PID Project Initiation Document Template

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stakeholdermap.comProject Management, project planning, templates and advice COMPANY OR PROJECT LOGO PROJECT NAME PROJECT REFERENCE PROJECT INITIATION DOCUMENTVERSION 1.0 DD/MM/YYYY stakeholdermap.com

PROJECT INITIATION DOCUMENTDOCUMENT CONTROLDOCUMENT INFORMATIONInformationDocument Id[Document Management System #]Document Owner[Owner Name]Issue Date[Date]Last Saved Date[Date]File Name[Name]DOCUMENT HISTORYVersionIssue DateChanges[1.0][Date][Section, Page(s) and Text Revised]DOCUMENT APPROV ALSRoleName SignatureDateProject SponsorProject Review Groupi

PROJECT INITIATION DOCUMENTProject Manager Quality Manager(if applicable)Procurement Manager(if applicable)Communications Manager(if applicable)Project Office Manager(if applicable)ii

PROJECT INITIATION DOCUMENTTable of ContentsTEMPLATE GUIDE . 1PROJECT SUMMARY . 2PURPOSE . 2PROJECT OBJECTIVES. 2SCOPE AND EXCLUSIONS. 2PROJECT DELIVERABLES. 2INTERFACES AND DEPENDENCIES . 3ASSUMPTIONS . 3ACCEPTANCE CRITERIA . 3MONITORING AND EVALUATION . 3PROJECT DELIVERY. 3INITIAL RISK LOG . 3PROJECT ORGANISATION STRUCTURE. 4COMMUNICATION PLAN . 4INTERNAL project communication . 4external project communication . 5QUALITY MANAGEMENT. 5quality management of the project . 5quality management of the project . 5PROJECT MILESTONES . 6RESOURCE PLAN . 6PROJECT TOLERANCE AND EXCEPTION PROCESS . 6APPENDIX . 7RECORD OF AMENDMENTS TO THE PID . 7DELIVERABLE / WORK PACKAGE SPECIFICATIONS . 7FINANCIAL / BUDGET REQUIREMENTS . 7DETAILED SCHEDULES . 7iii

PROJECT INITIATION DOCUMENTTEMPLATE GUIDEHow to use this templateThis is a guide to the common sections included in a Project Initiation Document. Sections may beadded, removed or amended to suit the project and project methodology. Example tables, have beenadded (where relevant) these are just a suggestion, you may decide to format these sectionsdifferently.Text in Blue italics is designed to assist you in completing the template. Delete this text before sharingthe final document.1

PROJECT INITIATION DOCUMENTPROJECT SUMMARYProvide an ‘at a glance’ summary of the project purpose. It should show how the project aligns with theBusiness Strategy or Program Plan, which departments and technology will be involved and the keyactivities that will be performed.PURPOSEExplain why the project is being carried out – the rationale for the project. Aim to answer thesequestions: Why is the project being undertaken?What are the key deliverables?What is the planned ROI (high-level)? This can link to the Business Case.What are the key touch points?This section is usually concise. If a Project Brief has been completed, it should provide the keyinformation for this section.PROJECT OBJECTIVESThis section identifies the key project objectives – what specifically will this project achieve? It shouldclearly link to the Program Objectives. It is likely to include active verbs such as replace, revise,provide, secure, create etc. It will reference Business Case, which is usually a separate document.SCOPE AND EXCLUSIONSDescribe the main work streams, work packages and products that will be delivered. This section couldinclude a high-level Work Breakdown Structure (WBS) presented as a graphical hierarchy or as a listwith a hierarchy denoted by numbering. For example:Get a template for a graphical Work Breakdown StructureGet a template for a Work Breakdown Structure in ExcelPROJECT DELIVERABLESProvide a complete list of the deliverables/products the project will produce. Make sure eachdeliverable has a unique identifier. This section may include links or references to each productsProduct Description.Deliverable IDDeliverable TitleDeliverable Description2

PROJECT INITIATION DOCUMENTINTERFACES AND DEPENDENCIESNote any other groups, projects and organisations that will be involved in the project or will be impactedby the project. Include any dependencies here, for example if the project is dependent on an externalproduct or an external decision.Interface or dependencywith:Recruitment teamDescriptionManagement planRecruitment of projectmanager by x dateKeys tasks documented inproject plan with ownersassigned. Job descriptionalready in place.See example job descriptions for project managersASSUMPTIONSList the assumptions that have been made in order to conceive of and plan this project. For exampleassumptions may have been made around legislation, other projects, market conditions, recruitmentetc.ACCEPTANCE CRITERIADescribe in measurable terms the criteria that Project Sponsor will use to evaluate and accept or rejectthe project deliverables and outputs. This might include conditions that are not related to products likedelivery by a certain date.MONITORING AND EVALUATIONDocument how the project will be monitored and evaluated. For example: How feedback will be collected on the value of this project by users of the products. The monitoring and evaluation methods the Project Sponsor will use to determine that theproject has been delivered to specification and has had the intended impact The time scales and key dates for collecting the above information How, when and to whom the feedback and the monitoring and evaluation findings will bereported.PROJECT DELIVERYINITIAL RISK LOGList the known risks to the successful delivery of the project. These should be specific to the project andnot just a reiteration of common project risks.3

PROJECT INITIATION DOCUMENTHelpful guides for this section: A guide to Risk Management. Example Risk Register. Possibleresponses to risk.Complete the following table:DescriptionLikelihoodImpactInability to recruitskilled resourceLowVery HighInvolve retained recruitment consultant tosource team members. Consider usingconsultants on fixed term contracts.Technologysolution is unableto deliver requiredresultsMediumHighComplete a pilot project against most businesscritical requirements. Consider using Agilemethods to deliver working product in Sprints.Additional capitalexpenditure maybe required inaddition to thatapprovedMediumMediumMonitor project spend as per the projectmethodology. Report on spend bi-weekly tothe project board. Assign PMO Director tosupport Project Manager in cost control. Mitigating ActionsPROJECT ORGANISATION STRUCTUREIn this section include an organization chart for the project. It won’t necessarily show linemanagement responsibilities, rather reporting and communication lines for the project. Include the keyroles and responsibilities in this section and a RACI if applicable.COMMUNICATION PLANTo realise the business benefits a communication strategy will be needed, be that for internal staffimpacted by the change or for external parties.Set out how information about the project will be communicated. For example how will the projectcommunicate progress, escalations, readiness plans for go live etc. There may need to be separateplans for internal and external communications.INTERNAL PROJECT COM MUNICATIONDocument the process, timings and governance of the planned internal communications. The tablebelow may be helpful.Description ofcommunicationProject progressreportsTimings e.g.monthlyWeeklyHighlight ReportsMonthlyAudienceCreator/authorProject Sponsor, RiskManager, ChangeManager, project teamProject BoardProject ManagerProject er4

PROJECT INITIATION DOCUMENTTraining plan3 months priorto go liveUsers and departmentmanagersChange Manager &training managerProjectSponsorEXTERNAL PROJECT COMMUNICATIONDocument the process, timings and governance of the planned external communications. The tablebelow may be helpful.Description ofcommunicationMarketing bulletinto existingcustomersNew productpages on websiteTimings e.g.monthly2 months priorto go live andat go liveAt go liveAudienceCreator/authorExisting customersand their accountmanagersAll website usersMarketingManagerMarketingManager webcontentSign-offauthorityProject Sponsor,MarketingDirectorProject Sponsor,MarketingDirectorQUALITY M ANAGEMENTTwo aspects of quality management should be considered within the PID: firstly securing high qualityproject management and secondly ensuring that deliverables are produced to agreed qualitystandards.QUALITY M ANAGEMENT OF THE PROJECTFor some projects quality of project delivery may be provided through pre-existing governanceprovided by program, portfolio management or a project management office. In these cases thissection may just require a reference to pre-existing policies and procedures.Example text:Responsibility for checking that all procedures have been correctly followed in preparing this PID restswith: [Insert Name] Senior Project Manager.Responsibility for checking and signing off this PID and for ensuring it follows the PID guidance restswith: [Insert Name] Program Manager.Responsibility for ongoing monitoring and supervision to ensure that ongoing project managementcomplies with the agreed procedures and processes rests with [Insert Name] of the Programme OfficeQUALITY M ANAGEMENT OF THE DELIVERABLESIn this section document what the quality standards, quality assurance process and quality checkingare for each project deliverable. A table similar to the below may be used.5

PROJECT INITIATION DOCUMENTDeliverable ID andtitleQuality standardsQuality assuranceQuality checking0034 Web pagesFollow existing brandingspecification.Follow publishingreview process.Meet Accessibilitycompliance guidelinesPre-approvedsuppliers only.Web change advisoryboard via unit test,user acceptancetesting and go livetesting.Meet browsercompatibility policyPROJECT MILESTONESList the project milestones (key points in a project life cycle). They might be target dates that must bemet or delivery of important work packages or markers of progress. This section will likely contain atable similar to the one below.MilestoneProject Kick offDesign phaseMilestone target dateDay month yearDay month year to day monthyearBuild startsStart of User Acceptance TestingRESOURCE PLANThis section lists the resources - people and machine that are required for the project. A description ofall of the Roles and Responsibilities should be included along with the resources needed, their skillset, when they are needed, how long for and the associated costs. Get a Resource PlanningTemplate.PROJECT TOLERANCE AN D EXCEPTION PROCESSDocument the agreed Project Tolerances and provide a brief confirmation of the Exception Procedureto be followed if there is a deviation from the approved plan that is forecast to exceed Tolerance.Refer also to the Change Control Process that will be followed for this project. See example cost andtime tolerances.6

PROJECT INITIATION DOCUMENTAPPENDIXRECORD OF AMENDMENTS TO THE PIDKeep a record of the changes made to each version of the PID. This section may form part of the PIDheader/document information page, or an appendix.DELIVERABLE / WORK P ACKAGE SPECIFICATIONSInclude the specifications for the work packages and project deliverables. For example, a uniquereference for each deliverable, title, purpose, composition, format, owner, quality criteria,location/storage.Deliverable ID &TitlePurposeCompositionFormat &locationOwnerQuality criteriaFINANCIAL / BUDGET REQUIREMENTSDocument the budget, cost and revenue forecast and any payment milestones as appropriate for theproject.DETAILED SCHEDULESProvide a detailed project schedule. For example, a Microsoft Project plan may be attached here orreferenced in this section. Get ready made Microsoft Project Plans. This may also include detailedteam plans and resource plans. Get a Resource plan Template.DOWNLOAD MORE PROJECT TEMPLATESMicrosoft Project Plans – real world project plans in Microsoft Project.Project Management Templates – FREE project management templates inWord and ExcelStakeholder Management TemplatesFlowcharts to download in Visio and PDFRisk Register in Excel – download immediatelyWork Breakdown Structure Excel templateWork Breakdown Structure (WBS) FREE examples to download immediately.7

TEMPLATE GUIDE How to use this template This is a guide to the common sections included in a Project Initiation Document. Sections may be added, removed or amended to suit the project and project methodology. Example tables, have been added (where relevant) these are just a suggest

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