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Plymouth City Council Project Management System Project Brief

<Project Title> Project Brief


Purpose of this document
To provide a firm foundation for the initiation of the project. If approval is given to proceed to production of a Capital Programme Business Case (CPBC), the Project Brief is extended and refined into the Project Execution Plan. For construction projects, the Project Brief is a formal statement of the objectives and functional and operational requirements of the finished project. It should be in sufficient detail to enable the construction team to execute the design and specification of the work and is therefore an essential reference for the construction team. The Project Brief is a key document in its own right. It is the basis of the Project Initiation Document, which gives the direction and scope of the project and forms the 'contract' between the project team and corporate or programme management. Any significant change to the material contained in the Project Brief will thus need to be referred to corporate or programme management. For construction projects the Project Brief is a key component of the Project Execution Plan.

Fitness for purpose content:


Does the Project Brief accurately reflect the mandate for the project? Does it form a firm basis on which to initiate a project? Does it indicate how the customer will assess the acceptability of the finished product(s)?

The Project Brief is to be developed between the Client SRO and the Portfolio Manager and should be approved by the Project Board as the basis for the scheme.

Document History
Revision History
Revision date 08/09/09 Author John London Summary of Changes Locked form & inc develop and update sections New Version Ref: V1.1

Distribution History
Name Title Date of Issue Version

Project Services team Page 1 of 14 Filename: 144267160.doc Comments:

Status: Final Author: John London

Page 1 of 14 Date of Issue: 09/05/2013

Plymouth City Council Project Management System Project Brief 1. Project Appraisal Stage.....................................................................................................2 2. Project Proposal Stage......................................................................................................3 3. Project Design Stage.........................................................................................................4 4. Project Particulars..............................................................................................................6 Introduction.........................................................................................................................6 Aim/Vision...........................................................................................................................6 Outcomes...........................................................................................................................6 Scope:.................................................................................................................................6 Objectives, Outputs & Targets: .........................................................................................6 Project Success Criteria.....................................................................................................7 Key Assumptions ...............................................................................................................7 Constraints.........................................................................................................................7 External Factors.................................................................................................................7 Project Brief Deliverable Items...........................................................................................7 (Inter)dependencies............................................................................................................7 Key Milestone Dates: .......................................................................................................7 Key Risks: ..........................................................................................................................7 Stakeholders.......................................................................................................................8 Communications.................................................................................................................8 Quality.................................................................................................................................8 Other Comments:...............................................................................................................9 5. Finance...............................................................................................................................9 6. Proposed Project Team...................................................................................................10 7. Approval...........................................................................................................................10 Appendix A Project Brief Deliverables..............................................................................13

1. Project Appraisal Stage


The Project Manager will prepare the Project Brief following ongoing consultation with the Client Lead, which will typically include information on budgets/costs, timing, technical, contractual, legal, safety, fire, disability requirements, planning/building consents, energy management and servicing/maintenance issues. Refer to Project Brief Template for Project Brief Standard Format & Contents. Responsibility: Project Manager Output: Project Brief The Project Manager shall produce a briefing report on the requirements of a feasibility study and complete an Initial Project Proposal to allocate funds for a feasibility study to be completed. The report should include the following sections: Description of facility Roles and responsibilities Communication
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Plymouth City Council Project Management System Project Brief


Extent and deliverables of the study Reporting requirements Procurement strategy Programme

Responsibility: Project Manager Output: Business Case Prior to proceeding to Gateway Review No.1 the Project Manager shall ensure that the project has been categorised as a major or minor works project. Responsibility: Project Manager Output: Project Category The Project Manager will undertake an initial risk assessment and develop the Risk Register. Responsibility: Project Manager Output: Risk Register For each viable proposal/option a financial appraisal is to be completed in order to clearly identify the optimum business solution. This should include cost estimates for each construction solution and allowances against some of the risk identified. This information will be fed into an updated business case for approval by the Project Client. Responsibility: Project Manager Output: Updated Business Case

2. Project Proposal Stage


The Project Manager will update the Project Brief following the outcome of the previous stage. At this stage the following items should have been considered and finalised: Operational requirements and any functional relationships Size of the facility, i.e. physical area Specific technical requirements, e.g. design life, performance standards, procurement strategy and alignment with framework agreements Formal communication structure

The brief will be submitted to the Project Client for approval.

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Plymouth City Council Project Management System Project Brief


Responsibility: Project Manager Output: Updated Project Brief The Project Manager shall also establish/update the Risk Register and review the status of the risk items as part of the monthly/stage reporting. Responsibility: Project Manager Output: Updated Risk Register The business case will be revised to match the updated elemental cost plan. This is a progressive task as various elements of the design are developed and their specification finalised. Progressive approval for the Project Client should be obtained. Responsibility: Project Manager Output: Updated Business Case

3. Project Design Stage


The project manager will update the Project Brief following the outcome of the previous stage. At this stage the following items should have been considered and finalised: Functional layouts Circulation/operational strategy Phasing/Demolition/Decanting Strategies Design Concept and Proposed Services Strategy Procurement Strategy

The brief will be submitted to the Project Client for approval. Responsibility: Project Manager Output: Updated Project Brief The Project Manager shall also establish/update the Risk Register and review the status of the risk items as part of the monthly/stage reporting. Responsibility: Project Manager Output: Updated Risk Register The business case will be revised to match the updated elemental cost plan. This is a progressive task as various elements of the design are developed and their specification finalised. Progressive approval for the Project Client should be obtained.
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Plymouth City Council Project Management System Project Brief

Responsibility: Project Manager Output: Updated Business Case

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Status: Final Author: John London

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Plymouth City Council Project Management System Project Brief

4. Project Particulars
Project title: References1: Directorate: Ward: Service: Introduction
Brief outline of any background to Project / (business / political) context. Include brief outline of rationale, who commissioned by, drivers etc. Where does it fit within wider Council Priorities):

Aim/Vision
Brief description of the Aim or Vision of the Project (where appropriate link to Programme strategic vision):

Outcomes
Brief description of all key Project-level outcomes which will be / are required to achieve the aim / vision. Statement of key benefits expected):

Scope:
What is in the scope of the Project? What is not in the scope of the Project?

Objectives, Outputs & Targets:


What Objectives, Outputs and Targets will this Project deliver include list key Deliverables and products (with date/s)?

Reference Number(s) applied by Department for Project Tracking Project Services team Status: Final Page 6 of 14 Filename: 144267160.doc Comments: Author: John London

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Plymouth City Council Project Management System Project Brief Project Success Criteria
By what / what criteria will allow us to confirm that the Project has delivered all of its Objectives, Outputs etc, etc i.e. link to measures of achievement of objectives, outputs & targets?

Key Assumptions
Include details of any key Project-level assumptions made during planning / on which plans etc are based State level of confidence

Constraints
Include any know difficulties / constraints (e.g. legislative compliance issues etc) that Project may well be liable to.

External Factors
Brief descriptions as to what external factors (e.g. Government reform, No.10 scrutiny, Spending Reviews, Efficiency Review, etc) that may impact on Project scope etc Also assess how and what you are doing may impact on externals?

Project Brief Deliverable Items


Provide deliverables as outlined in Appendix A.

(Inter)dependencies
Are there potential overlaps with other Delivery Programmes (or constituent Sub-Programmes or Projects) where ownership or issues etc needs to be clear? Are there any interdependencies with i.e. what do we need from others / what do they want from this Project again need to identify who owns etc: Other organisation Projects and/or Programmes etc Other Departments / external Programmes or Projects?

Key Milestone Dates:


What are the key Milestone Dates that need to be tracked? (detailed Project milestone (and task) plan should be attached as Annex as an MS Project GANTT chart)

Key Risks:
What are the key risks to the Project? - these should be attached (as an Annex) as a register and should include details of identified /developed countermeasure/s and any developed contingency plans (latter may well be developed as separate detailed contingency plan) Include short description of how risks to be managed and any escalation (to sub Programme/Programme -level etc) routes / lines Include review of assumptions i.e. what happens if assumptions proved wrong?

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Plymouth City Council Project Management System Project Brief

Key Issues:
What are the live Project issues? These are problems which are an issue now and need fixing. (Detailed issues register should be attached as an Annex) Again include short description of how to be managed / escalation lines etc.

Structure (i.e. Governance & Accountabilities) :


Detail how Project to be structured / governed i.e. by Project Board (include details (as Annexes) of constitution /membership; Structure; Terms of Reference; reporting formats and cycle/s; include details of meetings on Project plan as management milestones) Attach Project organisation /structure diagram as Annex (include contact details of key roles i.e. SRO, Project (and appropriate) Support) Manager and key Project / partner leads). If Project fits within larger Programme then outline fit into wider Programme structure Detail / name: Project SRO (if appropriate) Project Director Portfolio Manager

Stakeholders
Who are the Projects key stakeholders / delivery partners Indicate / assess level of interest? Identify key stakeholders. (Suggest construct stakeholder map - including key named contacts and attach as Annex.) How will they be managed / kept in the loop / consulted (links to Communications see below)

Communications
Brief details of how Project-level communications are to be run / operate etc i.e. who, what, who? (may be complimented as more detailed/separate Project Communications Plan / Strategy document (if required/not covered by strategic Programme-level plan etc).

Quality
Brief description as to quality management / assurance Evaluation plan

Current Status of Project and Plans:


How far have you got with setting up your Project arrangements and creating plans?

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Plymouth City Council Project Management System Project Brief Other Comments:

5. Finance
Cash flow projection:
Apr 0 0 0 0 0 May 0 0 0 0 0 Jun 0 0 0 0 0 Jul FY08/09 0 FY09/10 0 FY10/11 0 FY11/12 0 FY12/13 0 Aug 0 0 0 0 0 Sep 0 0 0 0 0 Oct 0 0 0 0 0 Nov Total: 0 Total: 0 Total: 0 Total: 0 Total: 0 Overall Total: Dec 0 0 0 0 0 Jan 0 0 0 0 0 Feb 0 0 0 0 0 Mar 0 0 0 0 0

Note: Retention will be accrued in the last month of the financial year in which the scheme completes

Revenue Costs: (Provide details of any ongoing revenue commitment attributable to the scheme)

Comments:

Funding Sources: (give details below and confirm status of funding e.g. secured and approved,
conditional, etc)

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Plymouth City Council Project Management System Project Brief


Financial Year 10/11 11/12

Funding Source

08/09

09/10

12/13

Capital Receipt Grants1, Contributions & S.106/Development Tariff2 Unsupported borrowing Supported borrowing Revenue3 Other* Other* Total 1 Provide details below of any time barring on grant funding 3 Confirm status of revenue funding below, provide details of any increase required to the revenue budget.

Future Years

Total

Comments:

6. Proposed Project Team


Corporate Director

Head of Service

Senior Responsible Officer

Accountable Project Officer

Finance Officer

Comments:

7. Approval
Departmental
Project meets the detailed requirements of the Department and the strategic requirements of the Council, financial implications are understood and supportable:
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Plymouth City Council Project Management System Project Brief


Signed: Date: Comments: Head of Service on behalf of DMT

Stakeholder Name, Title and Role in Project:


Project meets the detailed requirements of the Department and the strategic requirements of the Council, financial implications are understood and supportable: Signed: Date: Comments:

Stakeholder Name, Title and Role in Project:


Project meets the detailed requirements of the Department and the strategic requirements of the Council, financial implications are understood and supportable: Signed: Date: Comments:

Stakeholder Name, Title and Role in Project:


Project meets the detailed requirements of the Department and the strategic requirements of the Council, financial implications are understood and supportable: Signed: Date: Comments:

Stakeholder Name, Title and Role in Project:


Project meets the detailed requirements of the Department and the strategic requirements of the Council, financial implications are understood and supportable: Signed:
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Plymouth City Council Project Management System Project Brief


Date: Comments: A manually signed electronic copy of this form is to be retained by the Project Manager to be kept in the electronic project file.

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Plymouth City Council Project Management System Project Brief

Appendix A Project Brief Deliverables


Project Brief - Deliverable Items A1(Prelim Brief), C1(Stage C Brief), D1(Stage D Brief) The following table summarises information which, if applicable, should be included within the Project Brief Document. Deliverable A1 C1 D1 Project Brief - Typical x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x
1 - Required Space and Function a thorough description of the function or use, including quality standards the number of rooms and/or open areas required additional access, area for maintenance of equipment the numbers of people involved the space required for each activity the required minimum floor to ceiling height of each space frequency of use - continuous, permanent, or intermittent in hours or days special equipment, function, type, size, weight any requirement for future flexibility or expansion statutory and corporate safety requirements 2 - Services required by each function telecommunications - BT, Mercury and satellite communications air conditioning ventilation, extract lighting power - low voltage, high voltage, vacuum piped gases effluent treatment wastes water - potable, treated, H&C heating/steam IT public access fibre optic links 3 - Environmental control temperature, air changes, pressure zones, dust and particle control, fume extraction, bacteria control 4 - Cleanliness standards desired / required standards of cleanliness throughout area 5 - Environmental conditions desired / required environmental standards throughout area 6 - Security privacy soundproofing safety - theft, access, egress, fire, CCTV 7 - Hazardous activities radiation pollution chemicals bacteria vibrations 8 - Wall, floor, ceiling finishes specify standards and specific type of finishes required
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Plymouth City Council Project Management System Project Brief


9 - Relationships relationships with which room/activity/function define if room/activity/function is associated 10 - Interrelationship between function and local environment Interrelationships between function and local environment 11 - Facilities provided by others services - type, quantity, volume waste treatment storage component/material supplies computing, data people movement access, egress, size, shape, flow rates 12 - Environmental factors impact on landscape security visual appearance access delivery vehicles - size, shape, frequency, time parking - permanent, visitors protection against pollution of the environment planning restrictions - constraints, public enquiry, conservation areas, listed buildings, preservation orders, rights of light requirements of statutory authorities and services companies site surveys of available sites

x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x

x x x x x x x x x x x x x x x x x x x x

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