pid template - trinity college, dublin€¦ · web viewpid template. university of dublin....

University of DublinTrinity College

Information Systems Services

Project Initiation Document (PID)

Author(s)DateVersion

Version History

Version Reason for Amendment Date

ISS PO Document Approval

Name Role Date Version

Business Area & ISS Document Approval and Sign-Off

Name Role Signature Date Version

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Table of Contents

1 Document Control....................................................................................................51.1 Purpose of Document.....................................................................................................51.2 Project Name and Identifier............................................................................................51.3 Document Location.........................................................................................................51.4 Distribution......................................................................................................................51.5 Audience..........................................................................................................................51.6 Definitions........................................................................................................................51.7 References.......................................................................................................................6

2 Introduction..............................................................................................................72.1 Background.....................................................................................................................7

3 Project Definition......................................................................................................83.1 Project Objectives...........................................................................................................83.2 Scope of Project..............................................................................................................8

3.2.1 In scope.....................................................................................................................83.2.2 Out of Scope..............................................................................................................8

3.4 Constraints......................................................................................................................83.5 Dependencies..................................................................................................................83.6 Assumptions....................................................................................................................8

4 Project Costs............................................................................................................94.1 Project Budget.................................................................................................................94.2 Payment Schedule..........................................................................................................9

5 Project Plan.............................................................................................................105.1 Project Approach..........................................................................................................105.2 Phases and Activities...................................................................................................105.3 Milestones and Deliverables........................................................................................105.4 Implementation Plan.....................................................................................................10

6 Project Organisation..............................................................................................117 Project Controls.....................................................................................................12

7.1 Roles and Responsibilities..........................................................................................127.2 Project Team and Project Review Meetings...............................................................127.3 Reporting.......................................................................................................................127.4 Change Management....................................................................................................12

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7.4.1 Raising change requests.......................................................................................127.4.2 Change Management Roles...................................................................................127.4.3 Measuring change requests..................................................................................12

7.5 Project Tolerances........................................................................................................127.6 Project Issues................................................................................................................137.7 Configuration Control Plan..........................................................................................13

8 Project Quality........................................................................................................148.1 Acceptance Criteria......................................................................................................148.2 Quality Responsibilities...............................................................................................148.3 Quality Standards.........................................................................................................14

9 Risk Management...................................................................................................1510 Communications Plan..........................................................................................16

10.1 Communications Management Plan.........................................................................1610.1.1 Stakeholders and their information requirements............................................1610.1.2 Communication mechanisms to be used...........................................................1610.1.3 Key elements of information to be distributed..................................................1610.1.4 Roles and responsibilities of staff responsible for communication................16

11 Benefits.................................................................................................................1711.1 Benefits to be realised during the life of the project............................................1711.2 Benefits to be realised after the life of the project...............................................17

Appendices................................................................................................................18A Glossary of Terms........................................................................................................18B Detailed Cost Benefit Analysis....................................................................................18C Relevant Technical Data..............................................................................................18D Risk Log.........................................................................................................................19E Issue Log.......................................................................................................................20

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1 Document Control

1.1 Purpose of DocumentThe purpose of this document is to adequately define the project and provide a basis for its management and assessment of its overall success. It must demonstrate that the project has a fundamentally sound basis before gaining project board commitment.

1.2 Project Name and IdentifierState the project name as allocated by the IS Services Project Office. The unique project identifier code (Remedy Change Control Log – INC replaced with P) associated with this proposed tranche of work

1.3 Document LocationThe electronic master version of this document is located in ….. The business proposal document is located in ….

1.4 DistributionThis document has been distributed to:

Name Role Date Version

1.5 AudienceState below this box who should read the document and also who should or must apply it. In particular, state who should approve its contents and who is expected to produce any known children documents, such as a Statement of Requirements.

1.6 DefinitionsInclude below any major definitions which affect the understanding of the whole document. Where more than just a few definitions are needed for the document, a Glossary of Terms Appendix may be used and merely be referred to here.

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1.7 ReferencesList any external references used in the document.

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2 Introduction This template provides standard contents for the Introduction sections of documents. Not all sub-sections are mandatory and may be deleted, and additional sub-sections may be included.

2.1 Background This section will give a history of the Project from its inception. It will give details of why and how the idea for the project came about and the way it was developed. State whether the project is a stand-alone activity to fulfil a particular need or whether it is part of a larger programme.

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3 Project Definition This section will cover the expected achievements, the extent of the Project and its boundaries.

3.1 Project ObjectivesThis section should define the Objectives of the project (measurable where possible) - what is the eventual outcome intended to be? It is recommended that these are explained in business terms rather than technical terms.

3.2 Scope of Project

3.2.1 In scope A definition of the exact responsibility of the project.

3.2.2 Out of ScopeA definition of what is specifically NOT the responsibility of this project.

3.3 DeliverablesA complete list each of the main deliverables of the project.

3.4 ConstraintsWhat constraints have been placed on the project to include such areas as finance, time, space, methods to be used, legal requirements?

3.5 DependenciesDetail any dependencies on other pieces of work /projects or organisations that may impact this project.

3.6 Assumptions What assumptions have been made about this project?

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4 Project Costs

4.1 Project Budget What is the budget for this project?

4.2 Payment Schedule

Stage Date Value €

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5 Project Plan

5.1 Project Approach The approach to the project will deal with the high level steps needed to achieve the desired results and the main mechanisms for execution of these steps.

5.2 Phases and Activities This section details the main phases of the project and the activities in each phase.

5.3 Milestones and Deliverables What will actually be delivered by this project or the intended outcomes from the project, as appropriate?

5.4 Implementation PlanThe plan should include a project Gantt chart, and a resource plan in terms of the people involved. In addition there will be a narrative describing briefly, the main activities and stages involved in the delivery of the project.

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6 Project Organisation The names and roles of those involved with the project to include as a minimum the Project Sponsor, the Project Manager and representatives of the Users. .

Role Name

Project SponsorSteering Committee Membership

Project ManagerProject Team Members

Business Area Senior Manager

Business Area System Support Manager

ISS System Expert

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7 Project Controls This section covers how the project is going to be governed in terms of roles and responsibilities, reporting responsibilities, change management and issue management.

7.1 Roles and Responsibilities

7.2 Project Team and Project Review Meetings

7.3 Reporting A detailed description of the reporting requirements for the project in terms of reporting to the Project Board, Sponsor and Projects Office.

7.4 Change ManagementThe method by which change management will operate. This should include how changes are requested, processed and rejected or approved if so how they will be implemented.

7.4.1 Raising change requests

7.4.2 Change Management Roles

7.4.3 Measuring change requests

7.5 Project Tolerances These tolerances should be stated for both the time and money aspects of a project. They should signal the amount of variance allowed from the actual project estimates before Project Board Intervention is required. It must be remembered that this is a measure to trigger intervention it should not be taken as an allowable overrun or overspend.

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7.6 Project Issues This section should include how issues will be dealt with throughout the life of the project. An Issue Log should be kept to record information on each of the issues arising (see below) and a process for recording, owning, communicating and dealing with issues should be articulated here.

The Issue Log should be maintained as a separate project document throughout the life of the project.

A copy of the Issue Log to be maintained is included in Appendix E.

7.7 Configuration Control PlanThe Configuration Control Plan should specify the procedures to be followed for the control of the Project Documentation. This should include the likely files to be set up and the mechanisms for keeping status documents updated, and for the filing of quality review results etc.

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8 Project Quality This section will cover the approach to Quality Control and Assurance for the project. Detailed here will be the formal review dates, the expected approach and any key Quality Plan should include:

8.1 Acceptance CriteriaA measurable definition of what must to be done for the deliverables to be acceptable to the customer.

8.2 Quality Responsibilities The roles and names of those responsible for Quality on the project.

8.3 Quality Standards Any applicable standards processes or procedures to which the project must comply.

8.4 Control and Audit Processes A description of the Quality reviews that will be carried out during the life of the project including who will be carrying out these reviews and at what stages this will occur.

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9 Risk Management A risk is defined as an uncertain event or set of events that could have an effect on the project. These should be identified and placed in a Risk Log. The risk should be rated in terms of their probability and impact and proposals in place for managing the identified risks.

The Risk Log should be maintained as a document separate from the PID. This section should outline how risks will be identified, recorded, rate and managed throughout the life of the project. A copy of the Risk Log is included in Appendix D.

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10 Communications Plan

10.1 Communications Management PlanThis section describes how communications will be managed on the project and how project stakeholders will be kept informed during the project.

10.1.1 Stakeholders and their information requirements

10.1.2 Communication mechanisms to be used

10.1.3 Key elements of information to be distributed

10.1.4 Roles and responsibilities of staff responsible for communication

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11 Benefits In this section, list each of the main benefits to be realised from the project and for each give a brief description, benefit type (whether financial or non-financial), realisation timescale, owner and an explanation of both value of benefit and how this will be measured.

11.1 Benefits to be realised during the life of the project Use a new table for each benefit.

Key Benefits to be realised from the Project

Benefit 1

Benefit description: the benefits expected who will be impacted

(positively or negatively) dependenciesBenefit typeF = FinancialNF = non-financial

Timescale of realisationDuring or after the project (how long after)

Owner & Reporting

Benefit measurement Indicate the expected value of the benefit and how it will be measured

11.2 Benefits to be realised after the life of the project

Key Benefits to be realised from the Project

Benefit 2

Benefit description: the benefits expected who will be impacted

(positively or negatively) dependenciesBenefit typeF = FinancialNF = non-financial

Timescale of realisationDuring or after the project (how long after)

Owner & Reporting

Benefit measurement Indicate the expected value of the benefit and how it will be measured

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Appendices

A Glossary of Terms

B Detailed Cost Benefit AnalysisOptionally include a cost benefit analysis if the PID is the only document included in a submission for financial approval.

C Relevant Technical Data

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D Risk Log

Risks

# Risk Category

Risk Description Probability1 – Low2 - Med3 - High

Impact1 – Low2 - Med3 - High

TotalP x I

Risk Management / Mitigation Owner Timeline

<Project or Programme>

<insert full description of risk> <what mitigation steps have been taken? Include date of any update in text>

<all risks need owner>

<timeline when risk is valid>

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E Issue Log

Issues

# Issue Category Priority1 – High2 – Med3 - Low

Description Update Owner Due Date

<Scope/Timeline/Resources/Technical>

<P1- P3> <insert full description of issue here> <insert running update here, include date of update in text>

<Who owns issue?>

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pid template - trinity college, dublin€¦ · web viewpid template. university of dublin....

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