Controlled Start Up
Project Initiation Document
Template & Notes
Project Initiation Document Template
Version 1
Controlled Start Up: Project Initiation Document (PID)
The Project Initiation Document is the basis on which the project is authorised and
allowed to progress. It will also be the basis on which the project is measured
both on delivery timescales and the content and quality of the deliveries. It is
one of the most important documents produced by the project. It answers the
questions:
What is the Project aiming to achieve
Why it is important to achieve it
Who is going to be involved in managing and delivering it
How and when it will happen
The PID can be a complete document in its own right or it can be a summary
document, which points to separate documents, which are part of the overall
PID.
Further support
For further advice and support on Project Management please contact:
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Project Initiation Document Template
Version 1
PROJECT INITIATION DOCUMENT
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Project Initiation Document Template
Version 1
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Project Initiation Document Template
Version 1
TABLE OF CONTENTS
1. PURPOSE
2. BACKGROUND
3. PROJECT DEFINITION
4. INITIAL BUSINESS CASE
5. PROJECT ORGANISATION STRUCTURE
6. COMMUNICATION PLAN
7. PROJECT QUALITY PLAN
8. INITIAL PROJECT PLAN
9. PROJECT T OLERANCES
10. PROJECT CONTROLS
11. EXCEPTION PROCESS
12. INITIAL RISK LOG
13. CONTINGENCY PLANS
14. PROJECT FILING STRUCTURE
Project Initiation Document Template
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1. PURPOSE
This document should adequately define the project and provide a basis for its
management and assessment of its overall success. It must demonstrate that the
project has a fundamentally sound basis before gaining project board
commitment.
2. BACKGROUND
Refer to Project Brief
Explain the context of the project and what it was that suggested the need for it.
State whether the project will be a stand-alone activity to fulfill a particular
business requirement or whether it is part of a larger programme.
3. PROJECT DEFINITION
3.1. PROJECT OBJECTIVES
Explain what the project is trying to achieve by stating its objectives, which
should be measurable and defined in terms of the projects major
deliverables, effort, cost, tolerances and business benefits expected.
3.2. DEFINED METHOD OF APPROACH
State or insert the initial method of approach, which should have been
considered and established during the startup process. For example, will
the solution be:
Bought off the shelf
Made to measure
Developed in-house
Contracted to third parties
Based on an existing product
Built from scratch
Based on specific technologies?
3.3. PROJECT DELIVERABLES AND/OR DESIRED OUTCOMES
Describe the main project deliverables and outcomes, i.e. the actual
products that the project will deliver to the end user. Do not attempt to
specify how the products will be delivered at this time.
Project Initiation Document Template
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3.4. PROJECT SCOPE
Describe the major deliverables of the project along with specific products
which are not part of the project. Describe the major dependencies (which
impact on the project during its life) and interdependencies which will exist
after implementation.
3.5. CONSTRAINTS
Describe the constraints within which the project must operate. For
example there may be constraints on the amount of resources available to
the project or the location of the project team.
3.6. EXCLUSIONS
State here which products are excluded from the project, including any
products that may be added at a later date.
3.7. INTERFACES
Describe any interfaces with the project both internal and external to the
organisation including any links to other projects or programme(s).
3.8. ASSUMPTIONS
List any assumptions that are being made which will have a bearing on the
projects progress i.e. will it be assumed that particular equipment or
personnel will be available when required?
4. INITIAL BUSINESS CASE
Insert the refined Business Case based on the Outline Business Case in the
Project Mandate, Project Brief and the Project Plan. You should also expand on
the risks in the Project Brief and include any new risks found since.
5. PROJECT ORGANISATION STRUCTURE
Show the Organisation Structure including role descriptions and responsibilities.
Governance and decision making processes should be clearly defined and
understood.
6. COMMUNICATION PLAN
Project Initiation Document Template
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Insert or make reference to the Communication Plan, which should include
stakeholder engagement.
7. PROJECT QUALITY PLAN
Insert the Project Quality Plan which should specify how the quality expectations
of the customer will be met. The plan should include:
Customers Quality Expectations A statement from the customer about
the quality expected from the final product.
Acceptance Criteria A measurable definition of what must be done for
the final product to be acceptable to the customer.
Quality Responsibilities The roles and names of those responsible.
Quality Standards which apply to this Project Any applicable standards
processes or procedures to which the project must comply.
Quality Control and Audit Processes The method by which products will
be tested against their quality specifications.
Change Management Procedures The method by which change
management will operate.
8. INITIAL PROJECT PLAN
Insert or make reference to the Initial Project Plan.
9. PROJECT TOLERANCES
Define the agreed project tolerances, such as level 1 milestones may deviate
plus or minus 1 week without need for escalation or project spend can increase
by up to 10% or 1000.00 (which ever is the smaller) before need for escalation.
10. PROJECT CONTROLS
Define the level and frequency with which Project Management controls will be
applied e.g. Highlight Reports and the reporting and monitoring systems which
will apply.
11. EXCEPTION PROCESS
Describe what the procedure will be should an exception situation arise within
the project, i.e. where it is forecast that there will be a deviation between any
agreed tolerance levels.
12. INITIAL RISK LOG
Insert or make reference to the Initial Risk Log.
Project Initiation Document Template
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13. CONTINGENCY PLANS
Describe plans to deal with the consequences of any identified risks that
materialise within the project.
14. PROJECT FILING STRUCTURE
Detail how the various elements of information and deliverables produced by the
project are to be filed and retrieved.
Project Initiation Document Template
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