCT 3 1,010,000 978,445 97% 5,500 26,055
PRODUCT 4 550,000 703,557 128% 0 -153,557
PRODUCT 5 887,000 410,149 46% 480,000 -3,149
TOTAL BUDGET 4,369,000 3,123,168 71% 1,495,500 -249,668

Metrics as at January 31st 2013


COST METRICS
7

[On this slide you a visual way to illustrate project spend. It’s s a burn up chart showing
how much money the project has spent compared to planned incremental spend and
overall budget. Executives love simple graphs that give them a quick overview of the
project.]
RISKS AND ISSUES
8

[Provide an overview of the projects top risks and issues. If suitable you can copy a
section from your risks and issues register in Excel to save you having to retype this
information. Make sure you have mitigating actions and owners assigned to each entry]

Date Risk / Issue Description Severity Owner Risk Response Actions


04.02.13 Issue that budget is High John Johnson Understand If we can descope Set up scope discussion workshop
overrunning products to reduce cost. with stakeholders on 16. 02.13

07.02.12 Risk that lead architect High John Johnson Offer lead architect better Have conversation with lead
may leave project. compensation. architect to understand root cause.
Plan for succession in case he 15.02.13
leaves. Indentify suitable succession by
20.02.13
07.02.13 Issue that many defects Medium Ben Stone Carry out full review of quality Engage external QA team by end
are being found in UAT assurance processes. February.

11.02.13 Risk that solution may Medium Sally Brown Schedule peer review of solution Schedule peer review.
not meet performance in phase 2. Engage performance testers.
expectations. Carry out performance tests Allocate budget for performance
before integration testing. testing. Action by 12.03.13.
ROADMAP
9

[Use this slide to remind the Steering Committee of the project’s roadmap and upcoming
milestones. Make it as graphical and practical as possible.]
• Phase 1 completed on February 8th with the delivery of Management Reporting.
• Phase 2 scoped, approved and kicked off as per plan
• Project on track for completion on June 7 th.
AOB
10

[On this slide you can list Any Other Business (AOB) which needs to be discussed
either by yourself or one of the Steering Committee members. This could relate to scope
changes which need to be approved by the committee or other major decisions you
need them to make. Always provide visual aids, such as graphs and charts, where
possible]

• Scope changes for discussion


• Major decisions to be made
Further Information

www.susannemadsen.com www.powerofprojectleadership
11
Susanne Madsen
• International project leadership coach
• 20 years hands-on experience leading change
programmes of up to $30m
• Fully qualified coach and NLP Practitioner
• PRINCE2 and MSP Practitioner
• Author of The Power of Project Leadership (now
in 2nd edition) and The Project Management
Coaching Workbook.

• Visit Susanne’s website


http://www.susannemadsen.com

12

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