Project initiation documentation: Difference between revisions

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{{Short description|Crucial process of a business project}}

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{{Technical|date=April 2017}}

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{{more citations needed|date=April 2017}}

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The '''project initiation documentation''' ('''PID''') is one of the most significant [[Artifact (project management)|artifacts]] in [[project management]], which provides the foundation for the business project.

The project initiation documentation bundles the information, which was acquired through the [[PRINCE2#Seven Processes|starting up a project]] (SU) and initiating a project (IP) processes in a [[PRINCE2]] controlled project environment. PRINCE2's 2009 renaming "document" to "documentation" indicates a collection of documentation that has been collected up creating a project rather than all the information in the system.{{According to whom|date=April 2017}}

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== Project initiation documentation in terms of PRINCE2 ==

The project initiation documentation is a [[PRINCE2]]<ref>{{Cite web |last=Schwartz |first=Brenna |date=2023-07-26 |title=How to Create a Project Initiation Document (Template Included) |url=https://www.projectmanager.com/blog/project-initiation-document |access-date=2024-11-23 |website=ProjectManager |language=en-US}}</ref> term representing the plan of approach in project management. It is assembled from a series of other documents, including the [[business case]], the [[terms of reference]], the communication plan, the [[risk register]], the project tolerances, the [[project plan]], and any specific project controls or inspections as part of a departmental quality plan or common project approach. The project initiation documentation represents a detailed version of the basic project start-up document called the [[project brief]].

The project initiation documentation bundles together documentation to form the logical document that brings together all of the key information needed to start and run the project on a sound basis. It should be conveyed to all stakeholders and agreed and signed off by the [[Executive sponsor|business sponsors]]. In short, this is the, "who, why, and what", part of the project. It defines all major aspects of a project and forms the basis for its management and the assessment of overall success. The project initiation document builds upon the business case (if it exists) using the information and analysis data produced during initiation activities.<ref>[http://www.pmhut.com/project-initiation-and-the-project-initiation-document-pid Project Initiation and the Project Initiation Document] - ''Retrieved on June 3, 2010''</ref>

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=== Purpose ===

The purpose of the project initiation document is to capture and record basicimportant information needed to correctly define and plan the project. The project initiation document should expand upon the [[project mandate]], and state what the project is aiming and planning to achieve, and the reason for the importance of meeting these aims. It also contains the list of people who are participating in the project development from the very beginning until project closure, along with their roles and responsibilities. The project initiation document also includes the date when the project initiation documentation was approved by the project board. The project initiation document is not regularly updated during project stages. Any revisions or updates which are needed are to be done at the end of the each stage in order to incorporate detailed milestones for the next steps. The project initiation document is the basis of decisions taken for the project and it is unhelpful when the document is queried or altered at a later stage with no reference to why, by whom or when.<ref>Purpose of PID and Related documents, .http://www.my-project-management-expert.com/writing-a-project-initiation-document-intro.html</ref>

=== Project scope statement ===

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=== Project background ===

The ''project background'' establishes why and how the project was created. Phase 1 of the project will deliver the online functionality required together with the changes to the necessary business systems impacted, whilst phase 2 will deliver the digital rights management and real-time advert insertion. The person, who has played a pivotal role in project participation should be mentioned in this section of the project initiation document. It is a rational way of make the specific project above others emphasizingemphasising the attention of participation of most active candidate of a team. It is because someone important within the company wants to see it. The result should be that the [[Resource (project management)|resources]] and equipment are made available to you to ensure your project happens.<ref>Project Backgrounds in Terms of PID, http://www.my-project-management-expert.com/writing-a-project-initiation-document-background.html</ref>

=== Assumptions, dependencies and constraints ===

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</ref>

=== OrganizationOrganisation and governance ===

In order to complete the organizationorganisation stage, the team needs to complete the [[organizational chart|organization chart]]. A project may be achieved by a cross-functional team with experienced representatives from multiple departments including development, interactive, test, networking, infrastructure and business systems, security and marketing. The involvement of the different areas will vary as the project progresses of the initial project.<ref>Project Organization and Governance, http://www.my-project-management-expert.com/writing-a-project-initiation-document-governance.html

</ref> The SMG (Senior Management Group) will be notified of key findings and developments.<ref>Draft Project initiation Document, https://www.rbkc.gov.uk/pdf/jsna_pid.pdf</ref>

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=== Quality plan ===

''Project quality plan'' is usually written by the IT quality assurance (ITQA) and identifies aspects which will be delivered as part of a project (''baselined project plan'', ''[[business requirements]]'' (BRS), ''[[Useuse case|use cases]]s'', ''[[High-level design|high level design]]'' (HLD), ''[[Software requirements specification|software requirements spec]]'' (SRS), ''test scripts'', ''test report'', ''post development review'' (PDR), ''stage assessments'' in a ''project quality plan''). The ITQA also determines when the ''end stage assessment'' (ESA) will be taking place. These are basically checkpoints during the life of the project which ensure that a quality product is being delivered. ESA's implies the meeting where considering the baselined project plan to ensure that it is up to date and on [[Schedule (project management)|schedule]], project management reports, project workstream checkpoint reports, team meeting minutes, actions and agenda, [[Project risk management|project risk]] and [[Issue log|issues log]], and a quality plan tip.<ref>Project Quality Plan, http://www.my-project-management-expert.com/writing-a-project-initiation-document-quality-plan.html</ref>

=== Initial project plan ===

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For a project initiation document it is sufficient to include the place, which emphasize on main phases and activities of the project.

The success of the project initiation document and the whole project can build up on visual aspects such as graphics, as a way of galvanizinggalvanising better visual memorizingmemorising of the project.

Risks are needed to be identified before they appear as a problem within the whole project. The problem could be resolved by creating the list of top projects' risks and what precautionary measures have to be taken.

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The financial side of the project is needed to be considered. The project initiation documentation scheme needs to be included along any budgetary constrains and provided the assumptions the team used when they [[Estimation (project management)|estimate]] as well as details about how often the review will be estimates. The important aspect should avoid isolations, as it might cause mistakes such as spelling or jargon.

In order to improve the project initiation documentation, a presentation could be created, identifying and emphasizingemphasising on main points.<ref name=":0">What makes a perfect Project Initiation Document (PID)?, http://www.susannemadsen.co.uk/blog/what-makes-a-perfect-project-initiation-document-pid</ref>

==See also==