Leicestershire County Council: Project Initiation Document Leicestershire Sustainable Community Strategy

Leicestershire County Council Project Initiation Document Leicestershire Sustainable Community Strategy
Status:
Draft
Prepared by: Donna Mackay
Version 0.1 July 07
Leicestershire County Council
Project Initiation Document Status: Draft
Contents
1. DOCUMENT CONTROL 1.1 Control Details 1.2 Document Amendment Record 1.3 Document Sign-off INTRODUCTION 2.1 Purpose of this document 2.2 Background 2.3 Project Mandate 2.4 Project Brief 2.5 Aims & Objectives 2.6 Layout of this document PROJECT DEFINITION 3.1 Introduction 3.2 Project Vision 3.3 Draft Structure of SCS STAKEHOLDER ANALYSIS 4.1 Stakeholders 4.2 Communications Plan ORGANISATION STRUCTURE, ROLES & RESPONSIBILITIES 5.1 Overall Structure 5.2 Project Board 5.3 Senior User 5.4 Senior Supplier 5.5 Project Assurance 5.6 Project Manager 5.7 Project Support 5.8 Team Manager 1 5.9 Team Manager 2 5.10 Team Manager 3 4 4 4 4 5 5 5 5 5 6 6/7 7 7 7 8 10 10 10 11 11 11 11 11 11 12 12 12 12 12
2.
3.
4.
5.
Client Confidential: Leicestershire County Council Project Initiation Document Leicestershire Sustainable Community Strategy Version 0.1
6.
PROJECT PLAN 6.1 Overall Project Plan 6.2 Stage Plan Project Budget RISK ASSESSMENT ASSUMPTIONS PRODUCT DESCRIPTIONS 10.1 Product Breakdown Structure 10.2 Product Descriptions PROJECT QUALITY PLAN 11.1 Project Assurance 11.2 Products 11.3 Product Completion Reviews 11.4 Managing Change to Products 11.5 Project Closure 11.6 Financial Control PROJECT CONTROLS 12.1 Progress Reporting 12.2 Project Tolerances
13 13-16 17 18 19-20 21 22-26 22-26 22-26 27 27 27 27 27 28 28 28 28 28
7. 8 9. 10.
11.
12.
1.1 Document Control Details

Document Location: Production Software: Author: Donna Mackay, Policy Team, Chief Executives Department Microsoft Word K Drive, Policy Team, Chief Executives Department
1.2 Document Amendment Record

Issue Amendment Detail Author Date Approved
1.3 Document Sign-off

Project Manager:
Signature: Printed Name: Position:
.. Donna Mackay. Senior Policy Officer, Community Planning. 22nd June 2007 .
Date:
Project Sponsor:
Signature:
Printed Name:
John Sinnott.
Position:
Chief Executive, Leicestershire County Council. 22nd June 2007.
Date:
2. INTRODUCTION
2.1 Purpose of this document
The purpose of the Project Initiation Document is to define the project, to form the basis for its management and the assessment of overall success. There are two primary uses of this document: To ensure that the project has a sound basis before asking the Project Board to make any major commitment to the project To act as a base document against which the Project Board and Project Manager can assess progress, manage change, and ongoing viability questions
2.2 Background
The Local Government White Paper (LGWP) has a strong emphasis on the development of Sustainable Community Strategies (SCS) and the three strands of Sustainability The first Community Strategy for Leicestershire was published in 2003 The Community Strategy was then reviewed in June 2005 Reviewed priorities were identified through Focus Groups, Citizens Juries, Parish Council Questionnaire, and Citizens Panel. Three priority Chapters were identified as Children & Young People; Traffic & Transport; and Crime & Community Safety The current Community Strategy is structured in three key sections: The people of Leicestershire Want; In Leicestershire and We will. We have a duty to consult and seek participation in the Sustainable Community Strategy and the LAA The second generation Local Area Agreement (LAA) will begin in April 2008. This is the key delivery plan for SCS. A development overview diagram is contained in APPENDIX A for the LAA.
2.3 Project Mandate

See attached as APPENDIX B
2.4 Project Brief

A Sustainable Community Strategy will be developed for Leicestershire in partnership with all key organisations/ partnerships in Leicestershire, setting out our priorities over the next 5 years. The Local Area Agreement (LAA) will act as the key delivery plan for the priorities/outcomes contained within the Sustainable Community Strategy (SCS).
2.5 Aims and objectives

The project objectives are considered to be: To develop a Sustainable Community Strategy by March 2008, signed off by partners of Leicestershire Together, to inform the LAA 2008 11, which meets both local needs and government requirements To ensure that the SCS and LAA reflect both improvements to universal services and the placeshaping agenda To ensure that the seven key strategic partnerships, and the other supporting, specialist and crosscutting partnerships are fully engaged in priority setting and outcome development for the SCS/LAA To ensure the SCS and LAA are informed by a robust evidence base, making use of community/ local needs and priorities identified in recent consultation, existing priorities in the LAA and new priorities arising from consultation Make links to the emerging Comprehensive Engagement Framework when consulting on the SCS Ensure the evidence base for the SCS is integrated appropriately with the Joint Strategic Needs Assessment, with regard to the likely National Indicator Set, and the community safety partnership Strategic Assessment Ensure that the SCS provides a strategic framework for which the LAA is the delivery mechanism. Publish a SCS by March 2008
2.6 Layout of this document

This Project Initiation Document has the following structure: Section 3 Project definition. Describes the objectives, scope and approach to the delivery of the project Section 4 Stakeholder analysis. Includes both an assessment/categorisation of all
key stakeholders and a communications plan Section 5 Organisational structure. Defines the individual roles and responsibilities of each member of the project organisation. Section 6 Project plan. Provides a summary and explanation of the stages and activities involved in the delivery of the project. Section 7 Risk analysis. An assessment of the risks and issues identified to date. Section 8 Assumptions. scoping the project. Section 9 Product descriptions. Defines the specialist and management products associated with each project stage. Section 10 Quality plan. Defines how quality will be managed throughout the project. Documents the assumptions that have been made in
3. PROJECT DEFINITION
3.1 Introduction
The diagram shown on the following page demonstrates the overall vision of the project, resulting in the publication of a Sustainable Community Strategy.
3.2 Project Vision
3.3. Draft Structure of the Sustainable Community Strategy
Contents Introduction What is the SCS How was the strategy developed Our Vision, values and commitments Leicestershire in 2007: People, Areas of change
Places and Themes
Areas for improvement Focus on Sustainability Links (LAA, JSNA, Infrastructure Plan) Our priorities for 2003 2007: Our Priorities for 2008 2013: People/Themes and why) Children & Young People Stronger Communities Older People Cleaner & Greener/ Environment Healthier Communities Safer Communities Transport & Housing Community Cohesion Places in Leicestershire People/Themes and why) LAA Priority Neighbourhoods Fringe Area Monitoring the delivery of the SCS LAA as delivery framework How & when it will be evaluated (headline Main Towns outcomes Rural Leicestershire (headline outcomes Economic Development How did we do?
4. STAKEHOLDER ANALYSIS
4.1 Stakeholders
The Leicestershire Together Structure diagram has been attached as APPENDIX C. This outlines the key stakeholders involved in the development of the SCS, including the Leicestershire Together Board and Strategic Senior Officers Group (SSOG). In addition to this, key stakeholders include: Parish Councils Planning colleagues, at district & county levels Leicestershire County Council Officers & Members Leicestershire residents
4.2 Communication Plan

The Leicestershire Together Communications Plan can be found in APPENDIX D.
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5. ORGANISATION STRUCTURE, ROLES & RESPONSIBILITIES

5.1 Overall structure
5.2 Project board

The project board is the Strategic Senior Officer Group (SSOG)
5.3 Senior User

The senior user will need to be determined by the Project Board
5.4 Senior supplier

The senior user will need to be determined by the Project Board
5.5 Project assurance

Andy Robinson, Assistant Chief Executive (Community Planning) will act as project assurance, delegating to Nicole Rickard, Policy Team Leader, when necessary.
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5.6 Project manager

Donna Mackay, Senior Policy Officer (Community Planning) is the project manager
5.7 Project support

The SCS/LAA Project Team will act as Project support
Team managers
5.8 Team manager 1 Joanne Miller (Senior Economic Research Officer)
Lead on the development of The state of Leicestershire report
5.9 Team manager 2 John Wright (Senior Policy & Performance Manager (LAA)
Lead on the LAA delivery plan and links with SCS
5.10 Team Manager 3 TBC

Lead on developing the place section within the SCS
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6. PROJECT PLAN
6.1 Overall Project Plan
The development of the SCS has been broken down into 6 key stages. These are detailed as follows: Stage 1: Evidence Base & Communication Plan Description: To scope out the evidence base (including people, themes and places) and gain existing information to inform this. To finalise the communications plan for Leicestershire Together with a focus on the SCS & LAA Methods/Tools: Meet with LAA block leads to establish what existing information is available to inform the evidence base and what information gathering/consultation they have planned during the period prior to the publication of the SCS Carry out desk based research to extract relevant consultation outcomes from Parish Plans/ User Satisfaction Surveys etc Set up a Communications sub-group with representatives from each LAA block to take forward Communications plan. Key tools being Leicestershire Together Website,
Leicestershire Matters and partner publications. Deliverables/ outcomes expected: To have a robust communications plan to assist the development & implementation of the SCS/LAA To have a robust evidence base which will inform both the SCS & LAA in setting priorities in Leicestershire for the next 5 years. Stage 2: Draft Priorities Identified Description: To have a set of draft priorities identified for each theme partnership, with input from crosscutting partnerships, based on the evidence base
13
Methods/ Tools: Leicestershire Together Forum 29th June. To include representatives from Communities of Interest and LAA theme representatives. Looking at draft priorities. Partnership Meetings (outlined in the overall project plan) Meetings of LAA Leads/ SSOG/ LT Board
Deliverables/ outcomes expected To have a set of draft SCS priorities available for wider partner consultation
Stage 3: Key Partner Consultation Description To circulate draft priorities to all key partners for comment/feedback
Methods/ Tools Make use of existing partnership meetings, including the Leicestershire Together Board, SSOG, LAA Leads meeting, theme/cross-cutting partnership meetings and the Leicestershire Together Conference Set up individual follow up meetings as necessary making use of Links Consulting where appropriate Deliverables/ outcomes expected To hold a full and comprehensive consultation period to allow partners to contribute to the draft SCS and future development Stage 4: Wider Stakeholder Consultation Description To extend the consultation to include Leicestershire residents/ businesses and local groups, including parish councils. Methods/ Tools A survey through Leicestershire Matters A feedback form on the Leicestershire Together Website Publicise at wider partnership meetings
14
Deliverables/ outcomes expected To hold a comprehensive consultation period to allow stakeholders and Leicestershire residents to comment on draft priorities identified within the draft SCS Comments received through the consultation to feed into the development of the final publication of the SCS Stage 5: Production of Draft SCS Description Final draft of SCS to be written taking into account feedback received through both the partner consultation and wider consultation period Methods/ Tools Meetings of the project team, project assurance and project board
Deliverables/ outcomes expected To develop a final draft of the SCS which reflects feedback received through consultation, which the project board will scrutinise Stage 6: Sign off & Publication Description The project board (SSOG) and LT Board to agree the final draft of the SCS for publication Once agreed, the strategy will be distributed widely
Methods/ Tools Project Team to agree submission of final draft to project board. Final draft SCS to be submitted to project board for approval.
Deliverables/ outcomes expected The project board to sign of the final draft SCS for publication Outcomes in SCS to form basis/ starting point for second Leicestershire LAA
15
6.1.1 Overall project plan
16
6.2 Stage plan
17
7. PROJECT BUDGET
Consultancy Links Consulting Estimated expenses New Consultation Leicestershire Together Forum Leicestershire Together Conference Leicestershire Matters Consultancy for Place section Additional Consultation Publication/ Printing Draft Document Final Document Total Printing Printing 1k 2k 36k Venue hire, refreshments, Links Consulting, interpreter expenses and travel expenses Venue hire, refreshments, Printing, Links Consulting, interpreter expenses and travel expenses Survey & articles x 6 Cost of employing consultants to produce the Places in Leicestershire report (If needed) To hold any further consultation as necessary 5k Support at LT Forum, LT Conference, Leads Plus Meetings and LT Board Meetings 8k
11k 2k 5k
2k
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8. RISK ASSESMENT
Risk How to mitigate this risk Ensure that Team Managers aware of critical deadlines and report any potential slippages to the project team and, where appropriate, the project board Ensure that relationship between evidence and priority setting is iterative, i.e. between the first outline of evidence base at the end of July and the development of draft priorities between July & September Clear priorities not established for all themes of the SCS Ensure that theme and cross cutting partnerships (who will be responsible for doing this) are engaged in the process and aware of key decision points and targets Clearly identify who is responsible for leading on this for each of the themes of the SCS Report issues to the Project Team & Board Priorities not tested adequately and agreed Ensure that theme partnerships build in time to check the priorities for their theme at a partnership meeting(s) or workshop(s) Ensure that key partners are clear about when they will have an opportunity to input into the process (August/ September) Ensure that wider stakeholders are clear about when they will have an opportunity to input into the process (provisionally November to early January) Develop links with Communities of Interest (through the LT forum initially) to enable them to input at relevant stages Plan which meetings are critical and what will go to them, including LCC Cabinet, Scrutiny Commission, SSOG, LAA Leads and the Leicestershire Together Board. L/H M/H Likelihood / Impact State of Leicestershire and Places in Leicestershire evidence bases not available in time to inform priorities M/H
19
Risk
How to mitigate this risk Ensure that the Communications Plan is finalised and implemented in full Ensure that key events LT Forum, Conference etc, are used to their full potential Keep in touch with what is likely to be included in the guidance regular updates from GOEM, key websites etc. Develop a contingency plan and some time to adjust the strategy Maintain awareness of development of 200 national indicators and number of mandatory targets to be included in the 35 Role of project board in identifying the priorities for Leicestershire
Likelihood / Impact
Key stakeholders do not feel ownership of the final product (i.e. the SCS)
M/H
SCS Guidance is not helpful and/or takes the SCS in a different direction to that anticipated
L/M
Lack of clarity as to the key outcomes for inclusion in the LAA
L/H
Potential delays to the LAA Timetable
As above
M/M
Review Risk Log
Risk log will be reviewed weekly by the project manager Progress on risks will be reported in highlight reports Additional risks will be raised wit the project board
L/M
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9. ASSUMPTIONS
A number of assumptions have been made in writing this PID: SCS Guidance will be complimentary when published The budget allocated will cover the activities required to deliver the project Sufficient resources are identified/ available Partners in the Leicestershire Together partnership family have the will to make it work, ownership of the strategy and actively contribute to its development
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10. PRODUCT DESCRIPTIONS

10.1 Product breakdown structure
A diagram outlining the key outcomes of the project can be seen in the Product Breakdown Structure in APPENDIX E
10.2 Products
PID
Purpose Provide a formal basis for the initiation of the project; Ensure that all parties have a common and agreed understanding of the purpose of the project, the objectives, what will be delivered and the responsibilities in achieving the stated goals; Provide a base against which any need for alterations to the project can be measured; and Define the scope of the project. Key Activities Definition of project organisation; Stakeholder analysis and communications plan; Project plan; and Risk analysis. Format Primary Resource Word document Policy Team, Chief Executives Department
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Quality assurance
Does this product Provide clarity of purpose for the project? Provide an adequate initial analysis of risk? Identify key stakeholders, their information requirements and suitable communication methods State clearly the assumptions made in initiating the project? Define the core organisational structure for the governance of the project?
Sign off
Project Board
Project Assurance
File name Location
Project Initiation Document: Sustainable Community Strategy

K Drive, Policy Team, Chief Executives
Business case
Purpose The Business Case is a description of the reasons for the project and the justification for undertaking the project, based on the estimated costs, risks and the expected business benefits. Key Activities Options appraisal Analysis of benefits Analysis of cost Estimation of timescales (associated with cost) Detailed risk analysis Format Primary Resource Word document Policy Team, Chief Executives
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Quality assurance
Does this product: Consider the relevant delivery options for the project and develop the case for the most appropriate? Clearly state the assumptions made in its creation? Identify sufficient benefits and costs to credibly appraise the chosen option? Deliver a sufficiently detailed project plan to understand what activities are expected to be required, when and at what cost? Clearly state the conclusion of the analysis and recommend whether the project should or should not proceed.
Sign off
Project Board
Project Assurance
File name Location
Business Case, Sustainable Community Strategy

Evidence Base
Purpose To produce The State of Leicestershire and Places in Leicestershire reports, pulling together a range of data to inform the development of priorities within the SCS and LAA Key Activities Collation and analysis of data held within the Research, Information and Policy Team at Leicestershire County Council Collation and analysis of data held by themed partnerships, including that which already informs the current LAA Contributions from district councils - through district LSPs; district Community Strategies & Local Development Frameworks particularly in relation to the place element Analysis of responses received through consultations, including the User Satisfaction Survey; Parish Plans and Social Capital Survey
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Format Primary Resource Quality assurance Sign off
Word/ PDF Document Policy Team, Chief Executives Department SCS/LAA Project Team Project Team Project Board
File name Location
The State of Leicestershire Report

Vision
Purpose A clear Vision of the development process of the SCS and LAA, including a statement of purpose; clear timetable and communications plan. Key Activities To develop and agree a five year vision for the SCS which complements the LAA To develop a stage plan for each stage outlined within the approach section, including clear timetables for each activity Format Primary Resource Quality assurance Sign off Excel Sheets Policy Team, Chief Executives Department SCS/ LAA Project Team Project Team Project Board
File name Location
PID: Sustainable Community Strategy

25
Outcomes
Purpose Key Activities To have a set of agreed outcomes to be included within the SCS Informed by the state of Leicestershire report - develop, in partnership with district LSPs, a range of high level outcomes relating to Places in Leicestershire, to be included in the Place chapter of the strategy, broken down by district Using the state of Leicestershire report as a basis, develop a set of high level outcomes relating to the people and themes aspects within the strategy. Incorporate cross-cutting issues, such as community cohesion, lifelong learning, equalities, rural issues and access to services within all relevant outcomes identified in the SCS Format Primary Resource Quality assurance Word document Policy Team, Chief Executives Department Does this product: Consider the relevant delivery options for the project and develop the case for the most appropriate? Clearly state the assumptions made in its creation? Identify sufficient benefits and costs to credibly appraise the chosen option? Deliver a sufficiently detailed project plan to understand what activities are expected to be required, when and at what cost? Clearly state the conclusion of the analysis and recommend whether the project should or should not proceed. Sign off Project Board Project Assurance
File name Location
PID: Sustainable Community Strategy

26
11. PROJECT QUALITY PLAN

11.1 Project Assurance
The Project Manager will ensure the agreed quality is built into all project products. The Team will accomplish this by producing product descriptions, performing quality reviews and conducting audits on work done.
11.2 Products
All major products are described in the Specialist and Management Products sections. The technical product description contains quality criteria against which the product will be measured. Each required product is shown on the Project Plan. The Project Manager will ensure that
responsibilities, appropriate resources and clear product objectives have been assigned.
11.3 Product Completion Reviews

The Project Team will review all documents identified as requiring a formal review. All formal reviews and associated tasks (i.e. adequate time allocated to read a document) will be planned and are shown on the Project Plan. At the end of each stage of the project there will be a review carried out by the Project Team. The purpose of these reviews will be to check the required level of quality has been achieved and that where problems have been identified then countermeasures have been agreed and implemented.
11.4 Managing Changes to Product

All proposed changes that affect approved products, cost or timings will be dealt with under the Managing Change process: 1. A change request can be raised by anyone on the project. The Project Manager will circulate the change request to the Project Sponsor for consideration. 2. The change control process will involve an impact analysis, resource and cost analyses, and sign-off by appropriate parties. This will be done via existing meeting arrangement, in the format outlined in section 10. 3. Any change requested outside of agreed project tolerances relating to quality/ time/ cost, or other which will significantly change the project will be forwarded straight to the project board.
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11.5 Project Closure

The Project Sponsor will formally close the project when they are assured that: All the agreed products have been delivered and accepted; Follow-on actions have been forwarded to concerned parties.
11.6 Financial Control

Any proposed expenditure outside of the agreed budget must be approved by the Project Board as part of the formal change control procedure.
12. PROJECT CONTROLS

12.1 Progress Reporting
Progress reporting will take the form of highlight reports, tabled at each meeting of the project board. Project Assurance and project support will also be kept informed via regular team meetings. Reports will contain information on Product, time and cost.
12.2 Project tolerances

The project board will need to agree set tolerances within which the project manager can work.
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Leicestershire County Council Project Initiation Document Leicestershire Sustainable Community Strategy

Prepared by: Donna Mackay

Version 0.1 July 07

Leicestershire County Council

Project Initiation Document Status: Draft

Leicestershire County Council

Project Initiation Document Status: Draft

13 13-16 17 18 19-20 21 22-26 22-26 22-26 27 27 27 27 27 28 28 28 28 28

Leicestershire County Council

Project Initiation Document Status: Draft

1.1 Document Control Details

1.2 Document Amendment Record

1.3 Document Sign-off

Signature: Printed Name: Position:

Chief Executive, Leicestershire County Council. 22nd June 2007.

Leicestershire County Council

Project Initiation Document Status: Draft

2.3 Project Mandate

Leicestershire County Council

Project Initiation Document Status: Draft

2.4 Project Brief

2.5 Aims and objectives

2.6 Layout of this document

Leicestershire County Council

Project Initiation Document Status: Draft

Leicestershire County Council

Project Initiation Document Status: Draft

3.2 Project Vision

3.3. Draft Structure of the Sustainable Community Strategy

Places and Themes

Leicestershire County Council

Project Initiation Document Status: Draft

Leicestershire County Council

Project Initiation Document Status: Draft

4.2 Communication Plan

Leicestershire County Council

Project Initiation Document Status: Draft

5. ORGANISATION STRUCTURE, ROLES & RESPONSIBILITIES

5.2 Project board

5.3 Senior User

5.4 Senior supplier

5.5 Project assurance

Leicestershire County Council

Project Initiation Document Status: Draft

5.6 Project manager

5.7 Project support

5.10 Team Manager 3 TBC

Leicestershire County Council

Project Initiation Document Status: Draft

Leicestershire County Council

Project Initiation Document Status: Draft

Leicestershire County Council

Project Initiation Document Status: Draft

Leicestershire County Council

Project Initiation Document Status: Draft

6.1.1 Overall project plan

Leicestershire County Council

Project Initiation Document Status: Draft

6.2 Stage plan