PROJECT PLAN Project Initiation Document (PID) GUIDELINES/TEMPLATE

Doc. Ref.: Version: Status: Updated by: Date Updated: Approved by:

gdln-PID 1.4 Baseline Natalia Homolova 03 June 2005 RPG/GPG

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<Project name> Project Initiation Document (PID)

Version History Revision 0.1 0.2 0.3 0.4 1.0 1.1 1.2 1.3 1.4 Release Date 31/05/2000 30/06/2000 07/08/2000 15/08/2000 11/10/2000 22/2/2001 30/04/2001 10 July 2003 03 June 2005 Updated by A Kent C. Nicholls A Kent A Kent A Kent A Kent D R Allen T Lulham Vijendren / Quality Service Natalia Homolova Remarks/Comments Status Draft Draft Draft Draft Baseline Draft Draft

Draft for comment

Cosmetic changes. Aligned document to Draft DHL new branding format. Revised against PRINCE2 Manual (Managing Successful Projects). New sub-sections added; current subsections edited. GIS v2.0 compliant. Formatted for US English. Baseline

Distribution List
Name GPG Organization/Location Action/Information

RPG Europe RPG America RPG Asia Pacific

IT Services/Prague IT Services/Scottsdale IT Services/Cyberjaya

For Approval / Approved For Review and Approval / Approved For Review and Approval / Approved For Review and Approval / Approved

Document Reviewed By Version 0.1-0.4 Department/Function BSS management and other interested parties Reviewer Name(s)
Stephen McGuckin, John Scofield, Mike Waller, David Jenkinson, John Allen, B Narish, Richard Weston, Tony Avon, Denzil Mascarenhas, Linda Van As, Paul Shanahan, James Harvey, Steve Wells, Gordon Munro, Stuart Curtis, Alex Pilar,

1.0 1.1 1.4

EA SEPG, APIS SEPG Quality Services Quality Services, Project Office

Tim Lulham A. Brettle, D. King, G. Salt

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CONTENTS
1. INTRODUCTION...............................................................................................................................................4 1.1 PURPOSE OF THE PROJECT INITIATION DOCUMENT.................................................................................................4 1.2 SCOPE OF THIS PROJECT INITIATION DOCUMENT....................................................................................................4 1.3 REVIEW AND APPROVAL OF THIS PROJECT INITIATION DOCUMENT............................................................................4 1.4 CROSS REFERENCED DOCUMENTS.......................................................................................................................5 2. PROJECT DEFINITION...................................................................................................................................5 2.1 BACKGROUND................................................................................................................................................5 2.2 PROJECT OBJECTIVES.......................................................................................................................................5 2.3 PROJECT BENEFITS..........................................................................................................................................5 2.4 PROJECT SCOPE..............................................................................................................................................5 2.5 PROJECT APPROACH........................................................................................................................................5 2.6 PROJECT DELIVERABLES AND PRODUCTS .............................................................................................................6 2.7 CONSTRAINTS.................................................................................................................................................6 2.8 ASSUMPTIONS................................................................................................................................................6 2.9 INTERFACES...................................................................................................................................................6 3. PROJECT MANAGEMENT ORGANIZATION..........................................................................................6 3.1 PROJECT TEAM STRUCTURE..............................................................................................................................6 3.2 PROJECT ROLES DESCRIPTIONS..........................................................................................................................8 4. BUSINESS CASE................................................................................................................................................8 4.1 REASONS ......................................................................................................................................................8 4.2 BENEFITS......................................................................................................................................................8 4.3 COSTS .........................................................................................................................................................8 4.4 TIMESCALES..................................................................................................................................................8 5. PROJECT QUALITY PLAN ...........................................................................................................................8 5.1 SPECIFIC QUALITY ASSURANCE ACTIVITIES..........................................................................................................9 6. INITIAL PROJECT PLAN...............................................................................................................................9 7. COMMUNICATION PLAN & CONTROLS..................................................................................................9 8. ACCEPTANCE CRITERIA............................................................................................................................10 9. INITIAL RISK LOG & CONTINGENCY PLANS......................................................................................10 10. CHANGE AND CONFIGURATION MANAGEMENT............................................................................10 10.1 CHANGE CONTROL......................................................................................................................................10 10.2 CONFIGURATION MANAGEMENT ....................................................................................................................10 11. ADDITIONAL COMMENTS.......................................................................................................................10

.................................................................................................................................................................................11

THIS DOCUMENT CONTAINS 10 NUMBERED PAGES

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1.

Introduction

1.1 Purpo se of the Project Initiation Document [Statement of the purpose of the Project Initiation Document. The following is a standard format that may be used or adapted by the Project Manager:] This document has been produced to capture and record the basic information needed to correctly direct and manage the project. The Project Initiation Document (PID) addresses the following fundamental aspects of the project:

What Who How

the project is aiming to achieve

will be involved in managing the project and what are their roles and responsibilities

and when will the project be executed 1.2 Scope of this Project Initiation Document This Project Initiation Document is applicable to the <Project Name> project, identified by the project code <xxxx> and is part of the <Program Name or ID> Program. The following System11 Workpackages have been assigned to this project: <Workpackages ID>. This document should be read in conjunction with the cross-referenced documents in section 1.4. *In case of an exception (project that is outside of a program), please write down names of two hierarchically superior managers who are authorized to approve the project. 1.3 Revie w and Approval of this Project Initiation Document The first version of the Project Initiation Document is reviewed by the following groups and individuals, using the Quality Criteria set out in Appendix A of this document: [Include a list of all groups and individuals affected by the project that should be invited to review this Project Initiation Document] It is then approved, with the Project Plan, by the Project Board and the Quality Manager. When approved, this PID will provide the Baseline for the project and will become frozen. However, the supporting documentation (1.4) for the PID (Initial Business Case, Initial Project Plan and Initial Risk Log) has to be subsequently updated. If the fixed parts of the PID needed to be changed, such as the project definition, thought should be given to closing the project and restarting with a new PID. PID will be referred to whenever a major decision is taken about the project and used at the conclusion of the project to measure whether the project was managed successfully and whether an acceptable outcome for the sponsor / user / customer was delivered. Deadline for PID sign-off is 4 weeks from its creation! [Please write down the estimated sign-off date reflecting the above condition set by ITMB. When the PID is signed-off, please state also the actual sign-off date.]

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1.4 Cross Referenced documents [Identify any documents cross-referenced in this Project Initiation Document, including title, version number, approval status, and date and author, where appropriate. All documents should be fully referenced! The following table may be used with at least Business Case referenced. ] Document Identifier BRSnnn00 PBCnnn00 PFRnnn00 STDnnn00 PPLnnn00 RILnnn00 Title Business Requirements Statement Business Case Feasibility Report Project Quality Standard Project Plan Project Risk & Issues Log Version/ status

2. ct Definition

Proje

[Sets out what the project needs to achieve and should contain at least the following] 2.1 Backg round [Identify project source (e.g. Change request or BRS) and a sponsor. Include an overview of the existing situation in terms of business processes, organization, equipment and systems. Identify any previous reports, documentation etc. that might impact development. Note: Reference numbers and versions should be included in section 1.4.] 2.2 Projec t Objectives [Specifically, what the project is required to achieve, expressed in measurable terms wherever possible. It is often helpful to express separate objectives for the project itself (e.g. target dates, expenditure profiles) and the project outcome (what the end-product is required to deliver during its lifecycle).] 2.3 Projec t Benefits [Specifically, why it is important to achieve the project objectives and how the business will benefit from the project. Note that benefits are not the objectives. Benefits describe why the project is required not what the project is required to achieve.] 2.4 Projec t Scope [The major areas, functions, processes etc. to be addressed during the project - essentially what is in and what is out of scope. Are there any specific exclusions? What are the boundaries: manual interfaces, system interfaces? A context diagram will be helpful in most cases.] 2.5 Projec t Approach [Indicate what method will be used to provide a solution to the Projects objectives. By default, the Standard Software Development Life Cycle will be used. The prime purpose of
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the section is to draw attention to innovations or special cases: Is this not a bespoke development? Set out the package selection, tailoring and integration process. Does the project propose to re-use existing components or functionality? Are there any external parties involved in the development? What are their roles and responsibilities? Are there elements to be outsourced? This section will be used for documenting what is being tailored in the GIS Process if no other tailoring mechanism is used for the project.] 2.6 Projec t Deliverables and Products [Outline a list of the major products / outcomes that the proposed project must create or acquire. How and when will they be delivered? If this is described elsewhere, refer to the appropriate documents.] 2.7 Const raints [Restrictions that apply to the project; e.g. on-time, resources, funding, quality, and/or the eventual outcome. In particular, state critical cost constraints (absolute maximum budget) and time constraints (the expected start date for the project and the anticipated / planned / expected / latest end date). Also indicate date criticality e.g. 31/12/xx. List any constraints, which apply to the products to be delivered e.g. documents must be in MS Office Word. Also, a statement of any "no way to go" areas for the project.] 2.8 Assum ptions [Write down any business or technical assumptions underlying the project. These are basically customers expectations of the projects deliverable(s). E.g.: functionality, user interface, compliance with organization standards, HW dependencies, etc. Assumptions are similar to constraints; however they are more like expectations than restrictions.] 2.9 Interf aces [Point out any external interfaces. The Communication Plan should contain details of any required co-operation from outside the project, plus links to corporate or program management.]

3. ect Management Organization

Proj
Projec

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Project Board, Project Assurance Executive: <name> Senior Supplier: <name> Senior User (Customer): <name> Senior User (e.g. Production Services): <name>

Project Manager
<name> Project Support <name> <name>

Quality Assurance
<Quality Services Consultant>

Team Manager(s)
<name (dept)> <others>

Quality Review Chair

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3.2 Projec t Roles Descriptions [For each role within the Project a brief role description has to be in place. Role descriptions should be attached to the PID as cross-referenced documents and listed in the section 1.4 of the PID. For Project Board Members, give an estimate of the time commitment required. Project Management roles & responsibilities, in line with PRINCE2, are set out in the PRINCE2 User Guide, and need not be included in the PID, but any project-specific variations should be set out here. Project team roles and responsibilities, answerable to the Team Managers (e.g. analyst, programmer, technical author); to the Project Manager (e.g. administrative support), and to the QR Chair (i.e. reviewers) should be defined in the Project Plan, as they vary from stage to stage of the project. Team Managers will include functions external to the project, such as Training and Documentation, Data Centre, etc. in addition to the Software Project Manager(s) from the Development group.]

4. ess Case

Busin

[Business Case is developed at the beginning of the project and maintained throughout the life of the project; being reviewed by the Project Board at each key decision point, such as end stage assessments. BC has to be referred in the section 1.4 of the PID as a crossreference document. BC will be presented to the Project Board, which will confirm viability of the Project. Information about the expected benefits and savings should be supplied and approved by the customer. The project costs should match the Project Plan.] 4.1 Reasons [What are business problems to be resolved or business opportunities to be exploited?] 4.2 Benefits [What is the business benefit? What is the risk to the business if the project does not proceed?] 4.3 Costs [What are the expected costs? Where possible, this should include the full life cycle costs such as purchasing, development, implementation, operational and maintenance costs.] 4.4 Timescales [What are the business and project targets? Relate these to section 2.7 Constraints. Indicate the expected start date for the project.]

5. ct Quality Plan

Proje

[State how the project intends to meet the customers quality expectations and where quality responsibilities have been allocated. All projects are expected to comply with the Project Quality Standard. This section identifies any special provisions that are required, or any variations planned from the standard approach to Quality Review with reasons. The Project Plan will identify the timing and resourcing of quality activities.]

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5.1 Specifi c Quality Assurance Activities [Define the procedures to be followed for Quality Assurance activities, e.g., software quality audits and reviews, non-compliance tracking, escalation, reporting, etc.]

6. l Project Plan

Initia

[This information is available as a separate document (reference PPLnnn00 Version 1.0). Its purpose is to provide a statement about how and when the projects objectives are to be achieved by showing the major products, activities and resources required for the project. The Project Plan provides the baseline against which the Project Board will monitor project progress and cost, stage by stage.]

7. munication Plan & Controls

Com

[[Project Manager is responsible for creating the Communication Plan, which describes how the projects stakeholders and interested parties will be kept informed during the project. It includes communication in both directions between all interested parties. Briefly, it shows:]

WHAT information needs to be communicated to management and staff To WHOM the information needs to be communicated WHEN the information needs to be communicated And HOW, i.e. the mechanisms used to communicate the information.
Information required Information provider Comms Method / Format Frequency Dates Feedback

This may be expressed using the following table:

[For Controls - include details of the controls that will enable the Project Board to keep overall control of the project. This means the frequency of review required by management. Management reviews (End Stage Assessments) will be related to significant events during the life of the project to commit resources and authorize progress. This will include step-by-step approval for the project to proceed via a series of end stage assessments, confirmation of the tolerance level for the project and the stage after initiation and details of what will happen if any stage exceeds its agreed tolerance. Include information on the frequency and content of reports (PM to the Project Board), together with details of how the project will be controlled on a day-to-day basis (by PM). Project Board will satisfy itself that these controls are adequate for the nature of the project. The purpose of control is to ensure that the project: Is producing the required products, which meet the defined quality criteria Is being carried out to schedule and in accordance with its resource and cost plans Remains viable against the Business Case For each level of the project management team, the next level up of management can: Monitor Progress
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Compare achievement with plan Review plans and options against future situations Detect Problems Initiate corrective action Authorize future work

8. ptance Criteria

Acce

[A definition, in measurable terms, of what must be done for the outcome of the project to be acceptable to the Customer e.g. Target dates, performance levels, capacity, accuracy, availability, security or ease of use (see Appendix A1 PRINCE 2 Manual, Managing Successful Projects). An initial list may already have been provided in the business case / proposal or BRS. If so, please refer in section 1.4]

9. l Risk Log & Contingency Plans

Initia

[Define any deviation from standard in the Risk management strategy for this project. Please reference the risk management tool (database, application, file, ) where Risk Log is saved and updated. Where detailed contingency plans may be required, these should be detailed here.]

10. Change and Configuration Management

11. ional Comments

Addit

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APPENDIX A: ty Criteria Checklist

Quali

Is the objective of the project clear? Is the scope of the project clear? Does the document correctly reflect the project? Does it show a viable, achievable project that is in line with corporate strategy, business priorities and overall program needs? Specify how. 5) Is the Project Organization complete, with names and titles? Is it backed up by agreed and signed job descriptions? Have all the roles been considered? 6) Are the relationships and lines of authority clear? 7) Have the risks of the project been assessed? (Does it clearly show a control, reporting and direction regime that is implementable and appropriate to the scale, business risk and business importance of the project?) 8) Are any variations from the standard process workable and agreed by relevant parties? For example: variations to the Quality Process, Configuration Management Process, etc. 9) Does the project organization structure need to say to whom the Project Board reports? 10) Do the controls cover the needs of the Project Board, Project Manager and Team Managers? 11) Do the controls satisfy any delegated assurance requirements? 12) Is it clear who will administer each control?

Glossary
BC Business Case BRS Business Requirement Statement IT Services Information Technologies Services GIS Global Information Systems GPG Global Process Group HW Hardware ITMB IT Management Board MS Office Microsoft Office PID Project Initiation Document PM Project Manager PRINCE2 Projects in Controlled Environment QR Chair Quality Review Chair RPG Regional Process Group

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