PID - Project Initiation Document

Project name: Explanation and examples for the different parts of the Project Initiation Document template

Project owner:Project manager:Version: 1.0

Date: 04-02-2013

Part of programme: ___ Yes ___No

[Write programme name]

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Explanation and examples for the different parts of the Project Initiation Document template Page 1

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Explanation and examples for the different parts of the Project Initiation Document template Page 2

1 Management summaryWrite a projectet summary that can be printed on one A4 or A3 page.

2 The project

2.1 Background– Describe the present situation and if relevant, why it is as it is.

– Which problems are experienced now? Describe the situation in broad terms.

Global warming affects the climate on earth in general

and in specific regions in particular.

Explanation and examples for the different parts of the Project Initiation Document template Page 3

SPARTO- Stamdata, Personer, Administration, Roller, Teknik, Organisering (Master data, Persons, Administration, Roles, Technology, Organisation)

Extract of the project background:

• Organisational changes at AU

• The processes for handling personal data (for employees, students and affiliated– e.g. guests) are supported by a wide range of it-systems from the former faculties. These systems do not work in concert and each of them suffer from a number of shortcomings.

• Major challenges on a daily basis for many personnel groups.

2.2 Purpose- Why should this project be implemented?- Which part of the background does the project address? Which problems must be

solved?

– IF THIS PID DESCRIBES A PRELIMINARY ANALYSIS, BOTH THE PROJECT PURPOSE AND THE PURPOSE FOR THE PRELIMINARY ANALYSIS MUST BE DESCRIBED. It must be made clear which part is the project and which part is the preliminary analysis. At this point in time, it may not be possible to clearly describe the project purpose – if that is the case, describe it after the preliminary analysis.

The rising sea levels cause flooding in the village.

Describe which of AU’s strategic objectives that the project supports. Explain how the project supports the strategic objective.

2.3 VisionCan be omitted. Fill in only if relevant for the project.

– Where are we going long term: The state we want to find ourselves in sometime in the future.

– Is within sight but out of reach.

– Not necessarily burdened by reason but guided by emotions.

Explanation and examples for the different parts of the Project Initiation Document template Page 4

SPARTO- Stamdata, Personer, Administration, Roller, Teknik, Organisering (Master data, Persons, Administration, Roles, Technology, Organisation)

Purpose:

• Change is needed in significant processes across the entire AU for handeling persons.

• The major challenges require solving the urgent problems right now.

• Coordinating and documenting the temporary solutions is necessesary to ensure the longer-term solutions and avoid undesirable side effects of these solutions.

We will all move to the mountain top.

2.4 Project objectives– Where are we heading in the short term.

– What we want to achieve in this project.

– Which objectives do we set up for the project?

– IF THIS PID DESCRIBES A PRELIMINARY ANALYSIS, BOTH THE PROJECT OBJECTIVES AND THE OBJECTIVES FOR THE PRELIMINARY ANALYSIS MUST BE DESCRIBED. It must be made clear which part is the project and which part is the preliminary analysis. At this point in time, it may not be possible to clearly describe the project objectives – if that is the case, describe them after the preliminary analysis.

If the vision is to reach the mountain top,

then this project will take us to a valley up in the

mountains.

Explanation and examples for the different parts of the Project Initiation Document template Page 5

SPARTO- Stamdata, Personer, Administration, Roller, Teknik, Organisering (Master data, Persons, Administration, Roles, Technology, Organisation)

Vision:

Staff, students, and affiliated at the University of Aarhus find that it is easy to solve tasks related to their identity and rights at Aarhus University. Including being created in systems, the allocation of rights in systems, allocation of access to buildings, access to proper software and access to personal information through self-service systems for AU systems.

Administrative staff responsible for solving tasks relating to the identity and user rights of staff, students, and affiliated at Aarhus University experience correct data and easily understandable and consistent workflow that is organized in a cost-effective use of resources regardless of where in the organization they are located.

2.5 Main project deliverables– How, in broad terms. What is needed to achieve the goals?

– The main deliverables that the project must deliver to achieve the goals.

– IF THIS IS A PID FOR A PRELIMINARY ANALYSIS, THEN THE THE MAIN DELIVERABLES OF THE PRELIMINARY ANALYSIS MUST BE DESCRIBED SEPERATELY. It must be made clear which part is the project and which part is the preliminary analysis. At this point in time, it may not be possible to clearly describe the project’s main deliverables – if that is the case, describe them after the preliminary analysis.

2.6 Delimitations This section may be omitted.

What does the project/preliminary analysis include and what does it not include?

2.7 Project deliverables– How, at a more detailed level.

Explanation and examples for the different parts of the Project Initiation Document template Page 6

SPARTO- Stamdata, Personer, Administration, Roller, Teknik, Organisering (Master data, Persons, Administration, Roles, Technology, Organisation)

Objectives:

1. An always updated description of persons (employees, students and affiliated) organisation and buildings at Aarhus University and their relations.

2. Processes for maintaining information on creation, modification and decommissioning of persons (employees, students and affiliated), organisation, and buildings in AU's IT systems .

3. Processes for the maintaining persons access to - and rights in – IT systems, access to buildings, and location in organizational units.

4. All processes are clear, consistent, and cost-effective. 5. Data is exchanged via standardised interfaces between IT systems. Data

comply with requirements for physical and logical security.6. Principles for management of historical data in IT systems are

described.

- Breakdown of the main deliverables sub-deliveries, that are to be produced during the project/preliminary analysis in order to deliver the finished result on time and with the agreed quality.

- If the PID describes a preliminary analysis, only describe the deliverables for the preliminary analysis.

Deliverables may be of many different kinds, including analysis rapports, recommendations, decisions, softeware deliveries to test or system solutions.

Deliverable Description

3 Effect/benefit– What does the user organisation/AU gain by achieving the project/preliminary

analysis?

– How is it measured whether goals of the project/preliminary analysis have been achieved?

– Described in measurable criterias, but not necessarily with exact figures.

4 Schedule

4.1 Expected start and end date– Enter the expected start and end dates for the project/preliminary analysis.

– The dynamic project plan and the milestone plan are put in the appendix. Dates are maintained in the appendix.

4.2 MilestonesProject/preliminary analysis milestones.

Definition of milestones: Consists of one or more deliverables and describes a state at a given time. The state is achieved with a condition, e.g. an approval, a decision or a quality criterion. Shows dependencies to other projects.

The following describes the main milestones of the project/preliminary analysis. The project will regularly report on these.

Explanation and examples for the different parts of the Project Initiation Document template Page 7

Milestone plan Date (if known)

1.2.3.4.5.

4.3 Dependencies

4.3.1 Interfaces to other projectsAre there dependencies on other projects, deliverables or stakeholders?

4.3.2 Other dependenciesIs the project/preliminary analysis dependent on any prerequisits, persons, decisions or deliverables outside the project?

5 OrganisationDescribe the overall project organisation. Who participates in the project/preliminary analysis and what are their responsibilities?

Describe the structure. Draw a chart if necessary.

The detailed project organisation is kept in the appendix.

The project organisation must cover the described deliverables.

Consider:

- Steering committee/project owner.- Project participants.- Facilitators.- Reference groups.- Ad hoc participants.- Architecture, IT security, support, operations, documentation, development,

change management.- Decisions to be made in the project. - Others.

If possible, specify key persons.

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6 Cost and resource budget

6.1 Cost budgetDescribe the estimated costs for the project/preliminary analysis.

The detailed cost budget is put in the appendix.

6.2 Internal resource estimatesDescribe the project/preliminary analysis estimate of staff resources by main academic areas and administration areas.

Also include an estimate of the resources needed to receive the project deliverabels in the recipient organisation.

Detailed estimates broken down by month and deliverables are put in the appendix.

7 Stakeholders

7.1 Stakeholder analysisWho are affected by the main product of the project/preliminary analysis?

Describe who has a direct or indirect interest in the project/preliminary analysis.

The stakeholder analysis should be put in the appendix where acces to it can be restricted.

7.2 User involvementWhat changes will those affected by the project’s main deliverables experience?

What should the project be aware of in order to support the changes?

Which deliverables must the project include to support the necessesary change process? E.g. training or information material.

How does the project intend to involve the users in defining the requirements, in testing, in training and education etc.?

What implementation strategy does the project apply? Big Bang, gradual implementation, phased implementation, implementation through change agents, or other strategy?

Is user involvement considered in regards to the project organisation?

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7.3 External communication planIs to be prepared on the basis of the stakeholder analysis and reflections on user involvement.

The external communication plan should be put in the appendix. The external communication plan is dynamic and is kept up to date throughout the project.

7.4 Internal communication planDescribe the internal communication plan for the project/preliminary analysis.

Include reporting requirements as separate communication products.

Communication plan - internal

Product (what) Target (who) Media (how) When Responsible

Project status meetings

Project group

Status reporting Steering committee, project owner, managment or other?

8 RisksDescribe the key risks for the projectet/preliminary analysis. A risk is an event that may or may not occur. If it does occur, it will have (negative) impact on the project objectives and their effect or on the project framework (such as time and finances).

An event you know will occur is not a risk but an issue that must be handled and resolved in the project.

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9 AppendixDelete or add records so that the appendix list show the appendices to the specific project.

Project plan Milestone plan with dates Stakeholder analysis Cost and resource budget Organisation chart External communication plan Risk assessment

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Table of contents:

1 Management summary............................................................................................2

2 The project..............................................................................................................22.1 Background...................................................................................................................2

2.2 Purpose.........................................................................................................................3

2.3 Vision............................................................................................................................3

2.4 Project objectives..........................................................................................................4

2.5 Main project deliverables..............................................................................................5

2.6 Delimitations.................................................................................................................5

2.7 Project deliverables.......................................................................................................5

3 Effect/benefit...........................................................................................................6

4 Schedule..................................................................................................................64.1 Expected start and end date.........................................................................................6

4.2 Milestones.....................................................................................................................6

4.3 Dependencies................................................................................................................7

4.3.1 Interfaces to other projects...........................................................................................7

4.3.2 Other dependencies......................................................................................................7

5 Organisation............................................................................................................7

6 Cost and resource budget........................................................................................76.1 Cost budget...................................................................................................................7

6.2 Internal resource estimates..........................................................................................7

7 Stakeholders............................................................................................................87.1 Stakeholder analysis.....................................................................................................8

7.2 User involvement..........................................................................................................8

7.3 External communication plan.......................................................................................8

7.4 Internal communication plan........................................................................................8

8 Risks........................................................................................................................9

9 Appendix..................................................................................................................9

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