Explanation and Examples for the Different Parts of the Project Initiation Document Template

PID - Project Initiation Document

Project name: Explanation and examples for the different parts of the Project Initiation Document template Project owner: Project manager: Version: 1.0

Date: 04-02-2013

Part of programme: ___ Yes ___No

[Write programme name]

Document history:

Version Dat Changed by Change (What is changed) Approved by e

Explanation and examples for the different parts of the Project Initiation Document template Page 1 1 Management summary Write a projectet summary that can be printed on one A4 or A3 page.

2 The project

2.1 Background – Describe the present situation and if relevant, why it is as it is.

– Which problems are experienced now? Describe the situation in broad terms.

Global warming affects the climate on earth in general

and in specific regions in particular. 2.2 Purpose - Why should this project be implemented?

- Which part of the background does the project address? Which problems must be solved?

– IF THIS PID DESCRIBES A PRELIMINARY ANALYSIS, BOTH THE PROJECT PURPOSE AND THE PURPOSE FOR THE PRELIMINARY ANALYSIS MUST BE DESCRIBED. It must be made clear which part is the project and which part is the preliminary analysis. At this point in time, it may not be possible to clearly describe the project purpose – if that is the case, describe it after the preliminary analysis.

The rising sea levels cause flooding in the village.

Describe which of AU’s strategic objectives that the project supports. Explain how the project supports the strategic objective.

2.3 Vision Can be omitted. Fill in only if relevant for the project.

– Where are we going long term: The state we want to find ourselves in sometime in the future.

– Is within sight but out of reach.

– Not necessarily burdened by reason but guided by emotions.

Explanation and examples for the different parts of the Project Initiation Document template Page 3 We will all move to the mountain top.

2.4 Project objectives – Where are we heading in the short term.

– What we want to achieve in this project.

– Which objectives do we set up for the project?

– IF THIS PID DESCRIBES A PRELIMINARY ANALYSIS, BOTH THE PROJECT OBJECTIVES AND THE OBJECTIVES FOR THE PRELIMINARY ANALYSIS MUST BE DESCRIBED. It must be made clear which part is the project and which part is the preliminary analysis. At this point in time, it may not be possible to clearly describe the project objectives – if that is the case, describe them after the preliminary analysis.

If the vision is to reach the mountain top,

then this project will take us to a valley up in the

mountains. 2.5 Main project deliverables – How, in broad terms. What is needed to achieve the goals?

– The main deliverables that the project must deliver to achieve the goals.

– IF THIS IS A PID FOR A PRELIMINARY ANALYSIS, THEN THE THE MAIN DELIVERABLES OF THE PRELIMINARY ANALYSIS MUST BE DESCRIBED SEPERATELY. It must be made clear which part is the project and which part is the preliminary analysis. At this point in time, it may not be possible to clearly describe the project’s main deliverables – if that is the case, describe them after the preliminary analysis.

2.6 Delimitations This section may be omitted.

What does the project/preliminary analysis include and what does it not include?

2.7 Project deliverables – How, at a more detailed level.

- Breakdown of the main deliverables sub-deliveries, that are to be produced during the project/preliminary analysis in order to deliver the finished result on time and with the agreed quality.

Explanation and examples for the different parts of the Project Initiation Document template Page 5 - If the PID describes a preliminary analysis, only describe the deliverables for the preliminary analysis.

Deliverables may be of many different kinds, including analysis rapports, recommendations, decisions, softeware deliveries to test or system solutions.

Deliverable Description

3 Effect/benefit – What does the user organisation/AU gain by achieving the project/preliminary analysis?

– How is it measured whether goals of the project/preliminary analysis have been achieved?

– Described in measurable criterias, but not necessarily with exact figures.

4 Schedule

4.1 Expected start and end date – Enter the expected start and end dates for the project/preliminary analysis.

– The dynamic project plan and the milestone plan are put in the appendix. Dates are maintained in the appendix.

4.2 Milestones Project/preliminary analysis milestones.

Definition of milestones: Consists of one or more deliverables and describes a state at a given time. The state is achieved with a condition, e.g. an approval, a decision or a quality criterion. Shows dependencies to other projects.

The following describes the main milestones of the project/preliminary analysis. The project will regularly report on these.

Milestone plan Date (if known) 1. 2. 3. 4. 5. 4.3 Dependencies

4.3.1 Interfaces to other projects Are there dependencies on other projects, deliverables or stakeholders?

4.3.2 Other dependencies Is the project/preliminary analysis dependent on any prerequisits, persons, decisions or deliverables outside the project?

5 Organisation Describe the overall project organisation. Who participates in the project/preliminary analysis and what are their responsibilities?

Describe the structure. Draw a chart if necessary.

The detailed project organisation is kept in the appendix.

The project organisation must cover the described deliverables.

Consider:

- Steering committee/project owner.

- Project participants.

- Facilitators.

- Reference groups.

- Ad hoc participants.

- Architecture, IT security, support, operations, documentation, development, change management.

- Decisions to be made in the project.

- Others.

If possible, specify key persons.

6 Cost and resource budget

6.1 Cost budget Describe the estimated costs for the project/preliminary analysis.

Explanation and examples for the different parts of the Project Initiation Document template Page 7 The detailed cost budget is put in the appendix.

6.2 Internal resource estimates Describe the project/preliminary analysis estimate of staff resources by main academic areas and administration areas.

Also include an estimate of the resources needed to receive the project deliverabels in the recipient organisation.

Detailed estimates broken down by month and deliverables are put in the appendix.

7 Stakeholders

7.1 Stakeholder analysis Who are affected by the main product of the project/preliminary analysis?

Describe who has a direct or indirect interest in the project/preliminary analysis.

The stakeholder analysis should be put in the appendix where acces to it can be restricted.

7.2 User involvement What changes will those affected by the project’s main deliverables experience?

What should the project be aware of in order to support the changes?

Which deliverables must the project include to support the necessesary change process? E.g. training or information material.

How does the project intend to involve the users in defining the requirements, in testing, in training and education etc.?

What implementation strategy does the project apply? Big Bang, gradual implementation, phased implementation, implementation through change agents, or other strategy?

Is user involvement considered in regards to the project organisation?

7.3 External communication plan Is to be prepared on the basis of the stakeholder analysis and reflections on user involvement.

The external communication plan should be put in the appendix. The external communication plan is dynamic and is kept up to date throughout the project. 7.4 Internal communication plan Describe the internal communication plan for the project/preliminary analysis.

Include reporting requirements as separate communication products.

Communication plan - internal

Product (what) Target (who) Media (how) When Responsible

Project status Project group meetings

Status reporting Steering committee, project owner, managment or other?

8 Risks Describe the key risks for the projectet/preliminary analysis. A risk is an event that may or may not occur. If it does occur, it will have (negative) impact on the project objectives and their effect or on the project framework (such as time and finances).

An event you know will occur is not a risk but an issue that must be handled and resolved in the project.

9 Appendix Delete or add records so that the appendix list show the appendices to the specific project.

 Project plan

 Milestone plan with dates

 Stakeholder analysis

 Cost and resource budget

 Organisation chart

 External communication plan

Explanation and examples for the different parts of the Project Initiation Document template Page 9  Risk assessment Table of contents:

Explanation and examples for the different parts of the Project Initiation Document template Page 11