Project initiation documentation: Difference between revisions

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

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

[[File:Снимок экрана 2015-11-04 в 20.09.03.jpg|thumb|upright=2|The PID place in the Capital Project Initiation Chain.]]

The '''Project Initiation Documentation''' ('''PID''') is one of the most significant artifacts in [[project management]], which provides the foundation for the business project.

PIDThe project initiation documentation bundles the information, which was acquired through the [[PRINCE2#StartingSeven up a project .28SU.29Processes|Startingstarting up a project]] (SU) and Initiatinginitiating a Projectproject (IP) processes in a [[PRINCE2]] controlled project environment. PRINCE2's 2009 renaming Document"document" to Documentation"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}}

The Projectproject Initiationinitiation Documentdocument provides a reference point throughout the project for both the customer and the [[Projectproject Teamteam]].

A project initiation document often contains the following:

A Project Initiation Document often contains the following:<ref>[http://www.bizbodz.com/Management/Project-Management/how-to-write-a-Project-Initiation-Document-1.asp Writing a Project Initiation Document]</ref>

* Project Goalsgoals

* Project Goals

* [[Scope (project management)|Scope]]

* Project Organizationorganization

* [[Business Casecase]]

* [[Theory of constraints|Constraints]]

* [[Project stakeholders|Stakeholders]]

* [[Business risks|Risks]]

* [[Project Controlscontroller|Project controls]]

* Reporting frameworks

* PID Signsign Offoff

* Summary

A [[project charter|Project Charter]] could be created instead of a PID; the two document types are highly similar. But a Project Charter is less detailed, which makes it more suitable for cases in which content producers are less available.<ref>Project Initiation Documents: Getting your Project off to a Great Start, https://www.mindtools.com/pages/article/newPPM_85.htm.</ref>

A [[project charter|Project Charter]] could be created instead of a PIDproject initiation documentation; the two document types are highly similar. But a Projectproject Chartercharter is less detailed, which makes it more suitable for cases in which content producers are less available.<ref>Project Initiation Documents: Getting your Project off to a Great Start, https://www.mindtools.com/pages/article/newPPM_85.htm.</ref>

== Project Initiation Documentation in terms of PRINCE2 ==

[[File:Снимок экрана 2015-11-05 в 00.04.29.jpg|left|thumb|330x330px|PRINCE2 Model of Directing the Project]]

== Project Initiationinitiation Documentationdocumentation in terms of PRINCE2 ==

The Projectproject Initiationinitiation Documentationdocumentation 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 [[Termsterms of Referencereference]], the communication plan, the [[risk register]], the Projectproject Tolerancestolerances, the [[project plan]], and any specific project controls or inspections as part of a departmental quality plan or common project approach. The PIDproject initiation documentation represents a detailed version of the basic project start-up document called the Project[[project Briefbrief]].

The PIDproject 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>

A common part of formal project methodologies such as [[PRINCE2]]<ref>Prince 2: A Practical Handbook By Colin Bentley, {{ISBN|978-0-7506-5330-5}}</ref> the document is a major [[Milestone (project management)|milestone]] in the ''Initiatinginitiating a Projectproject'' (IP) process. It is the document that goes before the ''Projectproject Boardboard'' for sign- off to commence a project.

The Projectproject Initiationinitiation Documentdocument provides a reference point throughout the project for both the customer and the Projectproject Teamteam.

== Writing a Projectproject Initiationinitiation Document (PID)document ==

=== Purpose ===

The purpose of the Project Initiationproject Documentinitiation (PID)document is to capture and record basicimportant information needed to correctly define and plan the project. The PIDproject initiation document should expand upon the Project[[project Mandatemandate]], 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 PIDproject initiation document also includes the date when the PIDproject initiation documentation was approved by the Projectproject Boardboard. The PIDproject 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 Projectproject Initiationinitiation Documentdocument is the basis of decisions taken for the project and it is unhelpful when the PIDdocument 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 Scopescope Statementstatement ===

OneProject scope statement is one of the most important sections of the PIDproject initiation document. ProjectThe project [[Scopescope Statementstatement]] is divided into three parts: ''Project Scopescope Statementstatement'', Proposed''proposed Solutionsolution'' and In''in Scopescope for Projectproject Exampleexample''. ThatThis is the part of PIDthe project initiation document explaining in depth what the project is delivering for Stakeholdersstakeholders and customers. ''Proposed Solutionsolution'' explains what innovations, changes and aspects the project will bring within the environment and the society and which changes and renewals it will cause. The Projectproject Scopescope Statementstatement should include as much detail as possible, as it helps to avoid proliferating problems and questions in the project lifecycle (requirements are needed in order to succeed in In''in Scopescope Categorycategory''). InThe Scope''in scope'' phase helps the [[Projectproject Managermanager]] to make decisions of financial aspects and projects' expenses.<ref>Project Scope Statement in PID, http://www.my-project-management-expert.com/writing-a-project-scope-statement-in-a-project-initiation-document.html

</ref>

=== Project Backgroundbackground ===

ProjectThe ''project Backgroundbackground'' establishestablishes 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 Businessbusiness Systemssystems impacted, whilst Phasephase 2 will deliver the Digitaldigital Rightsrights Managementmanagement and real-time advert insertion. The person, who has played a pivotal role in project participation should be mentioned in thethis section of PIDthe 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, Dependenciesdependencies and Constraintsconstraints ===

Assumptions, [[Dependency (project management)|Dependenciesdependencies]] and Constraintsconstraints detail the Projectproject Initiationinitiation Documentdocument. Those details are assumed ahead of the ''[[Project management|Projectproject Managementmanagement Requirementsrequirements]]'' and Business''business Requirementsrequirements Specificationspecification'' being documented. ''Project Constraintsconstraints'' in the PIDproject initiation document identifies the outer impact, such as unavailability of resources or a competitor (e.g. another project).<ref>Assumptions, Dependencies and Constraints of PID, http://www.my-project-management-expert.com/writing-a-project-initiation-document-assumptions.html

</ref>

=== OrganizationOrganisation and Governancegovernance ===

In order to complete the organizationorganisation stage, the team needs to complete the Organization[[organizational chart|organization Chartchart]]. TheA project willmay be achieved by a cross-functional team with experienced representatives from multiple departments including Developmentdevelopment, Interactiveinteractive, Testtest, Networkingnetworking, Infrastructureinfrastructure and Businessbusiness Systemssystems, Securitysecurity and Marketingmarketing. 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>

=== Communication Planplan ===

During the whole process of creating the Projectproject Initiationinitiation Documentdocument the Projectproject manager is aware that he or shethey will be attending meetings with [[Third Party Management|Thirdthird Partyparty Projectproject Managersmanagers]], Leadlead Architectsarchitects and Teamteam Leadersleaders where discussions of Projectproject Managementmanagement Reportsreports, Weeklyweekly project team meetings, Fortnightlyfortnightly supplier meetings and Weeklyweekly programme board meetings will take place.<ref>Communication Plan, http://www.my-project-management-expert.com/writing-a-project-initiation-document-communications-plan.html</ref>

=== Quality Planplan ===

''Project Qualityquality Planplan'' is usually written by ITQAthe (IT Qualityquality Assuranceassurance (ITQA) and it identifies aspects, which will be delivered as part of a project (Baselined''baselined Projectproject Planplan'', ''[[Businessbusiness requirements|Business Requirements]]'' (BRS), ''[[Useuse case|Use Cases]]s'', ''[[High-level design|Highhigh Levellevel Designdesign]]'' (HLD), ''[[Software requirements specification|Softwaresoftware Requirementsrequirements Specspec]]'' (SRS), Test''test Scriptsscripts'', Test''test Reportreport'', Post''post Developmentdevelopment Reviewreview'' (PDR), Stage''stage Assessmentsassessments'' in a Project''project Qualityquality Planplan''). The ITQA also determines when the End''end Stagestage Assessmentassessment'' (ESA) will be taking place. These are basically checkpoints during the life of the project which ensure that a Qualityquality product is being delivered. ESA's implies the meeting where considering Baselinedthe Projectbaselined Planproject plan to ensure that it is up to date and on [[Schedule (project management)|schedule]], Projectproject Managementmanagement Reportsreports, Projectproject Workstreamworkstream Checkpointcheckpoint Reportsreports, Teamteam Meetingmeeting Minutesminutes, Actionsactions and Agendaagenda, [[Project risk management|Projectproject Riskrisk]] and [[Issue Loglog|Issuesissues Loglog]], and a Qualityquality Planplan Tiptip.<ref>Project Quality Plan, http://www.my-project-management-expert.com/writing-a-project-initiation-document-quality-plan.html</ref>

=== Initial Projectproject Planplan ===

Writing the Initial''initial Planplan for PIDproject initiation documentation'' implies adequate reconsideration of proposed date and detail phases accordingly. Often business stakeholders ask projectprojects to be delivered to impossible dates, which requires the highlighthighlighting of that fact. In that case most of stakeholders are flexible and about to reconsider the launch date or reducing the scope. Relaunching date or reducing the scope need to be supported with justifications, on which stakeholders making a decision of delaying the launch date. The sooner the worker starts building that sort of relationships with stakeholders, the easier it will be later on when more pressing concerns regarding the scope are raised.<ref>Project Initial Plan, http://www.my-project-management-expert.com/writing-a-project-initiation-document-initial-plan.html</ref>

=== Project Controlscontrols ===

There are specific number of sections, which needed to be completed in terms of controlling the whole project: [[Projectproject Controlscontrols]], Projectproject Stagesstages and Exceptionexception Processprocess. Those could include Budgetbudget Actualsactuals and forecasts produced for each financial period, Exceptionsexceptions to be escalated to the Corporatecorporate Programmeprogramme Managermanager, Productproduct reviews from the Qualityquality Planplan, Projectproject Tolerancetolerance, Riskrisk Mitigationmitigation Planplan, identifying project risks and plans for their mitigation, an Issuesissues Loglog, Existingexisting Changechange Controlcontrol Processesprocesses, weekly Highlighthighlight Reportreport for Corporatecorporate Programprogram Boardboard, weekly supplier meetings, weekly project teams meetings, etc.

=== Initial Risksrisks and Issuesissues Loglog ===

The rule{{clarify|date=November 2021}} says the more we are about to commit, the more we will need to deliver. The [[Project|project stages]] are Initiationinitiation, Requirementsrequirements, Designdesign, Developmentdevelopment, Testtest, Projectproject Launchlaunch and Closeclose with the Exceptionexception Processprocess stage. The last stage is the most unstable, as covers how much the Budgetbudget, Timetime and Projectproject Scopescope could increase without the project being forced to go into Exceptionexception. In a situation when stakeholders decide to relocate project into Exceptionexception, a detailed Exceptionexception Planplan is needed to be introduced which will replace the versions of the project/stage plans which were in use before the Exceptionexception. And on top of all this additional paperwork, the Projectproject Managermanager will also have to keep the project moving forward and ensure their team is motivated. Once the PIDproject initiation document is formally approved, it means that there is an additional contingency to utilize before having to move into Exceptionexception. This can make all the difference to the successful delivery of a project in much the same way as good cash flow is key to the success of any growing business.<ref>Project Controls in PID, http://www.my-project-management-expert.com/writing-a-project-initiation-document-project-controls.html</ref>

Boehm has identified six risk management stages: Identification, Assessmentassessment, Prioritisationprioritisation, management planning, resolution and monitoring, which take place in project initiation document.<ref>{{Cite book|title = Software Risk Management|last = Boehm|first = B.W.|publisher = IEEE Computer Society Press|year = 1989|___location = Washington D.C.}}</ref>

Planning, Resolution and Monitoring, which take place in PID.<ref>{{Cite book|title = Software Risk Management|last = Boehm|first = B.W.|publisher = IEEE Computer Society Press|year = 1989|isbn = |___location = Washington D.C.|pages = }}</ref>

=== Getting a PIDproject Approvedinitiation document approved ===

The last stage of writing PIDa project initiation document is the Approvalapproval, which implies the distribution to all Stakeholdersstakeholders on the Distributiondistribution Listlist within the PIDproject initiation document and other interested parties such as Operationsoperations or [[Human resources|HR for Resourcesresources]] by e-mails with the request of comments. Then the lead of the team will amass the comments, and then it will be followed by the final meeting where Stakeholdersstakeholders and Interestedinterested Partiesparties are about to discuss the PIDproject initiation document in further detail. It is only after these stages are complete that your PIDproject initiation document will be of a sufficient standard to be approved and passed onto the Programmeprogramme Boardboard for funding. Depending on the complexity and the size of the project the stages are about to be completed in five Informalinformal and four Formalformal reviews. Some problems could appear such as shortage or resources and lack of finance. It is pivotally important to identify how prioritized is your project before starting the PIDproject initiation document, which will help to avoid huge expenses if the project is about to appear in Exceptionan exception Stagestage.<ref>Getting a Project Initiation Document Approved, http://www.my-project-management-expert.com/project-lifecycle-project-initiation-document-approval.html</ref>

[[File:Снимок экрана 2015-11-04 в 23.49.55.jpg|thumb|351x351px|Example of six-month Project initiation Planning...]]

The last stage of writing PID is the Approval, which implies the distribution to all Stakeholders on the Distribution List within the PID and other interested parties such as Operations or [[Human resources|HR for Resources]] by e-mails with the request of comments. Then the lead of the team will amass the comments and then followed the final meeting where Stakeholders and Interested Parties are about to discuss the PID in further detail. It is only after these stages are complete that your PID will be of a sufficient standard to be approved and passed onto the Programme Board for funding. Depending on the complexity and the size of the project the stages are about to be completed in five Informal and four Formal reviews. Some problems could appear such as shortage or resources and lack of finance. It is pivotally important to identify how prioritized is your project before starting the PID, which will help to avoid huge expenses if the project is about to appear in Exception Stage.<ref>Getting a Project Initiation Document Approved, http://www.my-project-management-expert.com/project-lifecycle-project-initiation-document-approval.html</ref>

== Characteristics of PIDproject initiation document ==

Specifying the importance of the project,{{clarify|date=November Project2021}} Initiationthe project initiation Documentationdocumentation identifies that it is the contract between the project management and sponsor. The aim of PIDthe project initiation documentation is understanding the premises of the project. The correct format of PIDproject initiation documentation represents the understanding of the background, objectives and benefits. A good project manager is not only interested in delivering an output or a capability to their customer, but interested in the wider context and the benefits that this capability will ultimately bring about. PIDThe project initiation documentation identifies what is in scope within the project with the use of [[flow diagram]]s and [[Productproduct Breakdownbreakdown Structurestructure]]s. The pivotal role plays the identification of responsibilities, which implies roles of project manager, [[team leader]], sponsor, [[Suppliers|supplier]], user representative, stakeholders and members of [[steering committee]].<ref name=":0" />

There are key aspects which need consideration before starting a [[project]] and creating a Projectproject Initiationinitiation Documentdocument, such as: how will the project be delivered? What type of approach: variegates techniques (e.g. [[Waterfall model|waterfall]], [[Agile software development|agile methodology]])? What ways of communication with stakeholders, keeping on top of risks, issues and changes.

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

The success of the PIDproject initiation document and the whole project buildscan build up on visual aspects, such as graphics, galvanizingas thea way of galvanising 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.

FinancialThe financial side of the project is needed to be considered. PIDThe 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 avoidedavoid isolations, as it might cause mistakes such as spelling or jargon.

In order to improve the PIDproject 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==