📄 Kick-Off Meeting Document

Mariana Academy – Odoo 18 Recruitment Automation Project

Kick-Off Meeting Document

Date: 07 May 2025

Location: Mariana Academy Office

1. Purpose

To formally launch the Recruitment Automation implementation, align all stakeholders on scope, approach and deliverables, and confirm readiness for the first phase of the SDLC.

2. Attendees

  • Project Sponsor (Client)

  • Project Manager (PM)

  • ERP Implementation Consultant

  • Client SMEs (Recruitment Team Lead, HR Representative)

    • Mox and Ken: IT Team, in charge of configuring the Automation based on the requirements

    • Jai and Archie: Recruitment Administrators, checking 

      • Coordinates Calendar

      • Coordinates the configuration requirements

3. Meeting Agenda

  1. Welcome & Introductions

  2. Project Overview & Objectives

  3. Odoo Implementation Methodology

  4. Review of SDLC Phases & Time-Box

  5. Phase 0 – Initiation & Planning

  6. Phase 1 – Requirements Analysis Preview

  7. Roles, RACI (Responsible, Accountable, Consulted, and Informed) & Communication Plan

  8. Environment & Data Readiness

  9. High-Level Timeline & Milestones

  10. Action Items & Next Steps

  11. Q&A

4. Project Overview & Objectives

  • Scope: Automate applicant pre-qualification and assessment dispatch using only out-of-the-box Odoo 18 features

  • Time-Box: 50 professional-service hours

  • Key Deliverables:

    • Project Charter & RACI, Business Requirements Document (BRD) v1.0 & Data Dictionary

    • Recruitment pipeline configuration

    • Marketing Automation campaigns

    • “Send Interview” survey forms and templates

    • Dashboards, security rules, and branded portal emails

    • QA reports, UAT sign-off, and hypercare logs

    • Training materials and Admin guide

5. Odoo Implementation Methodology

  1. Initiation & Planning

  2. Blueprint & Requirements Analysis

  3. Solution Design & Approval (completed)

  4. Configuration & Development

  5. Testing & Quality Assurance

  6. Deployment & Hypercare

  7. Training & Knowledge Transfer

  8. Maintenance & Continuous Improvement

All activities follow an iterative sprint approach, with demos at the end of each cycle.

6. Review of SDLC Phases & Cumulative Effort

Phase Cumulative Hours
0️⃣ Initiation & Planning 5 h
1️⃣ Requirements Analysis 9 h
2️⃣ Solution Design 15 h
3️⃣ Configuration & Development 34 h
4️⃣ Testing & Quality Assurance 41 h
5️⃣ Deployment 46 h
6️⃣ Training & Knowledge Transfer 50 h

7. Phase 0 – Initiation & Planning (5 h)

  • Kick-off & Stakeholder Alignment Workshop (4 h)

    • Review approved design specs and blueprint

    • Confirm scope, assumptions, risks, acceptance criteria

    • Finalize Project Charter and RACI matrix

  • Environment Readiness Check (1 h)

    • Validate Odoo SaaS 18 access, roles and security settings

    • Ensure test database and backup snapshot are in place

8. Phase 1 – Requirements Analysis Preview (9 h)

  • Detail Recruitment Workflow & Qualification Matrix (3 h) → BRD v1.0

  • Confirm Filtering Fields (Education, Age, Years Exp, Expertise Tags) (1 h) → Data Dictionary

  • Gather Assessment Content (technical & English question banks) (Client-led) → Question banks

9. Roles & RACI

Role Responsibilities
Project Manager (PM) Coordination, risk management, hypercare oversight
Business Analyst (BA) Requirements gathering, BRD authoring, UAT support
Functional Consultant Pipeline config, Marketing Automation setup, survey forms
SysAdmin Environment setup, dashboards, access control
QA Lead Test planning/execution, defect logging
Marketing Specialist Branding of emails and portal templates
Client SMEs Domain expertise, UAT participation

10. Communication & Governance

  • Cadence:

    • Daily stand-up (15 min)

    • Sprint demos (end of each 1-week sprint)

    • Weekly status report (PM → Steering Committee)

  • Documentation Repository: Shared drive for BRD, configs, test scripts, minutes

  • Issue Escalation: PM → Client Sponsor → Steering Committee

11. Environment & Data Readiness

  • Odoo SaaS 18 Instance: URL, admin credentials, backup snapshot confirmed

  • Sample Data: Client to provide 10–20 representative applicant records and tag taxonomy

  • Survey Content: Technical aptitude and English proficiency question banks

12. High-Level Timeline & Milestones

Milestone Target Date
Phase 0 Completion (Charter & Readiness) [Date + 1 week]
Phase 1 Completion (BRD & Data Dictionary) [Date + 2 weeks]
Config Sprint 1 (Pipeline & MA) [Date + 3 weeks]
UAT & QA Round 1 [Date + 4 weeks]
Go-Live [Date + 6 weeks]

13. Action Items & Next Steps

  1. PM: Circulate final Project Charter & RACI by EOD

  2. SysAdmin: Validate environment access and share credentials by [Date + 2 days]

  3. BA & Client SMEs: Schedule Requirements Analysis workshop

  4. Functional Consultant: Prepare Sprint 1 backlog (pipeline & MA tasks)

  5. Marketing Specialist: Draft email/portal branding samples

14. Q&A

Open floor for clarifications, concerns, and additional inputs.

Prepared by Something Somewhere Consulting • Version 1.2 (24 Apr 2025)