Project management - an overview

Project start-up / project initiation document - template

Information

To get the project under way and get agreement from all concerned about how to proceed, a
document that's generally known as a project initiation document should be written. This document
provides a clear, accurate definition of what the project is, how it will be carried out, who will do the
work and other details. It is the result of your initial planning and discussions, and should reflect what
has been agreed at those earlier stages.

This document is the essential reference for the project work and has a near-contractual status,
whether the project is internal, whether you are working with an external supplier, or whether you are
doing the project for a client. It should be signed by all stakeholders to show agreement that the
project is to go ahead on the understanding shown in this document.

Any divergence from this document is often dealt with by formal procedures often referred to as
change control or change management - an acknowledgement and agreement (including
agreement to any additional costs) that the project requirements or deliverables have been changed
compared to what was originally specified in this document.

Information from a project scope document (see separate template) can also be included in this
document.

The section headings in this template are the most commonly used for any type of project. Depending
on the nature of your project you may need to have additional sections. For example, a project to
upgrade a business' website should contain information on technical requirements, a suggested
minimum specification for users' computers, the programming language that will be used, a testing
strategy, etc.

It is important to note that all projects are different and require different amounts of detail according to
their complexity. Many formal project management processes were originally developed for use with
very large and multi-strand projects such as those in construction and technology. Always limit your
documentation and management to a level that's appropriate for your particular project.

The project management sector has developed processes, tasks and terminology that you may not be
familiar with. If you're new to working with a project manager who follows a formalised project
management system, make sure you ask them to explain any unfamiliar terms or even to avoid using
such jargon from the outset.

Template document begins on next page

[Project name - initiation document DD/MM/YYYY] 1

 Project initiation document

[Project name]

[Date]

Insert table of contents if required

Project background / introduction

Give a brief overview of the background to the project and why it is being carried out. You don’t need
to go into detail here.

Business case / Benefits of doing this project

Describe why you are doing the project and list the benefits to the business.

Objectives and scope [or include / link to the project scope document]
What are the objectives for this project? This can be a single statement or may be more detailed, eg
listing each specific objective to be achieved. You should try to keep to no more than five objectives.

Deliverables / outcomes
What the results or output of the project are, or the end result. Try to describe a tangible output such
as the creation of new marketing information, product photography completed, new software uploaded
to relevant computers, etc.

Constraints
Constraints are the factors that will affect how and when a project will be done, such as a delivery
date, the budget, etc.

You may not always be able to specify the cost - for example, if you are refitting premises, you may
not have a final cost from all contractors because a certain amount of uncertainty is inevitable until
work commences - for example, the need to install new lighting might reveal the need to replace some
or all of the existing electrical cabling to meet current requirements. For situations such as this, you
could indicate a likely cost range or your total maximum budget, including any contingency sum.

Time: for example does it have to be completed by a certain date, eg to meet a delivery deadline?

Costs: for example the total maximum budget

Resources: the people required to complete the work on time

Assumptions
List here any assumptions you have made about the project and which have influenced the approach
you're taking, such as:

 "We expect most customers will access the new website through a broadband connection, so
high-resolution graphic images we'll use in the product catalogue will load/display quickly"
 "The schedule assumes that the fit-out of the new premises will have been completed by 15
August 2011 to enable the full move to take place week commencing 21 August"

[Project name - initiation document DD/MM/YYYY] 2

Time and cost estimates
In this section, you should list initial estimates for key tasks or parts of the project (or known prices, eg
from an external supplier who has already quoted for their part of the project).

Key dates / milestones

Particularly on larger projects, there may be a number of key dates by which certain tasks or parts of
the project must be completed - either as part of a phased delivery or because something must be
completed in order for something else to happen.

In the example of a move to new premises, machinery, equipment or computers must be installed
before staff can be moved. In a project to launch a new retail website, all product photography,
descriptions, price details and other content creation has to be completed before the upload and test
stages can begin.

Schedule and project plan

It is enough here to refer to more detailed documents that are likely to be held separately and in more
detail (see separate example of a project plan and schedule).

Key success criteria

This section should show how you will measure the success of the project - eg "Launching the new
website will result in sales increase of 15% in the first year".

Risks - analysis, prevention, management and monitoring

In this section, you should show that you have considered what risks might arise, what you can do to
prevent risks or reduce their effect on the project and how you will monitor them.

Describe any risks you feel could affect the project, whether internal or external. There will always be
risks but not all risks will have an impact that would be detrimental. It is important to consider the risks
so that you can also plan how you can reduce or remove them and help to ensure the project's
success. Describe any plans you have for what you would do if a risk materialised.

You can also link to any risk control or monitoring documents, such as the risk register or risk log
(see separate template).

Reporting
Describe here any progress reporting that's planned as part of the project - for example you may ask
a supplier to report weekly or monthly so that you can assess their progress or team members might
be asked to report on individual progress.

Project manager / project lead

If there is a project manager - whether someone in this role full time or someone acting in this position
for the purposes of this project, state who this is and their responsibilities. The project manager is
responsible for the day to day running of the project.

Project sponsor
State who this is and their responsibilities.

Project board / steering group

[Project name - initiation document DD/MM/YYYY] 3

On larger projects, there may be a number of people involved at a higher level who are not directly
involved in running the project but who have an interest or need to authorise some high-level
decisions, such as additional expenditure. Delete this section if it isn't relevant to your project.

Project team and roles

List here all those working on the project, with brief details of their roles and responsibilities and their
contact details.

For a larger team or project, you could also create a project organisation structure diagram, showing
who is doing which work, who they report to, etc.

Sign off / approval / agreement to proceed

Amend this section as required

Signatures

Project manager / Date

project lead

Project sponsor / Date

client

[Project name - initiation document DD/MM/YYYY] 4