Project Heads Presentations and Meetings

The pre-project presentation serves as the initial vision and plan setting with the President. This should be conducted at least two (2) days after the project head onboarding, and at most two (2) weeks after the onboarding. 

The internals associate deployed to the department overseeing the project will be reaching out and coordinating with the project heads and the President for the scheduling and details of the presentation. 

Agenda of the Pre-Project Presentation:

• Project Themes & Objectives – overarching direction and concept of the project

• Timeline & Key Milestones – important dates and internal deadlines

• Core Team Structure & Deliverables – roles, responsibilities, and expected outputs

• Participants, Speakers & Guests – target profiles and confirmed/invited names

• Success Indicators & Goals – defined metrics or outcomes for project success

• Contingency Plans – fallback strategies and risk considerations

To propose the project budget, a budget proposal must first be prepared in coordination with the Chief Finance Officer (CFO). Refer to the Finance Committee’s page for complete details on the budget hearing process and to access the Budget Hearing Slides template.

Notes: 

• Before alloting budget for the acquisition of materials, kindly check the Org Room Inventory if we have existing stock/s.

• This must be accomplished before the Core Team Leveling-Off.

The Core Team Onboarding is where core team members are introduced to the project and to the whole core team. It focuses on goals and expectations setting, as well as discussions about the preliminary decision points for the project.  As a project head, you will be tasked to lead your team's levelling off, including any pre-works that you think is necessary for the levelling-off.

Leveling Off Schedule

• The recommended schedule of the leveling off is at most two (2) weeks after the release of core team results.

• Set a schedule for the leveling off. As much as possible, the core team should be complete as this serves as their official introduction to the project.

• The estimated duration of the leveling off is one (1) hour, but you may allot more time for a bonding session after the meeting.

Core Team Materials

• Ask the core team to fill up your project masterfile and go through the AMS Project Management Guide at sites.google.com/view/ams-project-management-guide, especially the page dedicated to their respective committee. 

• Remind them to take note of their questions so that it may be addressed during the leveling off.

Prepare for the Onboarding

• Set the stage for a smooth onboarding session: organize your project materials, secure a venue, and prepare a short presentation.

• For venue reservations and related logistics, refer to the Logistics Guide .

Onboarding Flow

See the guide below for the proposed flow of the meeting.