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A project initiation document (PID) outlines a project’s approach plan, including project definition, business case, deliverables, constraints, risks, staff roster, communication plan, project tolerances, and signatures. It is essential to clarify the value that the project should deliver to the organization in return for cost, list all constraints, identify and manage risks, and establish design tolerances. Managers and executives usually sign the document to indicate their support for the project.
A project initiation document (PID), or project brief, is used in project management to highlight the project’s approach plan. The specific sections of a PID vary between organizations and project methodology. Typically, each of them covers some key information that describes the project, including definition, case, deliverables, constraints, risk, members, communication plan, project tolerances, and signatures.
The project definition is a key section of the documentation. It will describe the goals, objectives and desired outcomes of the project, how each will be measured, and the scope of work to be completed. The project initiation document should clearly state which features to include and exclude.
A business case is essential to the project. This section should clarify the value that the project should deliver to the organization in return for cost. If a project can’t provide enough benefits to justify its expense and effort, it likely won’t get funded.
The results of the project 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 all the constraints that the project faces. Constraints are external factors that can affect the project but are beyond the control of the project manager. Assumptions, such as a third-party software developer delivering code, must also be documented.
All projects have risks. The project manager must identify risks by documenting them using a risk log or register. Risks should be monitored and prevented or mitigated whenever possible. The project manager should develop plans to manage those that cannot be prevented.
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 work.
An organization can include a communication plan in a PID. This plan could include various meetings with team members. It could also document expected communications to executive management and end users who may be affected by the project.
Many organizations establish design tolerances. Tolerances refer to the actual amount of work and expense incurred by the project versus the plan. A project that does not operate within the allowable variance for the projected period and budget may be subject to an additional management overview. This information could also be included in the project initiation document.
Most PIDs have a signature area. Managers and executives are usually required to sign the document. Their signature indicates that they will support the project by funding or dedicating employees to work on it.
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