A project initiation document outlines the approach plan for a project, including project definition, business case, deliverables, constraints, risks, staff roster, communication plan, project tolerance, and signatures. It is essential to have a clear project definition, a business case that justifies the project’s cost, and a staff roster with roles and responsibilities. The document should also include a communication plan, design tolerances, and signatures from executives and managers indicating their support for the project.
A project initiation document (PID), or project brief, is used in project management to outline the project approach plan. Specific sections of a PID vary between organizations and project methodology. Each typically covers some important information that describes the project, including definition, case, deliverables, constraints, risk, members, communication plan, project tolerance, and signatures.
The project definition is a key section in the documentation. It will describe the project’s goals, objectives, and desired results, how each will be measured, and the scope of work to be completed. The project initiation document should clearly state the features to be included and excluded.
A business case is essential to the project. This section should clarify the value the project is expected to deliver to the organization in return for the cost. If a project cannot provide enough benefits to justify its expense and efforts, it will likely not be funded.
Project deliverables must be documented. Deliverables may include program code or other products and services resulting from the project. They can also include other documents such as business requirements, test plans and training manuals.
The PID should list any constraints faced by the project. Constraints are external factors that can affect the project but are beyond the project manager’s control. Assumptions, such as a third-party software developer providing code, should also be documented.
All projects have risks. The project manager should identify risks by documenting them using a risk register or register. Risks must be monitored and prevented or mitigated where possible. The project manager must develop plans to manage those that cannot be avoided.
A staff roster and timeline are also key components of a project initiation document. Roles and responsibilities should be listed with each project member. The project planning section provides an overview of the timeline for delivering critical pieces of work.
An organization can include a communication plan in a PID. This plan may include several meetings to be held with team members. It can also document expected communications to executive management and end users who may be affected by the project.
Many organizations establish design tolerances. Tolerances are related to the actual amount of work and expense incurred by the project against the plan. A project that is not operating within the allowable range of its planned time and budget may be subject to an additional management overview. This information can also be included in the project initiation document.
Most PIDs have an area for signatures. Executives and managers are usually required to sign the document. Their signature indicates that they will support the project by funding or dedicating staff to work on it.
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