STANDARD OPERATING PROCEDURE-PROJECT

MANAGEMENT

Projects Outreach Plus

Created by Vishnu Suresh

Date 28 Feb 2019

Approved by

Date
 INTRODUCTION

1.1 PURPOSE
This SOP provides harmonized operating procedures for Project Management using the
best practices.

1.2 SCOPE
The main objective of this SOP is project planning that involves determining and
documenting a list of specific project goals, deliverables, features, functions, tasks,
deadlines, and ultimately costs. This ensures that the tasks is delivered on time and the
issues will be recorded to analyse the delay factor of pending/paused task.

1.2 Project Team Members, Task Groups & Stakeholders

Name Designation

Kalo Yankulov Marketing Head

Anastasia Sales and Customer Success Head

Sathish Development Head,CEO

Vishnu Project Coordinator

Jayesh Tech Support Head

Jeeven, Adnan Graphic/UI Designer

1.4 DEFINE TARGET AUDIENCE(S)

Marketing Manager, Business Owners

1.5 PROCESS FLOW

1.5.1 INITIATION:
In the initiation phase of the project, identify a business need, problem, or opportunity
and brainstorm ways that the team can meet this need, resolve the issues undertaken.
During this step, figure out an objective for the project, determine whether the project is
feasible, and identify the major deliverables for the project.
Project management steps for the initiation phase:
● Undertaking a feasibility study – Identifying the primary problem the project will
solve and whether the project will deliver a solution to that problem
● Identifying scope – Defining the depth and breadth of the project
● Identifying deliverables – Defining the product or service to provide
● Identifying project stakeholders – Figuring out whom the project affects and what
their needs may be
● Developing a business case – Using the above criteria to compare the potential
costs and benefits for the project to determine if it moves forward

1.5.2 PLANNING:
Once the project is approved to move forward based on business case, move into the
planning phase. In this phase, break down the larger project into smaller tasks, build the
team, and prepare a schedule for the completion of assignments. During this phase,
create smaller goals within the larger project, making sure each is achievable within the
time frame.

Project management steps for the planning phase

● Creating a project plan – Identifying the project timeline, including the phases of
the project, the tasks to be performed, and possible constraints
● Creating workflow documents or process maps – Visualizing the project timeline
by diagramming key milestones
● Gathering resources – Building the functional team from internal and external
teams while making sure everyone has the necessary information to complete
their tasks. Bring it on with a Kick-off call.
 ● Anticipating risks and potential quality roadblocks – Identifying issues that may
cause the project to stall while planning to mitigate those risks and maintain the
project’s quality and timeline

1.5.3 EXECUTION:
The execution phase turns your plan into action after receiving a business approval,
development of the plan, and team formation. Now it’s time to get to work. The project
manager’s job in this phase of the project management life cycle is to keep work on the
track, organize team members, manage timelines, and make sure the work is done
according to the original plan.

Project management steps for the execution phase

● Creating tasks and organizing workflows – Assigning granular aspects of the

projects to the appropriate team members, making sure team members are
meeting daily target and all the tasks are updated on Basecamp. All these things
should be tracked in daily EOD Report.
● Briefing team members on tasks – Explaining tasks to team members, providing
necessary guidance on how it should be completed, and organizing process-related
training if necessary
● Communicating with teams – Providing updates to project stakeholders at all
levels
● Monitoring quality of work – Ensuring that team members are meeting their time
and quality goals for tasks
● Managing budget(if any) – Monitoring spending and keeping the project on track
in terms of assets and resources if any
1.5.4 CLOSURE:
In the closure phase, provide final deliverables, determine the success, challenges faced
in the project.

Project management steps for the closure phase

● Analyzing project performance – Determining whether the project's goals were

met (tasks completed, on time ) and the initial problem solved using a Quality
checklist
● Analyzing team performance – Evaluating how team members performed,
including whether they met their goals along with timeliness and quality of work
● Documenting project closure – Making sure that all aspects of the project are
completed with no loose ends remaining and providing reports to key stakeholders
● Conducting post-implementation reviews – Conducting a final analysis of the
project, taking into account lessons learned for similar projects in the future

1.6 IMPORTANT FACTS:

● Sharing Daily and Weekly Report with the reporting manager and HR
● Ensure Team follows the shift timings, meets their target, sends EOD report on a
daily basis.
● Any challenges to be brought to the notice of the reporting Manager and the HR
● Check all tasks on Basecamp and Trello. Each task should have a due date and must
follow the Basecamp guidelines (SMART Goals)
● Follow-up and ensure the task is completed as per the deadline. To be brought to
the notice of HR in case there's a deviation
● Conduct stand up for the team members on a daily basis. Challenges faced by the
team if any have to be escalated over an email
-Quality, client satisfaction, efficiency, and completion of deliverables are key to the role
 ● Coordinate with the respective Leads or Managers, understand the tasks that
needs to be assigned to the team members
● Assign the tasks, follow-up and ensure the team delivers the tasks as per the
guidelines and deadline
● Once the task is delivered tag the respective Manager for review
● Ensure that there is a Quality check of the deliverables
● Create a MOM repository of the calls to track the work progress.

1.7 MANDATORY TOOLS TO BE USED:

1.7.1 Basecamp
Any new item which is posted on Basecamp MUST follow the below process:

● The requirement/task must be first assigned to the respective Project Manager by

the Project Lead on https://3.basecamp.com/3132011/projects/8552976

● Project Leads will give an expectation of the expected delivery date for the
requirement.

● The Project Manager will take ownership of the requirement and create a
‘Requirement Document’ for the task.

Note: ALL tasks on Basecamp no matter how big or small must have a requirement
document. No task will be considered or work on unless and until the developer assigned
to the project has the requirement document from the respective Project Manager
assigning the task.

● Each task created by the PM on Basecamp must have the following:

o Description

o Assigned to

o Priority
 o Requirement document

o Due date (tentative before estimation)

● The Developer to respond to the Project Manager with the time estimate and
questions, within 24 hours. It is important to get into an agreement on the
estimate as soon as possible so the Project Manager could set a definite Due date
for the task.

● The developer once assigned the task will take ownership to get the job done and
inform the Project Manager once complete.

● Project Manager is responsible to process it by working with Remote team to give

feedback such as estimation, delivery date & development status to the Project
Leads.

● If for any reason there is a delay with meeting the deadline, the developer must
clearly state the reason for the delay, issues (if any) and a new Due date must be
agreed upon.

● Any changes to the requirement must be updated in the requirement document

by the Project Manager.

● The task must be closed once the Project Manager and the Project Lead are happy
with the release and gives a signoff.

1.7.2 Time Doctor

● The log-in time reflects only after switching on the Time doctor app. It’s mandatory
to log-in to Time doctor as soon as the system is started
● Ensure that Basecamp, Trello, Google, etc. are synced with Time Doctor so that
everything is tracked
 ● The time doctor goes on break if the system is not used for more than 9 more
minutes. Ensure that a mail is sent to the HR while going for a meeting to ensure
that the remaining time is updated.
● Time Doctor captures the screenshot of the screen every 3 minutes. Ensure that
work related activities only done on the system to avoid escalations.

1.7.3 Slack
● This is a chat tool to communicate with the internal and remote teams.
● Groups(Channels) can be created to communicate with a specific team
● Files, videos, audios can be shared here directly
● Video/audio calls with individual and Groups can be done

1.7.4 Zoom
● This app is used for conducting meetings/calls which helps in recording the call.
● The call duration lasts only for 40 minutes if the subscription is free.