Project Management Documentation Series: Project Brief and Project Initiation Document
Welcome back to the project management documentation series where we will be discussing
the important documents you will need for your project.
Today we will be focusing on two key documents to complete at the start of your project.
Start with the project brief, which is building on from the business case explained last time (click here to visit previous blog).
Followed by the project initiation document, an extension of the project brief.
Project Brief
Once a project has got the go ahead to start, we need to develop and formalise the business case into a project brief to provide clear and concise documentation on the project's objectives, and requirements to summarise them for all stakeholders involved.
The project brief will outline the project overview, scope and milestones as well as the stakeholders involved.
Although it is important to keep it high level at this stage, it is only a summary to communicate the projects goals and make sure that everyone involved has a joint understanding of the key project information.
It can also be used as a reference throughout the project to go back to reiterate the aim and reason for the project.
The owner of the project brief is the project manager, and it is addressed to the stakeholders.
What’s included in the Project Brief:
Project Name
Project Sponsor
Project Overview
Project Scope
Project Exclusions
Project Assumptions
Timescales
Key Milestones
Resource
So, the aim of the project brief is to give a clear indication and explanation to the key details of the project for stakeholders to instantly understand the aim and requirements, so that they can come together to achieve the common goal. Click here for our Project Brief Template. It’s free to use.
Project Initiation Document
The Project Initiation Document, commonly abbreviated to the PID is the document that holds all of the relevant and key information about the project. See it as your project bible. It’s there to set the tone of the project and guide the team throughout. Creating this ensures that everyone has the same view and understanding of the project as a whole.
It is a living document that can be continually reviewed and added to, as well as be used to assess the progress of the project. It is also good to have this set up so that if any debates arise, or decisions are needed further along in the project, then the PID can be consulted.
So, what exactly is in a PID?
It includes all of the initial reasons to start the project, what the project aims to achieve and how, along with the project planning.
The PID answers: What? When? Why? How?
It will define the project and its scope, justify the project, include roles and responsibilities of the resources to give people the information stakeholders need for an effective start.
What’s included in the project initiation document?
Communication Plan
Project Plan
RACI Matrix – Graphic opportunity
Issues
Dependencies
Budget
Project Definition
Project Approach
Business Case
Roles & Responsibilities
Rick Management Plan
High Level risk
In conclusion
A Project Initiation Document documents everything, and is the point of call throughout the project if a reminder is needed as to why the project started in the first place, and the route that was set out to achieve it and make any changes as necessary. Without it, a project can go easily off course.
So, these are your three key documents to produce at the beginning of a project before you jump right in and get going.
Next time we will be discussing all the different logs and registers you will need to create just before you start any project activities.
Until Then,
Anna
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