Project Manager - CLM

Job Description

Designation: Project Manager - CLM

Experience (years): 8+ yrs

No: of vacancies: 1

Location: Remote

Workdays: Monday to Friday

Work timing: 11pm to 8pm IST

Immediate Joining is preferred

Responsibilities:

• Lead the planning, execution, and delivery of SaaS CLM product implementation projects, ensuring adherence to project timelines, budgets, and quality standards.
• Define project scope, objectives, and deliverables in collaboration with stakeholders and establish project milestones and key performance indicators (KPIs).
• Allocate project resources, including personnel, equipment, and budgets, to ensure efficient project execution.
• Monitor project progress, identify risks and issues, and proactively implement mitigation strategies.
• Facilitate effective communication and collaboration among cross-functional teams to drive project success.
• Collaborate with internal stakeholders, including product management, development teams, quality assurance, and customer success, to ensure alignment of project goals with business objectives.
• Engage with customers to understand their requirements, provide project updates, address concerns, and manage expectations.
• Foster strong relationships with clients, acting as a trusted advisor and ensuring customer success throughout the project lifecycle.
• Oversee the configuration of the CLM platform to meet customer-specific needs and ensure seamless integration with existing systems.
• Develop and maintain project documentation, including project plans, status reports, risk registers, and issue logs.
• Generate regular project reports and performance metrics to communicate project status, risks, and progress to internal and external stakeholders.
• Populate Handover Plan here with details regarding current project for Customer Success Manager to be onboarded. This will need to be completed as soon as Go-Live has been achieved.
• Conduct post-project reviews and capture lessons learned to continuously improve project delivery processes and best practices.

Project Manager - Tasks

• Project Manager Tasks - Activity
• Mobilize Project Team
• Produce Fast Start Internal Team Onboarding Materials
• Host Fast Start Internal Project Team Meeting
• Create Internal MS Teams Collaboration Site for the Project
• Upload SOW and Supporting pre-sales documentation
• Contact client Project Manager to start planning project kick-off meeting
• Request provision of client environments
• Set up recurring internal team meetings
• Distribute Vacation Tracker
• Draft Kick-off presentation prior to kick-off meeting
• Meet with client Project Manager to discuss kick-off agenda and governance
• Share the Kick-Off deck with project manager to update their slides (vision statement and personnel)
• Schedule and lead Kick-Off meeting
• Ensure appropriate notes are taken during internal / external meetings – summarising actions / next steps to the client via email
• Produce Weekly Status report and review with client project manager (shared 24 hours ahead of meetings)
• Produce Steerco report and review with client project manager (shared 1 week prior to meeting) (For Enterprise Clients)
• Attend Steerco Meetings (For Enterprise Clients)
• Share Vacation Tracker with client project manager to populate
• Co-ordinate pre-design/design workshops with our Solution Architect
• Produce Detailed Project Plan
• Secure sign-off after closure of design phase (in writing)
  • Solution Design Document
  • Integration Design Document (if applicable)
  • Detailed Project Plan
• Continue with overall accountability during configuration phase
• Schedule Sprint calls during configuration phase for project team
• Co-ordinate end of sprint demos with client
• Schedule UAT sessions and co-ordinate with client project manager
• Track items within UAT Defect and Issue tracker and co-ordinate with client/team
• Secure sign-off on UAT
• Co-ordinate training schedule with client
• Co-ordinate deployment to Production (if multi-instance)
• Secure sign-off on Production
• Maintain documentation within Teams channel by uploading deliverables and workshop materials
• Upload sign-off emails into Teams folder as evidence of project completion
• Co-ordinate internal and client Lessons Learnt meetings at project closure
• Feed appropriate Lessons Learnt into future best practices / process improvements
• Appropriately capture client project hours as part of mandatory Time Management process
• Provide internal status updates on a weekly basis for all projects under your management
• Populate Handover Plan and share with Customer Success Manager

KPIs

• Project Schedule Adherence: monitor and measure the percentage of tasks or milestones completed on time against the planned schedule. This KPI indicates our ability to manage and track project timelines effectively.
• Stakeholder Success: Conduct Lessons Learnt meeting or gather feedback from project stakeholders, such as client team members, and sponsors, to measure whether the project achieved the intended outcome. In turn, request feedback on the overall performance of the delivery team including yourself as the Project Manager.
• Resource Utilization: Evaluate how effectively project resources are utilized throughout the project lifecycle. This KPI measures our efficiency in resource planning, allocation and time management.
• Risk Management Effectiveness: Track the identification, assessment, and mitigation of project risks. This KPI demonstrates our ability to proactively identify potential risks and implement appropriate risk management strategies.
• Quality Metrics: Ensure the team (including the Project Manager) adheres to the process – leveraging all standard assets and documentation where appropriate.
• Communication Effectiveness: Evaluate the quality and frequency of communication with project stakeholders. This KPI ensures that project information is shared effectively and stakeholders are well-informed throughout the project.
• Team Performance: Monitor the productivity and performance of the project team. This KPI can include metrics such as individual task completion rates, team morale, and team member satisfaction.
• Change Control: Measure the number and impact of project scope changes. This KPI reflects our ability to manage and control changes, minimizing their impact on project timelines, costs, and resources.
• Handover Plan: Ensure Handover Plan is populated and shared with Customer Success Manager as soon as customer has achieved Go-Live. This KPI allows Customer Success Manager to be fully aligned with what was achieved, challenges and other important information before speaking with the customer.
• Lessons Learned: Apply lessons learned from previous projects. This KPI encourages continuous improvement and knowledge sharing across projects.

SLAs

• Response Time: Clients should always receive responses to requests within 1 business day (this includes all communication channels – email, calendar, Teams, text etc). If there are open questions, a holding message should be sent to the client advising them that we are still looking into the topic. If this is going to take longer than 1 business day, continue to provide daily updates on progress so that the client knows we are still investigating and prioritizing their issue. For internal response times, please ensure you are responding on the same business day (or early the following day if requests were received outside of normal business hours).
• Meeting Attendance: Project Managers should attend all of the necessary meetings as defined in the task list above. Should you be unable to attend (due to vacation or unforeseen circumstances), it is critical that you notify the client in advance and line up a replacement (equivalent) resource on the company side to support the meeting discussions / actions / agreed next steps.
• Documentation Turnaround: Ensure that documentation is produced on time and inline with the agreed project timeline. If you are unable to adhere to the timeline, ensure that the client project manager is notified within 2 business days and a revised timeline / mitigation plan is presented / agreed.
• Change Request Evaluation: Deviations in scope need to adhere to the Change Request Governance model. Evaluation of the proposed actions (Change Order etc) and agreed with the client within 3 business days of receipt / awareness of the deviation.
• Stakeholder Communication: Weekly Status Reports need to be sent to the client no less than 24 hours prior to the status meeting. Steerco Reports (if required by client Project Manager) need to be sent to the client 1 week prior to the Steerco.
• Risk Identification and Mitigation: Project risks / issues once identified need to be captured within the Weekly Status Report and discussed during the weekly status meeting. It is not acceptable to know of risks and not disclose them to the client project manager in a timely fashion (i.e., the following week). If an issue is deemed critical, it should not wait for the Status Report / meeting, and the Project Manager should contact the client as soon as possible.
• Client Deliverables Sign Off: Written confirmation from the client needs to be achieved in accordance with the SLA defined in the Statement of Work. For example, if the Statement of Work allows the client 5 working days to sign off a deliverable, it is the project manager’s responsibility to follow this up and ensure sign-off within this timeframe.
• Time Sheets: Must be completed by 5pm Friday (local time) every week. These must include no less than a 40 hour breakdown (8 hours per working day) of hours spent on client / non-client work. It is assumed that a Project Manager is spending at least 90% of their working week on client projects. Consistent failure to miss Time Sheet submission deadlines will be flagged to your line manager and can affect your overall performance review.

LegalEase is an ISO 27001 certified company.

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Why join LegalEase?

• A work culture that celebrates and encourages diversity;
• A workspace imbued with empathy and purpose;
• We believe in continuous learning. You will walk away acquiring more skills than you had; when you joined us (this is a guarantee on us);
• We value transparency, flexibility and over responsiveness;
• We are constantly striving to improve our employees work-life blend;
• We believe in FUN at work. We take this very seriously and have FUN as one of our core values;