Project initiation document - Derbyshire



Derbyshire County Council

Project Initiation Document

Project:

Version:

[pic]

Copyright of Derbyshire County Council

Contents

1 Document Information 3

2 Project Definition 3

2.1 Background 3

2.2 Business Need 3

2.3 Objectives 3

2.4 Method of Approach 3

2.4.1 Approach Description 3

2.4.2 Reasons behind Approach 3

2.5 Scope 3

2.5.1 Inclusions 3

2.5.2 Exclusions 3

2.6 Outcomes 3

2.7 Constraints 3

2.8 Assumptions 3

3 Stakeholders and Communication 3

4 Quality Assessment 3

5 Controls 3

6 Risks and Issues 3

7 Change Requests 3

8 Project Plan 3

9 Project Budget 3

10 Equalities Impact Assessment (EIA) 3

11 References 3

12 Appendix 3

Document Information

[pic]

|Version |Author |Date |Comments |

|e.g. 0.1 |Mark Hewitt |02/10/08 |Draft – pre publication |

Project Definition

[pic]

1 Background

[pic]

2 Business Need

[pic]

3 Objectives

[pic]

4 Method of Approach

[pic]

1 Approach Description

[pic]

2 Reasons behind Approach

[pic]

1 Scope

1 Inclusions

[pic]

2 Exclusions

[pic]

2 Outcomes

[pic]

3 Constraints

[pic]

4 Assumptions

[pic]

Stakeholders and Communication

[pic]

|Stakeholder |Information |

|Role/Group |Name |Required |Frequency |Method |Provider |

|e.g. Project |Jane Street |Progress Update |Monthly |Highlight Report in Monthly |Project Manager |

|Sponsor | | | |management meetings | |

|e.g. Public |- |Details of new service |One month before service is |Leaflets via post |Marketing Team |

| | | |launched | | |

|e.g. Project |Mark Hewitt |Risks and Issues |Bi-weekly |Review risks and issues log with |Facilitated by Project Office |

|Manager | | | |project team | |

Quality Assessment

[pic]

|Expectation |Definition |Measurement |By Whom |

|Calls answered promptly |80% of calls will be answered within 10|Call centre telephony statistics. |Call centre manager reporting to |

| |seconds |Weekly report throughout first three |project manager |

| | |months | |

|Swift response to |All calls which generate the need for a|Departmental staff to report ad-hoc any|Departmental staff reporting to project|

|enquiries |response from a Department will receive|cases still open after 48 hours and |manager |

| |a response within 48 hours |detail why this was | |

The above details should then be incorporated into the project plan.

Controls

[pic]

|Control |Managed Via |Tools |By Whom |

|Risks & Issues |Bi-weekly Risks and Issues meeting |Risks and Issues Log |Project Team |

| |Monthly management meeting | | |

| | |Highlight reports |Project Manager / Sponsor |

|Monitoring Progress |Weekly Project Team meeting |Project Plan |Project Team |

|Change |Ad hoc change meetings |Change Requests |All |

|Lessons Learned |Ad hoc as encountered |Lessons learned log |All |

|Monitoring Costs |Monthly finance meetings |Budget Vs Ledger |Project Manager / Finance Dept |

|Quality |Measurements defined in Section 4 of |Various |See Section 4 of the Project Initiation|

| |the Project Initiation Document | |Document |

|Benefits Realisation |Review at Project Closure |Project Closure Document |Project Manager |

The above details should then be incorporated into the project plan.

Risks and Issues

[pic]

|No |Date |Description |Likelihood |Severity |Countermeasure |

|e.g. 1 |04/10/08 |Lack of understanding of HR implications |Unlikely |High |Identify impact early and engage staff/HR |

| | |jeopardise the project | | |dept/unions as appropriate |

|e.g. 2 |06/10/08 |Transport implications not considered |Unlikely |High |Identify transport impact early and put actions in |

| | | | | |place to reduce |

|e.g. 3 |04/10/08 |Accommodation implications not considered |Unlikely |High |Analyse accommodation implications and utilise |

| | | | | |current assets |

|e.g. 4 |05/10/08 |IT implications are underestimated |Unlikely |High |Ensure infrastructure, hardware, software and |

| | | | | |integration issues are taken into account |

Change Requests

[pic]

|Change Request No |Brief Description |Approved? |All relevant Documents Updated? |

|e.g. C0001 |Additional 3 staff to be taken on in the |Yes on 04/01/09. Additional budget |Yes as at 21/01/08. Documents affected: |

| |call centre. |provided for 12 months |Plan, Risk/Issue Log, Business Case, and |

| | | |PID. |

Project Plan

[pic]

Project Budget

[pic]

Equalities Impact Assessment (EIA)

[pic]

References

[pic]

|Title |Version |File Location |

|e.g. Business Case |1.0 |H:\Project x\Project Documents\businesscase.doc |

|e.g. Risk/Issue Log |1.0 |H:\Project x\Project documents\risklog.xls |

Appendix

[pic]

-----------------------

Purpose of Document

This document builds on the details contained in the Business Case and further defines the project. It forms the basis for the way in which the project will be managed, monitored and measured.

How to Use This Document

Information contained within these boxes is provided to assist with the creation of the document. The boxes should be removed prior to publication of the document.

Each section of this document will have a blue box which explains the purpose of that section and how it is to be filled in.

Sections can be:

Required: The section must be completed and included in the document

Minimum: The section has a minimum which must be completed and included in the document but additional information is optional

Optional: The section is optional and may be removed from the document if necessary.

Please refer to the Project Management Approach overview booklet and the and the best practice papers for further guidance.

Information Classification (required for all documents)

The agreed classification categories are:

• PUBLIC

This is information that is freely available to anyone, e.g. information that is provided in flyers, leaflets, press releases, or on the Council website and does not require any access restrictions

• CONTROLLED

This information is generally available to anyone within areas of the Council and contains business value to the organisation or requires protection due to personal data

• RESTRICTED

Access to this information must be restricted to personnel with specific roles and clearance. Unauthorised disclosure of this information (even within the organisation) would cause serious damage in terms of financial loss, legal action or loss of reputation

Details of the Information Handling Policy and Procedures’, can be found in

Information Classification & Handling Policy.docx



Information Classification & Handling Procedures.docx



Required: Insert a new version number in this table each time this document is updated and formally distributed. The author, date modified and comments regarding why the document was updated are also required.

Minimum: This section utilises information from the Business Case document and builds upon it, providing further details about the project which should by this stage be clearer and better known. The definition of the project detailed in this document can then be used to assess progress and as a reference of what has been agreed.

Some of the sub-sections are required or have a minimum; these form the minimum requirement for the overall section.

Optional: Sets the scene for the project, describe the current situation / background to the project. This should contain information which helps the reader understand the context or environment of the project and has led to the business needs being identified.

If this were included in the Business Case and no further details are available, this should be indicated here and the Business Case referred to within the references section.

E.g. currently we operate , however, a recent change which has been enforced council-wide means this needs to be reviewed and a shift in the way the department operates will need to be implemented. This project will provide this by .

Required: Identify the reasons for undertaking the project. This should help the reader understand why the project should be done and what the impact of not doing it would be. There may be more than one.

If this were included in the Business Case and no further details are available, this should be indicated here and the Business Case referred to within the references section.

E.g. To help resolve current issues being faced, allow local/national priorities to be achieved, to adhere to new legislation.

Required: Details what the project is trying to achieve. Objectives should be specific, measurable, achievable, realistic and time-bound. There may be more than one.

If this were included in the Business Case and no further details are available, this should be indicated here and the Business Case referred to within the references section.

E.g. To provide and promote the use of a central telephone number for service users to contact Derbyshire County Council by the fourth quarter of 2008.

See the ‘objective setting’ best practice paper for more guidance.

Required: Defines the approach which will be taken to deliver this project.

Builds upon the option agreed from those presented in Project Options section of Business Case.

See the ‘option appraisal’ best practice paper for more guidance.

Required: Describes in some detail the approach which will be taken to deliver this project.

Consider:

• What work needs to be done – i.e. redesign of an existing process/service or completely new process/service

• Who should carry out the work – i.e. should be carried out within the department or outsourced to another department or an external third party

• How the project should be delivered – i.e. whether the project should be phased or delivered in one go

• When the project should be completed and the major milestones – e.g. project to be delivered by the end of September 2008.

Required: Describes the rationale behind choosing this method of approach to the project as opposed to other approaches which may have also been suggested in the Project Options section of the Business Case.

If this were included in the Business Case and no further details are available, this should be indicated here and the Business Case referred to within the references section.

E.g. The target date for delivery of this project was chosen as historically calls the Derbyshire County Council are higher throughout the winter months, so delivery before this time will allow the opportunity to field these calls through the new service.

Required: Details what is deemed to be included as part of the project. This should help the reader understand exactly what will be covered as part of this project.

If this were included in the Business Case and no further details are available, this should be indicated here and the Business Case referred to within the references section.

E.g. the project will include all districts covered by Derbyshire County Council. This project will cover Adult Social Services only.

See the ‘scoping a project’ best practice paper for more guidance.

Optional: Explicitly details what will NOT be included as part of this project. This should help the reader understand exactly what will NOT be covered as part of this project.

If this were included in the Business Case and no further details are available, this should be indicated here and the Business Case referred to within the references section.

E.g. this project will not include the setting up of the central telephone number as this will be carried out as part of the new infrastructure project, although this project will be dependant on its successful implementation.

See the ‘scoping a project’ best practice paper for more guidance.

Required: Details what will be delivered by the project, i.e. what will be left in place after the project is finished. There may be more than one.

E.g. A local-rate central telephone number which the public can use to contact Derbyshire County Council about any query they may have; A fully staffed call centre to deal with the enquiries received on the central telephone number; A process for referring the enquiries received within the Derbyshire County Council call centre to the appropriate department for action.

See the ‘objective setting’ best practice paper for more guidance.

Optional: Details of any constraints that the project may face and suggestions of how to workaround them.

E.g. Restrictions on available council sites will limit the choice of location for the call centre. If the sites available are not suitable then additional sites may need to be purchased/rented if the additional costs can be absorbed by this project.

Optional: Defines any assumptions that have been made with regards to this project.

E.g. Assumptions for this project include:

▪ Training of the call centre staff will be provided by an outside training company, to be determined.

▪ Recruitment of any staff will take no longer than 8 weeks from interview.

Required: Provides details of anyone with an interest in the project and how communication between them and the project will take place.

At this stage, it is advised that a separate ‘Stakeholder and Communication’ document be completed. If so, this should be indicated here and referred to within the references section.

See the ‘stakeholder management & project communication’ best practice paper for more guidance.

Required: Details the actual or perceived expectations of the customer with regards the service or product provided by this project. This will provide targets by which the project will be measured; therefore they should be specific, measurable, achievable, realistic and time-bound. There may be more than one.

Expectations may include: target dates, major functions, appearance, cleanliness, Ease of use, security, capacity, availability, affordability, reliability, capacity, location etc.

See the ‘benefits analysis & realisation’ best practice paper for more guidance.

Required: Defines the project controls which will be utilised to monitor the progress of the project and ensure that it remains on track.

The table below includes the basic project controls which should be included; however, the rest of the table can be changed. Additional controls may be added if necessary.

See the ‘keeping a project on track’ best practice paper for more guidance.

Required: This section details the risks and issues currently identified for this project, along with any countermeasures suggested and actions taken.

At this stage, it is advised that a separate ‘Risks & Issues log’ document be completed. If so, this should be indicated here and referred to within the references section.

See the ‘risk & issue management’ best practice paper for more guidance.

Required: Provides a summary of all changes raised throughout the project.

Once the project initiation document has been agreed, the details contained within it should remain static. Any subsequent changes to the project identified should be recorded and agreed via a change request template and appended to this document.

See the ‘keeping a project on track’ and ‘scoping a project’ best practice papers for more guidance.

Required: Provides details all stages and tasks within the project along with estimated durations and timescales.

At this stage, it is advised that a separate project plan be completed; this should be indicated here and referred to within the references section.

See the ‘setting timescales & planning’ best practice paper for more guidance.

Required: Provides detailed breakdown of costs and incomes for the project.

These can either be outlined within this section, or detailed more fully within a separate budget for the project. If recording costs and incomes within a separate budget, this should be indicated here and referred to within the references section.

May also include estimated savings should the project deliver these.

See the ‘costing & budgeting’ best practice paper for more guidance.

Minimum: The minimum requirement for this section is to complete the initial analysis around the Equalities Impact Assessment. This involves completion of steps 1 to 4 of the EIA Record Form (See for more details).

Work involved for this initial EIA analysis should be detailed in this section and the EIA record form should be referred to within the references section, or included within the appendix section of this document.

Optional: This section can be used to record the file location of this document and any other documents, which are relevant to this project. It is important that the latest versions of any documents are referenced.

Optional: This section can be used as a placeholder for any other documents or information referred to within this template.

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download