Project Initiation Document
Project / Date
Version
Date / Status
Project endorsement / A go-ahead from the project boardto start the execution phase / Author
Project manager
Content

General

Project background

/ Indicate framework and context of the project.

Definition

Goal

/ Describe the objective of the project

Scope

/ Describe the breadth of the project. Which issues lie within the project’s range and which issues lie specifically outside of the project. Regarding issues outside of the project, it may be advisable to list who would be responsible in each case.

Framework conditions

/ Which conditions need to be fulfilled in order to realise this project?
For example: Budgeting, techniques, standards, results of other projects, capacityand planning.
Indicate other suppositions that can be made which relate to the success of the progress of the project.

Products

/ Define all measurable products to be delivered. Also indicate per product what the acceptance criteria are and who the recipients are.

Risks

/ Indicate all the most important risks of this project and indicate which action will be taken to reduce the impact of the mentioned risk. Throughout the project, make use of the ‘risk-log book’ to keep tabs on the status and the guidance given to risk maintenance.
Relationships to other projects / Indicate in this category which other projects share common areas with this project, or which other projects may have an impact on this project.

Business Case

StrategicalSuitability

/ Indicate in which way this projects contributes to the execution of strategic topics within the the TU Delft, such as: TUD support strategy, strategy planning domain, process efficiency.

Options and choices

/ Describe the possible scenarios and which would receive priority. Support your decision.

Expected costs and benefits

/ Who will profit from the results of this project and why? What would the effect be if this project does not get executed? With regard to the benefits, such things as efficiency, revenue and the image of the organisation can be indicated.
Subdivide the cost structure into following categories:
  • Investments
  • Other costs
  • Administrative costs
  • Hourly (recalculated according to internal cost price)

Advice projectmanager

/ The recommendations of the project manager to the project board, including validating arguments.

Procedure

Project procedure

/ How will you initiate this project, including the considerations toward this purpose. Examples of initiation could be: identifying priorities when delivering products, or during project activities, indicating why choices were made with regard to particular scheduling of phases within the project, or whether external parties were involved.

Planning

Product Breakdown Structure

/ Devise a Product Breakdown Structure, with a differentiation between management products and specialist products

Project phasing

/ Describe the stages of the project. Include this in the MS projects planning (attachment 1).

Stages

/ Indicate the milestones, or stages, per phase and include these in the MS projects planning (attachment 1).

Financial

Hours

/ Describe what capacity is required for this project. Use the progress reportto indicate (the degree of) funds depletion within your budget

Funds

/ Describe the available budget and the agreements made in this regard. Show a cost breakdown of investments, other costs, maintenance costs and hours (recalculated according to internal cost price). Also indicate the terms by which the costs are debited. Use the progress reportto indicate (the degree of) funds depletion within your budget.

Financing

/ Indicate here out of which budget the project is being financed. For example: Yearplan, department budget, etc.

Communications

Communications

/ Fill in the communications table (attachment 2).

Quality

Guidance and evaluation

/ Indicate the roles and the names of those people who safeguarded the quality of the project during its execution. Also describe the processes and tools by which the quality was measured.

Organisation

Commissioner
Project board
Projectmanager
Secretary
Project members
Organogram / Assimilate the abovementioned names into an organogram of the project’s organisation (attachment 2). Also indicate the names and roles of those involved, with their respective responsibilities. Use the RASCI table (attachment 3).
Conference / Indicate the frequency of the project conferences and how often meetings are held with the project board.
Briefing / Which reports are sent, and at which moment, to specific groups. For instance: a monthly progress report to the project board and/or commissioner.
Changes / Describe the ‘change process’with regard to possible amendments of the agreed upon project results (attachment 4).
Attachments /
  1. MS project planning
  2. Communications plan
  3. Organogram project organisation
  4. RASCI table (a sample can be acquired from Tecla Hoekstra, PMO SSC-ICT)
  5. Change process (sample can be acquired from Tecla Hoekstra, PMO SSC-ICT)
  6. PSA (Project Start Architecture)
  7. MTP (Master Test Plan)

References / Indicate here whether there are important sources with regard to execution of the project, for example: reports.

1

130418

Attachment 2

Communications

Phase / Target group / Means / Message / Purpose / Freq. / Execution

1

130418