University of Dublin
Trinity College
Information Systems Services
Project Initiation Document (PID)
Author(s)
Date
Version
Version History
Version
Reason for Amendment
Date
ISS PO Document Approval
Name
Role
Date
Version
Business Area & ISS Document Approval and Sign-Off
Name
Role
Signature
Date
Version
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Table of Contents
1 Document Control ................................................................................................... 5
1.1 Purpose of Document .................................................................................................. 5
1.2 Project Name and Identifier ......................................................................................... 5
1.3 Document Location ..................................................................................................... 5
1.4 Distribution................................................................................................................... 5
1.5 Audience ...................................................................................................................... 5
1.6 Definitions .................................................................................................................... 5
1.7 References ................................................................................................................... 6
2 Introduction ............................................................................................................. 7
2.1 Background .................................................................................................................. 7
3 Project Definition..................................................................................................... 8
3.1 Project Objectives........................................................................................................ 8
3.2 Scope of Project........................................................................................................... 8
3.2.1 In scope .................................................................................................................. 8
3.2.2 Out of Scope .......................................................................................................... 8
3.4 Constraints ................................................................................................................... 8
3.5 Dependencies .............................................................................................................. 8
3.6 Assumptions ................................................................................................................ 8
4 Project Costs ........................................................................................................... 9
4.1 Project Budget ............................................................................................................. 9
4.2 Payment Schedule ....................................................................................................... 9
5 Project Plan ........................................................................................................... 10
5.1 Project Approach ....................................................................................................... 10
5.2 Phases and Activities ................................................................................................ 10
5.3 Milestones and Deliverables ..................................................................................... 10
5.4 Implementation Plan .................................................................................................. 10
6 Project Organisation ............................................................................................. 11
7 Project Controls .................................................................................................... 12
7.1 Roles and Responsibilities ....................................................................................... 12
7.2 Project Team and Project Review Meetings ............................................................. 12
7.3 Reporting .................................................................................................................... 12
7.4 Change Management ................................................................................................. 12
7.4.1 Raising change requests .................................................................................... 12
7.4.2 Change Management Roles ................................................................................ 12
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7.4.3 Measuring change requests................................................................................ 12
7.5 Project Tolerances ..................................................................................................... 12
7.6 Project Issues ............................................................................................................ 13
7.7 Configuration Control Plan ....................................................................................... 13
8 Project Quality ....................................................................................................... 14
8.1 Acceptance Criteria ................................................................................................... 14
8.2 Quality Responsibilities ............................................................................................ 14
8.3 Quality Standards ...................................................................................................... 14
9 Risk Management .................................................................................................. 15
10 Communications Plan......................................................................................... 16
10.1 Communications Management Plan ....................................................................... 16
10.1.1 Stakeholders and their information requirements........................................... 16
10.1.2 Communication mechanisms to be used ......................................................... 16
10.1.3 Key elements of information to be distributed ................................................ 16
10.1.4 Roles and responsibilities of staff responsible for communication .............. 16
11 Benefits ................................................................................................................ 17
11.1 Benefits to be realised during the life of the project .......................................... 17
11.2 Benefits to be realised after the life of the project ............................................. 17
Appendices ............................................................................................................... 18
A
Glossary of Terms ..................................................................................................... 18
B
Detailed Cost Benefit Analysis ................................................................................. 18
C
Relevant Technical Data ........................................................................................... 18
D
Risk Log ..................................................................................................................... 19
E
Issue Log ................................................................................................................... 20
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1 Document Control
1.1 Purpose of Document
The purpose of this document is to adequately define the project and provide a basis for its
management and assessment of its overall success. It must demonstrate that the project has a
fundamentally sound basis before gaining project board commitment.
1.2 Project Name and Identifier
State the project name as allocated by the IS Services Project Office. The unique project identifier code
(Remedy Change Control Log – INC replaced with P) associated with this proposed tranche of work
1.3 Document Location
The electronic master version of this document is located in ….. The business proposal document is
located in ….
1.4 Distribution
This document has been distributed to:
Name
Role
Date
Version
1.5 Audience
State below this box who should read the document and also who should or must apply it. In
particular, state who should approve its contents and who is expected to produce any known children
documents, such as a Statement of Requirements.
1.6 Definitions
Include below any major definitions which affect the understanding of the whole document. Where
more than just a few definitions are needed for the document, a Glossary of Terms Appendix may be
used and merely be referred to here.
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1.7 References
List any external references used in the document.
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2 Introduction
This template provides standard contents for the Introduction sections of documents. Not all subsections are mandatory and may be deleted, and additional sub-sections may be included.
2.1 Background
This section will give a history of the Project from its inception. It will give details of why and how the
idea for the project came about and the way it was developed. State whether the project is a standalone activity to fulfil a particular need or whether it is part of a larger programme.
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3 Project Definition
This section will cover the expected achievements, the extent of the Project and its boundaries.
3.1 Project Objectives
This section should define the Objectives of the project (measurable where possible) - what is the
eventual outcome intended to be? It is recommended that these are explained in business terms rather
than technical terms.
3.2 Scope of Project
3.2.1 In scope
A definition of the exact responsibility of the project.
3.2.2 Out of Scope
A definition of what is specifically NOT the responsibility of this project.
3.3 Deliverables
A complete list each of the main deliverables of the project.
3.4 Constraints
What constraints have been placed on the project to include such areas as finance, time, space,
methods to be used, legal requirements?
3.5 Dependencies
Detail any dependencies on other pieces of work /projects or organisations that may impact this
project.
3.6 Assumptions
What assumptions have been made about this project?
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4 Project Costs
4.1 Project Budget
What is the budget for this project?
4.2 Payment Schedule
Stage
Date
Value €
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5 Project Plan
5.1 Project Approach
The approach to the project will deal with the high level steps needed to achieve the desired results
and the main mechanisms for execution of these steps.
5.2 Phases and Activities
This section details the main phases of the project and the activities in each phase.
5.3 Milestones and Deliverables
What will actually be delivered by this project or the intended outcomes from the project, as
appropriate?
5.4 Implementation Plan
The plan should include a project Gantt chart, and a resource plan in terms of the people involved. In
addition there will be a narrative describing briefly, the main activities and stages involved in the
delivery of the project.
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6 Project Organisation
The names and roles of those involved with the project to include as a minimum the Project Sponsor,
the Project Manager and representatives of the Users. .
Role
Name
Project Sponsor
Steering Committee Membership
Project Manager
Project Team Members
Business Area Senior Manager
Business Area System Support Manager
ISS System Expert
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7 Project Controls
This section covers how the project is going to be governed in terms of roles and responsibilities,
reporting responsibilities, change management and issue management.
7.1 Roles and Responsibilities
7.2 Project Team and Project Review Meetings
7.3 Reporting
A detailed description of the reporting requirements for the project in terms of reporting to the Project
Board, Sponsor and Projects Office.
7.4 Change Management
The method by which change management will operate. This should include how changes are
requested, processed and rejected or approved if so how they will be implemented.
7.4.1 Raising change requests
7.4.2 Change Management Roles
7.4.3 Measuring change requests
7.5 Project Tolerances
These tolerances should be stated for both the time and money aspects of a project. They should signal
the amount of variance allowed from the actual project estimates before Project Board Intervention is
required. It must be remembered that this is a measure to trigger intervention it should not be taken
as an allowable overrun or overspend.
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7.6 Project Issues
This section should include how issues will be dealt with throughout the life of the project. An Issue
Log should be kept to record information on each of the issues arising (see below) and a process for
recording, owning, communicating and dealing with issues should be articulated here.
The Issue Log should be maintained as a separate project document throughout the life of the project.
A copy of the Issue Log to be maintained is included in Appendix E.
7.7 Configuration Control Plan
The Configuration Control Plan should specify the procedures to be followed for the control of the
Project Documentation. This should include the likely files to be set up and the mechanisms for
keeping status documents updated, and for the filing of quality review results etc.
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8 Project Quality
This section will cover the approach to Quality Control and Assurance for the project. Detailed here will
be the formal review dates, the expected approach and any key Quality Plan should include:
8.1 Acceptance Criteria
A measurable definition of what must to be done for the deliverables to be acceptable to the customer.
8.2 Quality Responsibilities
The roles and names of those responsible for Quality on the project.
8.3 Quality Standards
Any applicable standards processes or procedures to which the project must comply.
8.4 Control and Audit Processes
A description of the Quality reviews that will be carried out during the life of the project including who
will be carrying out these reviews and at what stages this will occur.
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9 Risk Management
A risk is defined as an uncertain event or set of events that could have an effect on the project. These
should be identified and placed in a Risk Log. The risk should be rated in terms of their probability and
impact and proposals in place for managing the identified risks.
The Risk Log should be maintained as a document separate from the PID. This section should
outline how risks will be identified, recorded, rate and managed throughout the life of the
project. A copy of the Risk Log is included in Appendix D.
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10 Communications Plan
10.1 Communications Management Plan
This section describes how communications will be managed on the project and how project
stakeholders will be kept informed during the project.
10.1.1 Stakeholders and their information requirements
10.1.2 Communication mechanisms to be used
10.1.3 Key elements of information to be distributed
10.1.4 Roles and responsibilities of staff responsible for communication
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11 Benefits
In this section, list each of the main benefits to be realised from the project and for each give a brief
description, benefit type (whether financial or non-financial), realisation timescale, owner and an
explanation of both value of benefit and how this will be measured.
11.1 Benefits to be realised during the life of the project
Use a new table for each benefit.
Key Benefits to be realised from the Project
Benefit 1
Benefit description:
 the benefits expected
 who will be impacted
(positively or negatively)
 dependencies
Benefit type
F = Financial
NF = non-financial
Benefit measurement Indicate
the expected value of the benefit
and how it will be measured
Timescale of realisation
During or after the
project (how long after)
Owner & Reporting
11.2 Benefits to be realised after the life of the project
Key Benefits to be realised from the Project
Benefit 2
Benefit description:
 the benefits expected
 who will be impacted
(positively or negatively)
 dependencies
Benefit type
F = Financial
NF = non-financial
Benefit measurement Indicate
the expected value of the benefit
and how it will be measured
Timescale of realisation
During or after the
project (how long after)
Owner & Reporting
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Appendices
A
Glossary of Terms
B
Detailed Cost Benefit Analysis
Optionally include a cost benefit analysis if the PID is the only document included in a submission for financial approval.
C
Relevant Technical Data
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D
Risk Log
Risks
#
Risk
Category
Risk Description
<Project or
Programme>
<insert full description of risk>
Probability
1 – Low
2 - Med
3 - High
Impact
1 – Low
2 - Med
3 - High
Total
PxI
Risk Management / Mitigation
Owner
Timeline
<what mitigation steps have been taken? Include date of any
update in text>
<all risks need
owner>
<timeline
when risk is
valid>
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E
Issue Log
Issues
#
Issue Category
Priority
1 – High
2 – Med
3 - Low
Description
Update
Owner
<Scope/Timeline/Resources/Technical>
<P1- P3>
<insert full description of issue here>
<insert running update here, include
date of update in text>
<Who owns
issue?>
Due Date
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