PROJECT INITIATION DOCUMENT TEMPLATE

Introduction

The template is designed to prompt the Project Manager and help in the creation of
the Project Initiation Document. The information for the Project Initiation Document
is extracted from the Start Up and Initiating a Project Processes which are part of
the PRINCE2 Method of Project Management which we will be looking at in more
detail in the IPPM Theme sessions in early 2007.

Entering the [....] text

When the template is complete, the complete Project Initiation Document should be
used in the Stage 1 - Group Presentation of the Assignment. Prior to printing, or
copying for use in your presentation, you should delete all [....] prompt text.

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 upon the Project Brief

The Italic Text

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

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 identify the Project Owner/Sponsors
to whom Project Progress reports are submitted?

 Do the controls cover the needs of the Project Owner/Sponsors, Project

Manager and Team Managers?

 Do the controls satisfy any delegated quality assurance requirements?

PROJECT INITIATION DOCUMENT (PID)

Project: INSTALLMENT A WEB BASED

CONTENT MANAGEMENT SYSTEM

Release:

Date:

P.I.D.Author:

Project SUCCESSFUL SOLUTIONS

Owner/Sponsor:

Project Client: TORK UK LTD

Document Ref:

Version No:
 Insert Project Name
Project Initiation Document
Date: 16 December 2014
1 Project Initiation Document History

1.1 Document Location

This document is valid only on the day that it is printed.

1.2 Revision History

Date of this revision:
Date of Next revision:

Revision Previous Summary of Changes Changes marked

date revision
date
First issue

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

1.4 Distribution
This document has been distributed to:

Name Title Date of Version

Issue

Page 2
 Insert Project Name
Project Initiation Document
Date: 16 December 2014
2 Table of Contents

Page

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 Constraints
5.7 Interfaces
5.8 Assumptions

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

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 Insert Project Name
Project Initiation Document
Date: 16 December 2014
Project Initiation Document

3 Purpose of Document
The purpose of this document is to define the project, to form the basis for its
management and the assessment of overall success.

4 Background
[Explaining the context of the project and how we have arrived at the current position of
requiring a project]

The project is about introducing the latest developments of computer technology

to the company, as it is has old fashioned systems that, instead of helping the
employees, they make their working life more difficult. These systems are
command driven, slow and have monochrome screens. The database is too big to
be handled. There is no specific, skilled IT personnel. Sales orders are placed
verbally and the whole process is paper driven. Order-picking is manual. Up to
now there has been no solution to all these because there was not a chance of
assistance from the company that supplied the IT system, as they have
bankrupted.

5 Project Definition

5.1 Project Objectives

[Specifically what is required to be achieved by the project expressed, wherever possible,
in measurable terms. It is often helpful to identify separate objectives for the project itself
(e.g. target dates, expenditure profiles) and the project outcome (what the end-product is
required to deliver during its life)]

1.To connect every department within the main site in Lutterworth and then
connect all three sites between them and the 6 outlets. (intranet)
2. To develop a web site and an online catalogue
3. To install a stock control system (JIT, bar code)
4. To create IT department (one manager and 5 employees chosen from the
manager)
5. To train the staff to use all the new technology

5.2 Defined Method of Approach

[Which is how the work of the project is going to be approached e.g. if the project will be
managed using the solution be to buy ‘off the shelf’, ‘made to measure’, developed in-
house etc]

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 Insert Project Name
Project Initiation Document
Date: 16 December 2014
Some of the objectives will be managed “made to measure” (JIT system, intranet)
and other will be developed in-house (training, web site)

5.3 Project Scope

[Essentially what is ‘in’ and what is ‘out’ of the project. A simple “scoping diagram” may
be appropriate]

5.4 Project Deliverables and/or Desired Outcomes

[A list of the expected and required Deliverables/Products/Outcomes that the proposed
project must create or acquire]

1. Minimize the time process (fast processors)

2. Faster order placement = more sales per day= more money
3. JIT system : reduce stock = release capital and space & improve quality of
the products (the products do not stay long in the warehouse before
distribution)
4. Easier and faster way to do the jobs = happier staff
5. On line catalogue = new aspect of sales = more money
6. Better communication between the departments

5.5 Exclusions
[What is not included in the project]

5.6 Constraints
[Restrictions on time, resources, funding and/or the eventual outcome – a statement of
the ‘no-go’ areas for the project]

Training of staff might take longer than planned.

Recruitment of the department also might take longer (difficulty in finding the right
people). As a result, salaries may exceed the budget (the “right” employee is more
expensive)

5.7 Interfaces
[If the project is part of a programme what impact will it have on that programme and vice
versa]

5.8 Assumptions
[Similar to Constraints but more ‘expectation’ than ‘restriction’]

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 Insert Project Name
Project Initiation Document
Date: 16 December 2014
6 Project Organisation Structure

6.1 Project Management Team Structure

6.2 Job Descriptions

7 Communication Plan
[See separate Communication Plan Template]

8 Project Quality Plan

[See separate Project Quality Plan Template]

9 Project Controls
[Laying down how control is to be exercised within the project and the reporting and
monitoring mechanisms that will support this; it will include an “exceptions” process]

10 Initial Business Case

[Explaining why the project is being undertaken]

11. Initial Risk Log

[Documenting the results of the risk analysis and risk management activities]

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