[Insert Project name]
[Insert Project number]
Agile Project Initiation Document
(PID)
Document Control
1.1
Document History
Version
Author
Comments
Date
1.2
Review Panel
Review Panel
Name
1.3
Version
Role
Approvals
Approval Date
Approver Details
<PROJECT NAME> | Executive Summary
3
WHAT DOES THE PROJECT ENTAIL?
STRATEGIC FIT
Strategic Drivers
BENEFITS
OTHER CONSIDERATIONS
ICT Priority
On-premises / Cloud:
Tech. Stack:
Stnd. Architecture:
Testing:
<ICT priority>
DELIVERY
SCHEDULE
PROJECT BOARD
H1 Delivery
PROJECT SPECIFIC RISKS
H2 Delivery
Low
Medium
High
Low
Medium
High
<Risk Description>
Feb 2014
June 2014
H1 Release
<Project Board Name>
Dec 2014
H2 release
<Risk Description>
Release: 12.0, 12.3
TOTAL COST
TOTAL COST OF OWNERSHIP
€
€
PROJECT-SPECIFIC FUNDING
External - €
Internal - €
TOTAL SPEND TO DATE
External - €
Internal - €
Executive Summary
Project Information
WHAT WILL IT COST?
EXTERNAL VS INTERNAL
External
Internal
Total
ICT
€
€
Business
€
€
€
TOTAL
€
€
€
Benefits
Scope: Extent and Impact
Business
XX Days
XX%
Governance
ICT
vs.
Business
Estimates and Costs
ICT
XX Days
XX%
1.0 Project Information| Project Overview
4
< Project Name> Project Context
Information System Change
Operation & Policy Change
1. <What system changes are required to deliver this project?>;
2. Xxx.
3. <Include details of any technical changes/upgrades that will impact this
project. If these changes require Development and Test effort then these
estimates and costs need to be included in the PID >
1. <What impact does the project have on the business processes of the
Department and its agents?>;
2. <Does the project require legislation or policy changes?>;
3. No legislation changes or policy changes are required for the
implementation of the project. <include this line if no legislation or policy
changes are required>
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
1.0 Project Information| Project Delivery and Timelines
5
Project Timelines
2015
High Level Activity
Jan
Feb
Mar
Apr
May
Jun
Jul
Design
Development
Central Test
Performance Test
Business Test
Training
PIT Test
<Insert new activity here – above can be
edited as appropriate>
Code Freeze
Go Live
The project will be delivered in line with the RDM <waterfall / agile> methodology. Project timelines are summarised above. The key deliverables for each milestone,
as well as external factors impacting on the delivery date, are as follows:





Summarise milestone
Summarise milestone
Summarise milestone
Summarise milestone
Summarise milestone
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
2.0 Benefits and Impact| Strategic Fit & Business Benefit
6
Strategic and Business Programme Fit:
The <Project Name> project fits with the Department’s Strategic Programmes in the following ways:
1. The <project name> project delivers on the Department’s goal of XXX, through …
2. The <project name> project delivers on the Department’s goal of XXX, through …
3. The <project name> project delivers on the Department’s goal of XXX, through…
Business Benefit:
Yield
Cost Saving
 <Description of benefit>
Executive Summary
Project Information
 <Description of benefit>
Benefits
Time Saving
Assurance/ Satisfaction
 <Description of benefit>
Scope: Extent and Impact
Governance
 <Description of benefit>
Estimates and Costs
2.0 Benefits and Impact| Benefit Realisation
Benefits Roadmap
7
2012
Q2
April May June
July
2013
Q3
Q4
Q1
Q2
Aug Sept Oct Nov Dec Jan Feb March April May June
Q3
Q4
July Aug Sept Oct Nov
Dec
Reduced time on administration and
customer service of Direct Debit
mandates
Reduced cost on XX
Reduced resources on XX
Reduced time on XX
Reduced time on XX
Go Live Date
The Benefits Roadmap is a high level schedule derived from the Benefits Plan. Benefit timelines are summarised above. The key deliverables for each milestone
are as follows:
Baseline Data Collected
1st Actual Measurement
Realised
Further information, and the full benefit realisation plan, is available here.
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
3.0 Scope: Extent and Impact| Project Scope
8
Project Scope:
<What IT initiatives are necessary to deliver the new abilities?>
<What non-IT initiatives are necessary in order to deliver the required project outcomes?>
The scope of this project consists of a ..
<Include details of any technical changes/upgrades that will impact this project >
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
3.0 Scope: Extent and Impact| Project Scope
9
Project Scope:
Xxxxx
Further detail on the scope of the project is available here.
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
3.0 Scope: Extent and Impact| ICT System Impact
10
The <Project Name> Project applications will be built on the existing Department application architecture. The Department Stack that will be used for
this project is <Standard> Stack. Further information on the Department Stack is available here
Non Functional Requirements:
Availability:
XX/XX
Business
Continuity:
X
Back Up:
X
Security:
X
Data Retention:
X
The following links provide further information
as to the ICT impact of the change:
1. Project Architecture Document (PAD)
2. Test Scope and Estimates
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
4.0 Governance| Governance Structure
11
Key/ Legend
<Name>
Project Board
Chairman
Permanent Project
Board Member
<Name>
<Title>
Secondary Project
Board Member –
attend as required
<Name>
Business Sponsor
<Name>
<Unit>
<Name>
<Name>
ICT Sponsor
<Name>
<Unit>
<Name>
<Unit>
<Name>
<Unit>
<Name>
<Unit>
<Name>
<Unit>
<Name>
<Unit>
<Name>
<Unit>
<Name>
<Unit>
<Name>
<Unit>
Business Managers
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
4.0 Governance| Project Board & Steering Membership
12
Project Board Governance will be under the auspices of the <PB Name> Project Board, with the Steering Committee responsible for the management
of the <Project Name> project.
<Project Board Name> Project Board
<Project Name> Steering Committee
Member
Division
Role
Member
Division
Role
<Name>
<Name>
<Name>
<Name>
<Name>
<Name>
<Name>
<Name>
<Div>
<Div>
<Div>
<Div>
<Div>
<Div>
<Div>
<Div>
<Role>
<Role>
<Role>
<Role>
<Role>
<Role>
<Role>
<Role>
<Name>
<Name>
<Name>
<Name>
<Name>
<Name>
<Name>
<Name>
<Div>
<Div>
<Div>
<Div>
<Div>
<Div>
<Div>
<Div>
<Role>
<Role>
<Role>
<Role>
<Role>
<Role>
<Role>
<Role>
Permanent members of the <PB Name> Project Board and <Project Name> Steering Committee are listed above. On occasion, additional resources
may be required to attend Project Board or Steering Committee meetings . These resources are listed below.
<Project Board Name> Project Board
<Project Name> Steering Committee
Member
Division
Role
Member
Division
Role
<Name>
<Name>
<Div>
<Div>
<Role>
<Role>
<Name>
<Name>
<Div>
<Div>
<Role>
<Role>
Executive roles are illustrated in the Project Organisation Chart. Detailed descriptions of the different project roles and responsibilities is available here.
In addition, a full list of project stakeholders has been defined, and is available here.
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
4.0 Governance| Project Risks
13
For all projects, a set of “Generic High Level Risks” can be referenced here. Project-specific risks have also been identified and classified during the
detailed planning and investigation stages. These are listed below, and will be monitored throughout the project at Steering Group meetings and
decisions will be taken or recommended to mitigate these risks.
<Project Name> Project Risks
Risk
<Risk Description>
Executive Summary
Project Information
Probability of Occurrence
Impact
Mitigation Strategy
Owner
Low
Medium
<Mitigation Strategy>
<Owner>
Scope: Extent and Impact
Governance
Benefits
Estimates and Costs
5.0 Estimates and Costs| External Cost Summary
14
EXTERNAL COSTS
<Project Name> – External Costs
Team
Workdays
% External
Resources
External
Workdays
Blended Rate
(€)
Cost (€)*
ICT
Development
<System> Development
<System> Development
%
%
€
€
Development Sub Total (A)
€
€
€
Testing
System Test
Performance Test
%
%
€
€
€
€
Test Sub Total (B)
€
Project Specific Sub Total (A+B)
€
Application Support
Data Centre
Test Support
Release Management
Quality Assurance
%
%
%
%
€
€
€
€
€
€
€
€
Application Support Sub Total (C)
€
ICT&L Sub Total (A+B+C)
€
Business
Requirements Definition
Business Project Management
Testing – BPT
%
%
%
€
€
€
€
€
€
Business Sub Total (D)
%
€
€
TOTAL (A+B+C+D)
%
€
€
*The Cost column includes the total cost estimate based on workdays and blended rate. It also includes the total spend to date.
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
5.0 Estimates and Costs| Internal Cost Summary
15
INTERNAL COSTS
<Project Name> – Internal Costs
Team
Workdays
% Internal
Resources
Internal
Workdays
Blended Rate
(€)
Cost (€)*
ICT
Development
<System> Development
<System> Development
Development Sub Total (A)
Testing
System Test
Performance Test
Test Sub Total (B)
%
%
%
€
€
€
€
€
€
%
%
%
€
€
€
€
€
€
Project Specific Sub Total (A+B)
Application Support
Data Centre
Test Support
Release Management
Quality Assurance
Application Support Sub Total (C)
%
€
€
%
%
%
%
%
€
€
€
€
€
€
€
€
€
€
ICT Sub Total (A+B+C)
%
€
€
%
%
%
%
%
€
€
€
€
€
€
€
€
€
€
Business
Requirements Definition
Business Project Management
Testing – BPT
Business Sub Total (D)
TOTAL (A+B+C+D)
*The Cost column includes the total cost estimate based on workdays and blended rate. It also includes the total spend to date.
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
Estimates and Costs
5.0 Estimates and Costs| Other Costs
16
Year
This project, if approved, will incur costs over 2 financial years. The breakdown
of project specific costs is detailed in this table.
External Spend
Internal Spend
2014
€
€
2015
€
€
Task Description
Cost
<Consider marketing costs, printing, post etc.>
€
€
Total
€
The below outlines the Total Cost of Ownership for these changes. <Consult Project Support team on Total Cost of Ownership (TCO) tables>
TCO – Current Year
Year 2
Year 3
€
€
Year 4
€
This project is a Maintenance project, and does not fall into the
Capital project category. <see options in notes below>
Executive Summary
Project Information
Benefits
Year 5
€
€
Capital Project
Y/N
Percentage Maintenance
XX%
Scope: Extent and Impact
Governance
Estimates and Costs
5.0 Estimates and Costs| Business Resources
17
The <Project Name> Project requires the following business resources to support delivery of the project.
<Project Name> Business Resource Requirements
Resource Type
<Type>
<Type>
<Type>
<Type>
<Type>
<Type>
<Type>
Skillset
<Skill>
<Skill>
<Skill>
<Skill>
<Skill>
<Skill>
<Skill>
Project Role
<Role>
<Role>
<Role>
<Role>
<Role>
<Role>
<Role>
Division / District
Resource Count
<Division / District>
<Division / District>
<Division / District>
<Division / District>
<Division / District>
<Division / District>
<Division / District>
<Count>
<Count>
<Count>
<Count>
<Count>
<Count>
<Count>
Resource Name(s)
<Names(s)>
<Names(s)>
<Names(s)>
<Names(s)>
<Names(s)>
<Names(s)>
<Names(s)>
Work Basis
Timeline
<S / FT / PT>
<S / FT / PT>
<S / FT / PT>
<S / FT / PT>
<S / FT / PT>
<S / FT / PT>
<S / FT / PT>
<Timeline>
<Timeline>
<Timeline>
<Timeline>
<Timeline>
<Timeline>
<Timeline>
Work Basis Key
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
Governance
S
FT
Secondment
Full Time
PT
Part Time
Estimates and Costs
Document Information| Sign Off & Approval
Consultation:
Key Contact:
Benefits Owner
Chief Information Officer
<Insert name>
<Insert name>
Chief Technology Officer
<Insert name>
Sign Off:
Key Contact:
Project Board Chairperson
<Insert name>
Business Sponsor
ICT Sponsor
Representative
<Insert name>
<Insert name>
<Insert name>
Executive Summary
Project Information
Benefits
18
Sign Off Confirmation:
Scope: Extent and Impact
Governance
Estimates and Costs
Additional Documents| Reference Documents
Document:
Key Contact:
Starting Gate Review
Project Roles and Responsibilities
<Insert RevShare link>
<Insert RevShare link>
PAD
<Insert RevShare link>
Scope Document
<Insert RevShare link>
Testing Scope and Estimates
<Insert RevShare link>
Project Roles and Responsibilities
<Insert RevShare link>
Executive Summary
Project Information
Benefits
Scope: Extent and Impact
19
Governance
Estimates and Costs