Project Initiation Documentation ( PID ) - one of the most significant artifacts in project management, which provides the foundation for a business project.
PID incorporates the information, obtained through Starting project and Starting Project process in a PRINCE2-controlled project environment. PRINCE2 2009 renames the Document to Documentation showing the collection of documentation that has been collected to make the project rather than all information in the system.
The Project Initiation Document provides a reference point throughout the project for both the customer and the Project Team.
Project Initiation Documents often contain the following:
- Project Objectives
- Coverage
- Project Organization
- Business Cases
- Limitations
- Stakeholders
- Risk
- Project Control
- Reporting template
- PID Marked Off
- Summary
A Project Charter can be created as a replacement for PID; two types of documents are very similar. But the Project Charter is less detailed, which makes it more suitable for cases where content producers are less available.
Video Project Initiation Documentation
Initial Project Documentation in case of PRINCE2
Project Initiation Documentation is a PRINCE2 term that represents a plan of approach in project management. These are collected from a series of other documents, including business case, Terms of Reference, communication plan, risk list, Project Tolerance, project plan, and any specific project control or inspection as part of the departmental quality plan or general project approach. PID is a detailed version of the project's initial project document called Project Brief.
PIDs combine documentation to form a logical document that brings together all the key information needed to start and run a project on a firm basis. This should be communicated to all stakeholders and approved and signed by the business sponsor. In short, this is, "who, why, and what", part of the project. It defines all the major aspects of a project and forms the basis for overall management and assessment of success. The project initiation document is built on a business case (if any) using the information and analytical data generated during the initiation activity.
Common sections of formal project methodologies such as PRINCE2 documents are a major milestone in the Getting Started Project process. This is a document that runs before Project Board for sign-off to start the project.
The Project Initiation Document provides a reference point throughout the project for both the customer and the Project Team.
Maps Project Initiation Documentation
Writing Project Initiation Document (PID)
Destination
The purpose of the Project Initiation Document (PID) is to capture and record the basic information needed to properly define and plan the project. PID should extend the Project Mandate and state what the project objectives and planning to achieve and the reasons for the importance of meeting this objective. It also lists the people who participated in project development from start to finish, along with their roles and responsibilities. The PID also includes the date when the PID is approved by the Project Board. PIDs are not updated regularly during the project phase. Any necessary revisions or updates should be made at the end of each stage to include detailed milestones for the next step. The Project Initiation Document is the basis of decisions taken for the project and nothing is worse than the PID being asked at a later stage when PID changes are made without reference to why and by whom or when.
Project Scope Statement
One of the most important parts of PID. Project Scope Statement is divided into three parts: Scope of Project Statement, Proposed Solution and In Scope for Sample Project. Part of the PID that explains in depth what the project submits for Stakeholders and customers. Proposed Solutions explains what innovations, changes and aspects of the project will bring in the environment and society and which changes and updates it will cause. The Project Scope Statement should include as much detail as possible, as it helps to avoid the breeding problems and questions in the project life cycle (requirements are required to succeed within the Scope Categories). In the Scope phase it helps the Project Manager to make financial and project expenditure decisions.
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The Project Background establishes why and how the project was created. Phase 1 of the project will provide necessary online functionality along with changes to the affected Business System affected, while Phase 2 will provide Digital Rights Organizing and real-time ad insertion. The person, who has played a key role in project participation should be mentioned in the PID section. This is a rational way to make specific projects on top of others emphasize the attention of the participation of the most active candidates of a team. That's because someone important in the company wants to see it. The result is the resources and tools available to you to ensure your project takes place.
Assumptions, Dependencies, and Limitations
Assumptions, Dependencies and Limitations detail the Project Initiation Document. The details are assumed before the Project Management Requirements and Business Conditions Specifications are documented. Project boundaries in PIDs identify external impacts, such as unavailability of resources or competitors (other projects).
Organization and Governance
To complete the organizational stage, the team needs to complete the Organizational Chart. The project will be accomplished by cross-functional teams with experienced representatives from various departments including Development, Interactive, Test, Network, Infrastructure and Business Systems, Security and Marketing. Different regional engagements will vary along with project progress from the initial project. SMG (Senior Management Group) will be notified of key findings and developments.
Communications Plan
During the entire process of creating the Project Initiation Document, the Project Manager realizes that he will attend meetings with Third Party Project Managers, Principal Architects and Team Leaders in which discussions of Project Management Reports, weekly project team meetings, two-night supplier meetings and weekly program board meetings will take place.
Quality Package
The Project Quality Plan is typically written by ITQA (IT Quality Assurance) and identifies aspects, which will be submitted as part of the project (Project Plan, Business Requirements (BRS), Use Cases, High Level Design (HLD), Software Requirements Spec ( SRS), Test Scripts, Test Reports, Post Development Review (PDR), Stage Assessment in Project Quality Plan). ITQA also determines when the Final Stage Assessment (ESA) will take place. These are basically checkpoints during the lifetime of the project ensuring that product quality is being delivered. ESA implies a meeting in which to consider the Degenerated Project Plan to ensure it is up to date and timely, Project Management Reports, Project Working Point Reports, Minutes of Team Meetings, Action and Agenda, Project Risk and Issue Logs, and Quality Plan Tips.
Initial Project Plan
Preliminary Plan Writing for PID implies considerable reconsideration of the proposed date and phase of the details. Often business stakeholders request the project to be delivered to an impossible date, which takes the spotlight of that fact. In this case most stakeholders are flexible and will reconsider the launch date or reduce the scope. Relaunching or reducing the scope needs to be supported with justification, where stakeholders make the decision to postpone the launch date. The sooner workers begin to build such relationships with stakeholders, the easier it will be later when more urgent concerns about the scope are raised.
Project Control
There are a number of special sections, which need to be solved in terms of controlling the entire project: Project Controls, Project Stages, and the Exclusion Process. Such matters may include Actual Budget and forecasts generated for each financial period, Exceptions to be forwarded to Corporate Program Managers, Product overviews from the Quality Plan, Project Tolerance, Risk Mitigation Plan, identify risks and project plans for their mitigation, Log Issues, Existing Change Control Process, Weekly Weekly Reports for Company Program Boards, weekly supplier meetings, weekly project team meetings, etc.
Initial Risk and Problem Log
The rules are still more and more we will do, the more we have to do. The project stages are: Initiation, Requirements, Design, Development, Test, Project Launch and Close with the Process of Exception stage. The last stage is the most unstable, as it covers how much Budget, Time, and Project Scope can increase without a project forced to enter Exception. In situations where stakeholders decide to relocate the project into Exception, a Detailed Exclusion Plan should be introduced that will replace the project version/plan stage used prior to the Exception. And above all these additional documents, the Project Manager should also keep the project going forward and ensure their team is motivated. Once the PID is officially approved, it means that there is an additional possibility to use before it has to move to Exception. This can make a difference to the success of project delivery in the same way as a good cash flow is the key to the success of any growing business.
Boehm has identified six stages of risk management: Identification, Assessment, Priority, Management Planning, Resolution and Monitoring, taking place at PID.
Obtain Approved PID
The final stage of PID writing is Approval, which implies distribution to all Stakeholders on the Distribution List in PID and other interested parties such as Operations or HR Resources via email with a request for comment. Then the team leader will collect the comments and then follow the final meeting where the interested Parties and interested Parties will discuss the PID in more detail. Only after these stages are completed, your PID will have sufficient standards to be approved and forwarded to the Program Board for funding. Depending on the complexity and size of the project, the stages will be completed in five Informal and four Formal reviews. Some problems may arise such as shortcomings or resources and lack of finances. It's important to identify how to prioritize your project before starting PID, which will help avoid the huge cost if the project will appear in the Exception Stage.
"Success is delivery of products that meet expectations"
PID Characteristics
Determining the importance of the project, the Project Initiation Documentation identifies that it is a contract between the project management and the sponsor. The purpose of PID is to understand the project location. The correct PID format represents a background understanding, purpose, and benefits. A good project manager is not only interested in providing output or capability to their customers, but is interested in the broader context and benefits that will ultimately be generated by this ability. PID identifies what is within the scope of the project with the use of flowcharts and Product Breakdown Structure. An important role plays the identification of responsibilities, which implies the role of project manager, team leader, sponsor, supplier, user representative, stakeholder, and steering committee members.
There are key aspects to consider before starting the project and creating a Project Initiation Document, such as: how will the project be delivered? What kind of approach: variegate techniques (eg waterfalls, agile methodologies)? How to communicate with stakeholders, keeping on top of risks, problems and changes.
For PID it is enough to enter the place, which emphasizes the main phase and project activities.
The success of PID and the entire project stacked on visual aspects, such as graphics, galvanizing a better visual memorization of the project.
Risks are needed to be identified before they appear as a problem in the whole project. The problem can be solved by listing the top project risks and what precautions to take.
The financial side of the project needs to be considered. PID schemes need to be included alongside budget constraints and provide assumptions used by teams when they estimate as well as details about how often the review will be approximate. Important aspects must be avoided isolation, as it can lead to errors such as spelling or jargon.
To increase PID, PowerPoint can be created, identifying and emphasizing the main points.
See also
- BOSCARD
- Project planning
- PRINCE2
- Project Management
- Business Cases
- Communication Planning
References
Source of the article : Wikipedia
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