How to Use This Template

HOW TO USE THIS TEMPLATE:

Introduction

The template reflects the steps set out in the PRINCE2 Method and is designed to prompt the Project Manager and help in the creation of the Project Initiation Document (PID). The information for the Project Initiation Document will be found within the IP Process in the PRINCE2 Manual. There is also a Product Description for the PID at Appendix A of the PRINCE2 Manual.

The Project Initiation Document will reflect the information contained in the Project Approach, mainly integrated within the Project Plan. The PID will be created by expanding the Project Brief: there are separate Templates for the Project Brief and Project Approach.

Loading the file

This template has been produced using Microsoft Word 97. To use it, load up the file directly from the directory and starting from page 1 follow the prompts (in [...] brackets).

Deleting the [....] text

When the template is complete, the whole Project Initiation Document can be printed and approved.

Prior to printing, you should delete all [....] prompt text.

The Italic Text

The template has been set out to reflect the PRINCE2 Manuals interpretation of the sections required, the ‘Stable’ sections being in bold type and the ‘Dynamic’ sections in bold italic type.

Prior to printing you should change the italic text back to normal.

Saving the Project Initiation Document under its own name

Save the Project Initiation Document by selecting the “SAVE-AS” command; this will avoid overwriting the standard template. You must specify your own Project Directory. Once your PID is completed check the document against the following Quality Criteria:

 Does the document correctly represent the project?

 Does it show a viable, achievable project that is in line with corporate strategy or overall programme needs?

 Is the project organisation structure complete, with names and titles?

 Have all the roles been considered?

 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?

 Is the project organisation structure backed up by agreed and signed job descriptions?

 Are the relationships and lines of authority clear?

 Does the project organisation structure need to say to whom the Project Board reports?

 Do the controls cover the needs of the Project Board, Manager and Team Managers?

 Do the controls satisfy any delegated assurance requirements?

 Is it clear who will administer each control? PROJECT DOCUMENTATION

PROJECT INITIATION DOCUMENT (PID)

Project: Produce a series of artefacts about WLAN Technology

Release: 27.04.2010

Date: 20.11.2009

PRINCE2

Author: CIS015-3 Group 8 Salman Rasheed Abdulhassan Ben Nakhy Saud Al Omran Hussain Al Helal

Owner: Marc Conrad and Paul Sant

Client: University of Bedfordshire

Document Ref: 2

Version No: 1 1 Project Initiation Document History

1.1 Document Location This document is only valid on the day it was printed. The source of the document will be found on the project's PC in location

1.2 Revision History Date of this revision: Date of Next revision:

Revision Previous Summary of Changes Changes marked date revision date 20.11.2009 6.11.2009 First issue Product structure management

1.3 Approvals This document requires the following approvals. Signed approval forms are filed in the Management section of the project files.

Name Signature Title Date of Version Issue Salman Rasheed Project Manager 6.11.2009 1

1.4 Distribution This document has been distributed to:

Name Title Date of Version Issue Paul Sant Project board Team Member 6.11.2009 1 Marc Conrad Project board Team Member 6.11.2009 1 2 Table of Contents

1 Project Initiation Document History 1 1.1 Document Location 1 1.2 Revision History 1.3 Approvals 1.4 Distribution

2 Table of Contents

3 Purpose of Document

4 Background

5 Project Definition 5.1 Project Objectives 5.2 Defined Method Approach 5.3 Project Scope 5.4 Project Deliverables and/or Desired Outcomes 5.5 Exclusions 5.6 Contraints 5.7 Interfaces 5.8 Assomptions

6 Project Organisation Structure 6.1 Project Management Team Structure 6.2 Job Descriptions

7 Communication Plan

8 Project Quality Plan

9 Project Controls

10 Initial Business Case

11 Initial Project Plan

12 Initial Risk Log Project Initiation Document

3 Purpose of Document To plan the method and the time needed to achieve the project’s objectives by showing the major products, activities and resources required on the project. It also provides the Business Case with planned project costs and it identifies the management stages and other major control points. It is used by the Project Board as a baseline against which to monitor project progress and cost stage by stage.

4 Background A group of university Level-3 students are undertaking this project as a part of the module on social and research professional project management. Given the current abundance of wireless technology, this project intends to bring awareness to the general public of the different uses of this technology, its qualities, drawbacks, and security concerns. It is believed that the general public has very limited knowledge of the different aspects of wireless technologies. The reason behind this may be the rapid development in the technology.

5 Project Definition

5.1 Project Objectives The objectives of this project are: To deliver a set of artefacts presented by a booklet and a Second Life showcase that should educate the user about the general aspects of the different wireless technologies currently in use.

5.2 Defined Method of Approach We were asked to use prince2 methodology to do this project. It is a way of doing and managing even big projects. It’s a kind of structured approach of doing certain tasks. Its previous version, which is Prince, was introduced in 1996. Later on Prince2 was brought in to the market and is widely used in the U.K not only for IT based projects but also for any project. As I already mentioned that Prince2 is a technique and a structure therefore; it’s worthwhile mentioning its different stages that we used in managing our project. Firstly, we started our project by reading about it and becoming aware of our combine task. Secondly, we initialised our project by arranging few meetings and discussing the project and our goals. Thirdly, we started planning our project by dividing work among different members in the group. Each member was given a job according to his skills, capabilities and according to his weaknesses. Jobs were divided equally among the members and every member was given tasks that they felt comfortable.

5.3 Project Scope The project scope, according to the above objective, is to producing the booklet and developing the Second Life showcase. The content of the booklet will be a general introduction to wireless technologies without introducing much detail.  Bluetooth, Wi-Fi, Wi-Max, and Wireless Security.

The project will carry out a market research to indicate the standards to infer:  The current good practice of publishing printed booklets  Developing a Second Life showcase 5.4 Project Deliverables and/or Desired Outcomes The project is supposed to produce a booklet to educate the general public about wireless networks and develop the Second Life showcase.

5.5 Exclusions Specific techniques of wireless network are not included in the booklet, just general information. PDAs and handheld devices are not included too.

5.6 Constraints Team commitment and time might be critical. Research facilities might not be always available. Furthermore, the showcase should not exceed the 50 prims, which is equivalent to £3.

5.7 Interfaces No interface is necessary since the project is independent and will not be interacting with any other projects.

5.8 Assumptions  Group members are going to be partially dedicated, as to the limit the project requires, to the delivering of the final project to the final stage.  Resources are available when needed.  Members enjoy at least the necessary skills and competency requirements to carry on the assigned tasks.

6 Project Organisation Structure

6.1 Project Management Team Structure Salman Rasheed Project Manager

Abdulhasan Ben Nakh Team Manager

Saud Al Omran Team Member

Hussain Al Helal Team Member

6.2 Job Descriptions The initial project breakdown structure will be considering;

Meeting Setting the meeting and agendas Project Leader: Salman Rasheed Discussing options Salman Rasheed Suggesting ideas Abdulhassan Ben Nakhy Agreeing on subject Saud Al Omran Hussain Al Helal

Collecting Information Wireless Technologies CIS015-3 “Group-8 Wireless Security Salman Rasheed Wi-Fi Abdulhassan Ben Nakhy Wi-Max Saud Al Omran Bluetooth Hussain Al Helal About booklet Design Salman Rasheed and Saud Al Omran About Second Life Abdulhassan Ben Nakhy and Hussain Al Helal

Research Wireless Technologies CIS015-3 “Group-8 Wireless Security Salman Rasheed Wi-Fi Abdulhassan Ben Nakhy Wi-Max Saud Al Omran Bluetooth Hussain Al Helal About booklet Design Salman Rasheed and Saud Al Omran About Second Life Abdulhassan Ben Nakhy and Hussain Al Helal

Extract Information Wireless Technologies CIS015-3 “Group-8 Wireless Security Salman Rasheed Wi-Fi Abdulhassan Ben Nakhy Wi-Max Saud Al Omran Bluetooth Hussain Al Helal About booklet Design Salman Rasheed and Saud Al Omran About Second Life Abdulhassan Ben Nakhy and Hussain Al Helal

Design Booklet Salman Rasheed and Saud Al Omran Second Life showcase Abdulhassan Ben Nakhy and Hussain Al Helal

Including Information Booklet Salman Rasheed Abdulhassan Ben Nakhy Saud Al Omran Hussain Al Helal Second Life showcase Salman Rasheed Abdulhassan Ben Nakhy Saud Al Omran Hussain Al Helal

Final Review Booklet Design and Information Salman Rasheed Abdulhassan Ben Nakhy Saud Al Omran Hussain Al Helal Showcase Design and Information Salman Rasheed Abdulhassan Ben Nakhy Saud Al Omran Hussain Al Helal 7 Communication Plan We plan to communicate with the course lecturers in the form of regular reporting and presentations throughout the projects lifespan. The reports will be sent to the lectures via BREO, meeting and demonstrations will be held together as a group with the lectures at the university campus. Each team member is responsible for communicating on a fortnightly basis with the course lecturer via BREO. As a group we will be using GoogleDoc as an online blog we will use this to post all the documents we create as individuals and a group, minutes of meetings and agendas. This Blogging facility will enable everything to comment on the work done so far and suggest or make needed changes. As a project group we intend to communicate with one another via at least once weekly meeting and more if necessary. We will also use the method of email, phone calls and Texting to communicate between meetings when required.

8 Project Quality Plan The quality expectations of the customer will be achieved, these include: Customer Quality Expectations A concise easy to read format booklet with examples and illustrations. Acceptance Criteria The interim booklet will be given out to a random sample of readers to assess its format and content. The result of the assessment will be used as a tangible definition of the final product. A5 – 10 page Booklet 12 – Font size Arial or Times New Roman Upload 10 slides in second life software £3.00 worth to spend in second life to capture the area for our Group Quality Responsibilities All group members are responsible for the quality assurance Quality Control and Audit Processes There will be usage of a random sample of readers to assess the booklet.

9 Project Controls  Submit monthly highlight reports to the programme board.  Maintain Risk log.  Maintain Issues log.  Submit end of project report to the programme board.  Project Manager will get short reports from Team members.

10 Initial Business Case Wireless technologies provide several benefits to their users. It is important thus for the general public to be educated about their uses and what can offer them. It is needed because wireless technology is affording the general public a wealth of benefits.

11 Initial Project Plan The initial project plan will be considering; Phase 1 - Initial audit of all necessary material Phase 2 – start building the Second Life showcase Phase 3 – Collecting the necessary knowledge to develop the booklet Phase 4 – Collecting the necessary content of the booklet and showcase Phase 5 – Putting everything together Phase 6 – Collecting feedback on the booklet Phase 7 – Carrying out any needed enhancements Phase 8 – Final Report

Gantt chart Network Flow Diagram

Activity Network Financial Budget The financial budget includes the necessary money needed to produce the booklet and the Second Life showcase.

Period Total Budget

Booklet Unit Period £20

Second Life 1000 Linden dollar (L$) Unit Period Showcase = £3

Change Budget A 10% extra cost can be added as Change Budget such that the project manager has assigned control within this margin to control changes in the project’s scope.

Resource Requirements  Facilities must available when needed  Group members should enjoy at least the necessary skills and competency requirements to carry on the assigned tasks  Access to Second Life’s University of Bedfordshire area  Basic knowledge of research methods and resource usage  Money must be provided in the Second Life for the group to build the showcase  Facilities should be provided. This includes meeting rooms, computers, ability to install or obtain needed software and other.

Specific Resources Money must be provided in the Second Life for the group to build the showcase. Second life software

Tolerance The final product can be in format slightly different than the supposed one. The showcase on Second Life can be less demanding than it is supposed to be.

Contingency Plans The project provide contingency plans in case the facilities are not available, group members can arrange other places to meet and use facilities. Running late can be moderated by producing less quality results while maintaining the requirements. Incase of emergency staff, such as if the project Leader is sick/ill, so team leader will take his place as Project Manager and if team leader is sick/ill then one of the team member will take his place to lead the other members.

12 Initial Risk Log Item Risk category Probability Impact (Time, quality, benefit, resources) Internal resources Organisational High High – T, Q, B, R (Group) External resources – Technology Med High – T, R computer facilities Lack of integration of the Organisational Med High – Q, B group (Group) Possible lack management Organisational Med High – T, Q, B or staff commitment (Group) Poorly defined service Organisational Med High – T, Q, B objectives or goals (Group) Lack of clarity about Organisational Med High – T, Q, B business needs (Group) Lack of representative user Organisational Med High – T, Q, B, R commitment to define (Group) requirements Resistance to change Organisational Med High – T, Q, B, R (Group)

An improvement model will be used to develop each deliverable to ensure quality.