Project Initiation Documentation



PRINCE2™- Project Initiation Documentation

|Project Name: |Redesign Toyota Boshoku’s Intranet |

|Date: | |Release: |Draft/Final |

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Note: This document is only valid on the day it was printed

Revision History

Date of next revision:

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Approvals

This document requires the following approvals. A signed copy should be placed in the project files.

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Distribution

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Project Definition

(Explaining what the project needs to achieve. It should include information on the sections given below)

The main objective of the project is to renew the current Intranet from our client, Toyota Boshoku (Zaventem). This site needs both visual and structural refreshment for a better work experience.

Background

Toyota Boshoku already has an existing intranet, but it has never been updated. Actually there is a poor integration between the website other programs within the company. As of right now, we will work on-site one day per week.

The situation of the project at this point is nil. There is not yet a database active on the website, and neither is there a framework for the other expected modules.

Project objectives

• As the current website isn’t user friendly, the employees aren’t really using the intranet.

• Users should be able to upload files and share them.

• The intranet should have a phone book.

Desired outcomes

The ultimately desired outcome is a renewed intranet website incorporated with several extensions like troubleshooting, FAQ, training possibility and a file and project management system. These are the most eagerly expected attributes that should be integrated in the website.

Project scope and exclusions

We defined in- and out-of-scope tasks by asking the management where their priorities lie for this project.

In-scope

1. DMS (all possible files) with a tag system

2. PMS integrated within the Phone book

Out of scope

1. Company calendar

2. Troubleshooting/FAQ

3. News notifications/Events

4. Exporting data

5. Extranet

6. Website design

7. E-mail through intranet

8. Multilanguage

Constraints and assumptions

Constraints

There is already an existing system which needs to be implemented with the intranet, DMS and PMS.

Debian servers – GLPI, MySQL, PHP, Apache

Windows servers 2008R2 – AD, exchange server, iis (intranet), DHCP, DNS, PHP

CentOS - VoIP

AIX – oracle systems

IE8 - 32bit (constraint IE9 – 32bit)

Windows XP and 7 (upgradeable)

Assumptions

English (extendable to multiple language website)

Extendable/Accessible to/Usable in multiple locations

The user(s) and any other known interested parties

All employees of all departments within Toyota Boshoku Europe – Africa will use the system.

No other parties are known at this point.

Interfaces

Project Approach

This project will run from October 1, 2012 until December 31, 2012.

At this stage we know that there is a lack of infrastructure within the company to achieve all the expected goals and as such we will define the costs after a meeting with the implicated managers. There is a need for a database system, for which we will do a quick market research before making an executive decision. Before going ahead with the actual modification and programming of the website we will make a projected cost plan for Toyota Boshoku.

Some ways to define if the project was successful would be to perform user surveys and to monitor the amount of connections to the intranet on a timed basis.

Project Management Team Structure

(A chart showing who will be involved with the project)

We are both, Johan Tholome and Adrian Gonczar, the main project managers and developers. Toyota Boshoku’s IT team and HUB’s teachers will support us during the project.

Role Descriptions

(For the project management team and any other key resources)

…

Quality Management Strategy

ISO TS standard has to be followed for the DMS file structure.

A survey will be sent to all the intranet’s users.

Te number of visitors will be checked as well.

Configuration Management Strategy

(Describing how and by whom the project’s products will be controlled and protected)

Documents such as PID’s, reports, planning, … can be found on our blog: ‘hub-toyota-boshoku.’ under the menu ‘Documents’.

The document titles have the following conventions:

Planning PLANNING: -

PID PID: -

File name: project_initiation_document_.doc

Meeting report REPORT: -

Presentation ppt PRESENTATION: -

Risk Management Strategy

The biggest risk we will have to face until the end of the project is lack of time to finish all the required objectives. That is why we will divide the project in parts of significance in order of their importance. In that case we will be able to accurately measure our possibility of success and of failure during and at the end of the project. These objectives will be defined further in the scope and exclusions analysis.

Communication Management Strategy

Our contact person is Liesbeth Vansintjan (Assistant Manager HR & General Administration Division). The person who will be our manager is Tuan Vo Thanh who is a member of the IT-team from Zaventem.

E-mail with the IT team and other divisions.

Communication strategy plan:

|Who |Why |How |

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Project Plan

(Describing how and when the project’s objectives are to be achieved, by showing the major products, activities and resources required on the project. It provides a baseline against which to monitor the project’s progress stage by stage)

Project Controls

We have to be once a week on Toyota Boshoku’s place at Zaventem.

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