Project Initiation Document

Author:

Creation Date:

Most Recent Update:

Version:

Note: This is an example of the possible headings in a Project Initiation

Document (PID) with suggestions of elements to be included. This
example has been written with the implementation of an IT system
in mind. This document has been written as a summary of a small
number of Project Initiation Documents in use by organisations
within the United Kingdom.

Copy Number

1
1 Document Control

1.1 Change Record - Details of any changes to documentation.

Date Author Version Change Reference

1.2 Reviewers - Details of who has reviewed, edited, etc the documentation.

Name Position

1.3 Distribution - Details of where the documentation has been circulated to.

Copy Name Location

Number

Note: It is useful from a document control perspective to offer guidance at

this stage to holders of hard copy versions of the document to
ensure they write their name on the front cover.

2
Contents
1 Document Control
1.1 Change Record
1.2 Reviewers
1.3 Distribution

2 Introduction
2.1 Purpose of Document
2.2 Project Background
2.3 Scope and Application
2.4 Timescale
2.5 Implementation Decisions
2.6 Related Documents

3 Aims and Objectives of the Project

3.1 Project Objectives
3.2 Critical Success Factors

4 Scope
4.1 Scope of Project
4.2 Initial Phase
4.3 Details of Subsequent Phases
4.4 Scope Control

5 Constraints, Assumptions and Risks

5.1 Constraints
5.2 Assumptions
5.3 Risks - General
5.4 Risks - Interfaces, Integration and Data Conversion
5.5 Risks - Hardware, Software and Network
5.6 Risks - Scope, Project Management
5.7 Risks - Staffing

6 Relationship to Other Systems/Projects

7 Approach
7.1 Project Plans
7.2 Acceptance
7.3 Project Administration

8 Project Tasks, Deliverables and Milestones

8.1 Key Deliverables
8.2 Milestones

9 Control and Reporting

9.1 Risk and Issue Management
9.2 Change Control
9.3 Status Monitoring and Reporting
9.4 Progress Reporting
9.5 Staff Resources
9.6 Project Team
9.7 Project Roles and Responsibilities
9.8 Education and Training
9.9 Project Software/Tools
9.10 Project Environments
9.11 Software Backup Procedures and System Administration
9.12 Quality Reviewing
9.13 Test Strategy
9.14 Test Levels

3
9.15 Test Execution

10 Project Levels
10.1 Project - Strategic Level
10.2 Project - Management Level
10.3 Project - Operational Management Level

11 Potential Appendices:
A Workplan
B Other Roles & Responsibilities
C Detailed Functional Requirements

4
2 Introduction
2.1 Purpose of Document The purpose of this Project Initiation Document is to
define the scope and approach of the specific
Project.

Subsequent additions and enhancements to this

document are likely; therefore details of any
subsequent phases are included for reference
purposes where possible.

2.2 Project Background Where does the Project fit in with other related
projects, if any? How will the implementation be
conducted?

2.3 Scope and Application This document defines the following topics for Project
Management of the:
· Scope
· Objectives
· Approach
· Project Tasks, Deliverables and Milestones
· Control and Reporting
· Work Management
· Resource Management
· Quality Management
· Configuration Management
The document defines the implementation of the
Project for the defined scope as well as how to meet
the defined objectives using the defined approach.

2.4 Timescale Details of timescale for completion of the Project -

what's happening when?

2.5 Implementation Decisions What are the critical implementation decisions

applicable to this Project?

2.6 Related Documents Details of any documentation related to this Project.

3 Aims & Objectives of The Project

3.1 Project Objectives What are the objectives of the Project?

3.2 Critical Success Factors What are the success factors critical to meeting the
goals of this Project?

4 Scope
4.1 Scope of Project Details of the full scope of the Project and the extent
of any implementation

5
4.2 Initial Phase Details of what is involved in the initial phase of the
Project - implementation issues, etc.

4.3 Details of Subsequent Details of elements involved in future phases.

Phases

4.4 Scope Control Details on the management of changes to the

original scope identified.

5 Constraints, Assumptions and Risks

5.1 Constraints Identification of any constraints on the Project.

5.2 Assumptions Details of any assumptions made at the outset of the

Project.

5.3 Risks - General Identification of any general risks that may have an
effect on the Project's progress. The risks (and any
others identified later) may be tracked through a Risk
and Issue Management process.

5.4 Risks - Interfaces, Identification of risks and consequences and

Integration and Data proposed contingency measures.
Conversion

5.5 Risks - Hardware, Software Identification of risks and consequences and

and Network proposed contingency measures.

5.6 Risks - Scope, Project Identification of risks and consequences and

Management proposed contingency measures.

5.7 Risks - Staffing Identification of risks and consequences and

proposed contingency measures.

6 Relationship to Other Systems/Projects

Details of any other initiatives, projects and other organisational procedures,
agreements, etc that may have an impact on the success of the Project.

7 Approach
Details of the Project and management methodologies used.

7.1 Project Plans These can take several forms, including Gantt charts
and electronically derived documentation from
Microsoft Project and Excel, etc.

7.2 Acceptance Details of Project acceptance criteria (if applicable).

6
7.3 Project Administration Details of administrative arrangements - eg is there a
Project Co-ordinator in place - and/or Project
Administrator? Also, brief details on their main tasks
- eg Co-ordinator responsible for maintenance of
Project Plan.

8 Project Tasks, Deliverables and Milestones

8.1 Key Deliverables Details of task, what is the key deliverable and who
has responsibility for it?

Task Key Deliverable Responsibility

8.2 Milestones Details of dates of Target Milestones. Milestones for

subsequent phases (outside of initial scope) can, if
required, be documented here as for information
only.

Deliverable Phase Milestone Date

9 Control and Reporting

Details of Control and Reporting procedures.

9.1 Risk and Issue Management Details on how risks and issues will be evaluated and
logged and how appropriate management strategies
are identified and implemented.

9.2 Change Control Details of formal Change Control procedures. The

purpose of change control is to control the
acceptance or rejection of any proposed changes to
the scope of the Project in order to avoid
unnecessary risks associated with 'scope creep'.
Any amendment or deviation to the original Project
scope should be logged as an issue in a Project
Control Database. An impact analysis on the issue
will measure the impact of implementing the change
in terms of Time, Quality and Cost. The results of
the impact analysis will show whether a proposed
change is 'within tolerance' or whether it will impact
on key milestones.

9.3 Status Monitoring and Details of the Monitoring and Reporting of current
Reporting status of the Project can be discussed at regular
status updates.

7
9.4 Progress Reporting This can include the reporting of:
· Monitoring of progress against key milestones
determined by Project Plan,
· Managing training and consultancy expenditure
· Managing of resources - providing the
appropriate level of staffing and skills and the
appropriate facilities to support them.

9.5 Staff Resources What areas are to be covered? What experience is

required? How long for? Full time/part time?, etc.

9.6 Project Team Details on the make up of the Team.

9.7 Project Roles and Full list and description of roles within Project Team,
Responsibilities eg Implementation Manager, Developer, Co-
ordinator, Administrator, etc.

9.8 Education and Training Are the staff involved likely to be suitably qualified, or
is additional training required? Details should be
included here.

9.9 Project Software/Tools Details on software, operating system, etc.

9.10 Project Environments Where will the Project be based?

9.11 Software Backup Procedures Details of backup procedures, system administration

and System Administration and associated Quality Management.

9.12 Quality Reviewing The Project may appoint an External Assessor to

undertake periodic reviews of the Project.

9.13 Test Strategy How will the success of the agreed deliverables of
the Project be measured? Testing by groups of
experienced users with pre-defined scripts can prove
very useful.

9.14 Test Levels Details of the level at which Project phases will be
tested.

9.15 Test Execution Details of who is responsible for the execution of

appropriate testing - eg Implementation Team and
User Group.

8
10 Project Levels
10.1 Project - Strategic Level Details of Strategic Level elements - Project
Sponsor, Steering Board Members, Project Director.

10.2 Project - Management Level Details of Programme Management and any

associated Management Co-ordination Group if
appropriate.

10.3 Project - Operational Details of Project Manager - including main elements

Management Level of job.

11 Potential Appendices:
A Workplan
B Other Roles & Responsibilities
C Detailed Functional
Requirements