<Project Name>
Project Brief
<date>
<Project Manager name>
<regional project-id>
Template version 2.0
<project name>
1. Mandate
<project ID>
Project Background – Rationale for Action
Project Governance
Please summarize the project background
Governing Body
Name(s)
Project Manager
Project Board
Executive
Sr. User
Sr. Supplier
Sponsor
Project Planning
Project Objectives
• Please summarize the project objectives in a list (1-5) and link them to
your company KPI’s (e.g. risk, profit, cost)
Project Deliverables
• Please summarize the project key deliverables in a list (1-5)
Milestone
Budget / Resources
Date
EUR x 1000
Start date
xx-xx-xxxx
Cash out 2011
End date
xx-xx-xxxx
P&L 2011
Launch date:
xx-xx-xxxx
Cash out 2012
Tolerance
(calendar
days):
Next step (specify 1,2,3) Overall project
P&L 2012
+n/-n
Tolerance (%)
+n% / -n%
+n% / -n%
Resources Int
n mandays
n mandays
Resources Ext
n mandays
n mandays
Benefits
Constraints & Risks
 Please describe any limitations you can think of
Project Dependencies
In Scope
Out of Scope
• Please summarize what is in
scope
• Please summarize what is out of
scope
Project
2
Dependency
<project name>
Document Management
<project ID>
Revision History
Version
Revision Date
Status
Summary of Changes
By
Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file.
Name
Signature/Approved
Title


Executive
Senior User

Senior Supplier
Date of issue
Version

For each ‘’ a description needs to be provided on the recommnedations building block (3).
Distribution
This document has been distributed to.
Name
Title
Date of issue
3
Version
3. Project Background / Dependencies
<project name>
<project ID>
Context of the Project
<< Why is it needed, what’s the history, how does it fit in a project programme (which?)? >>
Project
name
Project name
This
Project
Project
name
Project name
Project name
Delivers
output to
Waiting for
output from
4
<project name>
4a. Scope (1/2)
<project ID>
Geographic
Client
Distribution
Involved
Involved
Involved
Involved
Area
Groups
Channels
Processes
Systems
Departments
Products
Process name 1>
<Process name 2>
<System name 1:
Interface change,
Set up
New module
decom>
Benelux
CRE
AP
IM global
Country x
Country y
…
Agent
Broker
Bank
Direct
Flex Force
<Process name n>
<dep. name>
?
<xxx name 1>
<xxx name 2>
<System name n :
Interface change,
Set up
New module
decom>
<xxx name n>
Key deliverable
<name deliverable>
Point of Value
Weight %*
Depth (project execution phases - deployment - handover – benefit realization)
<description of the steps to be carried out>
Total PoV
Out of Scope
<description of the out of scope items>
PoV: ‘Business capabilities to measure project execution success’
5
<project name>
4a. Scope (2/2)
Key deliverable
Point of Value
Weight %*
<name deliverable>
Total PoV
<project ID>
Depth (project execution phases - deployment - handover – benefit realization)
<description of the steps to be carried out>
100%
<description of the out of scope items>
Out of Scope
6
<project name>
4b. Product Breakdown Structure
1 Milestone
1.1 Key
deliverable
<project ID>
2 Milestone
1.3 External
deliverable
2.1 Group A
2.2 Group B
2.2.1 Sub
deliverable
1.1.1 Sub
deliverable
1.1.2 Sub
deliverable
1.1.3 Sub
deliverable
2.1.1 Sub
deliverable
2.1.2 Sub
deliverable
2.2.2 Sub
deliverable
1.1.3.1 Sub
deliverable
2.2.3
External
deliverable
1.1.3.2 Sub
deliverable
Legend
Milestone
7
Group
(Sub) Product/
deliverable
External
deliverable
5. Acceptance Criteria
<project name>
(to accept completed project)
<project ID>
MoSCoW
M/S/C/
W
Definition in measurable terms of what must be done for the final product to be acceptable to the customer and staff who will be affected.
Topic
Current level (situation before the project)
Target dates
Major functions
Appearance
Personnel level required to
use/operate the product
Performance levels
Capacity
Accuracy
Availability
Reliability
Development costs
Running costs
Security
Ease of use
Timing
8
Acceptance level (acceptable at hand-over)
<project name>
6a. Impact Analysis
Impact
Level
<project ID>
Description of the Impact
Low
What is the most important from a commerce perspective (e.g. client satisfaction, increased saels, new products,
….)
Medium
(incl. culture & performance): What has the most important impact on the people? What main
departments/functions will be affected? Approximately how many people are affected by the solutions set in your
project (change targets)? To what extent are you aiming to hire, retain or lay off people? How does the realization
of your project help in achieving a common winning performance culture? (one aligned organizational culture and
mindset, and act and think as one team with local teams focused on the customer)
Organisation
Medium
What are the most important organizational changes? E.g. structure, roles & responsibilities, competencies,
payment structure?
Processes
High
What are the most important process changes? Which processes are you changing? Are you aiming at modifying
or fully redesigning processes?
Technology
High
What are the most important system changes? Are you aiming at replacing, modifying or building new systems?
Facilities, Legal,
Housing
Low
What are the most important changes in facilities / locations? E.g. centralizing, opening new locations, closing
locations?
Commerce
People
9
<project name>
6b. Project Approach
<project ID>
Developed
In House
Project
name
Package
Based on
Specific
Technology
Based on
existing
product
Legend
Road to
follow
Big Bang
implementation
In stages,
rolling wave
planning
Alternative path
(not chosen)
Alternative
A
Alternative
B
Alternative
C
Comments
•…
•…
•…
•…
•…
10
<project name>
6c. Assumptions
A/A
Title
<project ID>
Description
Project Critical Date
Impact on
the Project
1
Low
2
Medium
3
High
4
5
6
11
<project name>
7b. Risks
Risk description
Provide a description of the
risk
<project ID>
Impact assessment
Provide a description of the
impact
Probability
Rare /
Unlikely /
Possible /
Likely /
Almost
certain
Impact
Priority
Mitigating action
Insignificant /
Minor /
Moderate /
Major /
Catastrophic
Low /
Medium /
High /
Critical
Provide a description of the
mitigating action
Date to be
Risk owner
resolved
xx-xx-xxxx Provide the
name of the
risk owner
Low
Medium
High
Critical
To be reported to Project Board
Risk Priority Levels
PROBABILITY
once a month (almost certain)
once a quarter (likely)
once a year (possible)
once every 5 years (unlikely)
once every 10 years (rare)
5
4
3
2
1
Medium
High
Medium
Medium
low
Medium
low
low
low
low
Insignificant
High
Critical
High
High
Medium
High
Medium
Medium
low
Medium
Minor
12
Critical
Critical
Critical
Critical
High
Critical
High
High
Medium
High
Moderate
IMPACT
Critical
Critical
Critical
Critical
High
Critical
Critical
Critical
Critical
Critical
Major
Critical
Critical
Critical
Critical
Critical
Catastrophic
8a. Cost and Benefit Cash Flow Streams
13
<project name>
<project ID>
<project name>
9. Organisation
<project ID>
Sponsor
Project Board
<project name>
Executive/Owner
Sr. User
Sr. Supplier
Other Stakeholders
Project Manager
<name>
Project Assurance
<name> (PMO)
<name> (Expert)
<name> (Architecture)
Project Team
<project name>
<Lead Team X>
<name>
<name>
<name>
<Lead Team Y>
<name>
<name>
<name>
14
<Lead Team Z>
<name>
<name>
<name>
<project name>
10. Project Plan / <date>
2011
Jan
Feb
Mar
Apr
May
<project ID>
Jun
Jul
Aug
Sept
Oct
Nov
Requirements gathering
Business requirements
Functional
requiremetns
Approval of requirements by Project Board
Product design and build of prototype
First design
Review
design
Build
prototype
Testing
FAT
UAT
Roll out / implementation
Prepare for roll out
Legend
Local communication and
training local organization
Milestone
Stage 2
Stage 3
Stage 4
Tolerance: =/- xx days
15
<project name>
20. Initiation Stage Plan / <date>
2011
date
date
date
date
date
date
date
<project ID>
date
date
date
date
PID preparation
Detail Business
requirements
Define PoV’s
and
deliverables
Detail
functional
requirements
Detail
System
requirement
s
Prepare
Quality
Plan
Prepare
Comm.
Plan
Resourc
e
Planning
Create
Project Plan
Refine
Business
Case
PID
quality
approval
PID Approval by Project
Board
Legend
Milestone
Tolerance: =/- xx days
16
<project name>
11. Resources / <date>
<project ID>
Needed for PID
creation
Deliverable
Name
Role
Department /
Vendor name
Total cost
17
Mandays/
week
Start-date
Enddate
Purch.
Tariff
incl
VAT
Total
planned
Mandays
Total
cost
<project name>
14. Budget Details / <date>
<project ID>
Needed for PID
creation
Currency:
Project Budget Details
EUR
Budget
Approved
Change
Requests (+/-)
Actual Costs
Committed
Costs
Estimated to
Complete
Budget
Forecast (total)
CAPEX (Investments)
Software
Hardware
Other (IT or depreciated assets)
0
0
0
0
0
0
0
0
0
OPEX (cost out of pocket)
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
N/A
N/A
N/A
N/A
N/A
N/A
Cost Category
Contingency
RESOURCES MDs
Internal Staff MDs - IT
Internal Staff MDs - non IT
Total Cost
(OPEX incl. internal staff cost)
OPEX
Resources
OPEX
Resources
Budget approved
0
0
Estimated to Complete
0
0
Actual Costs
0
0
Budget Forecast (total)
0
0
Commited Costs
0
0
Bugeted - Forecasted
0
0
Remaining Budget
0
0
Forecasted Budget Usage [%]
N/A
N/A
N/A
N/A
Budget usage [%]
18
<Project Name>
Project Initiation Documentation
<Date>
<Project Manager name>
<Regional Project-id>
Version 2.0
<project name>
Document Management
<project ID>
Revision History
Version
Revision Date
Status
Summary of Changes
By
Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file.
Name
Signature/Approved
Title


Executive
Senior User

Senior Supplier
Date of issue
Version

For each ‘’ a description needs to be provided on the recommnedations building block (3).
Distribution
This document has been distributed to.
Name
Title
Date of issue
20
Version
PID
Please include all building blocks from
the PB except the initiation stage plan,
resources and budget.
21
<project name>
11. Resources
Deliverable
Name
Role
<project ID>
Department /
Vendor
name
Mandays/
week
Startdate
Enddate
Purch.
Total
Resource
Tariff planned Total
Resources
manager
incl
Mancost
commited?
name
VAT
days















Total cost
22
<project name>
12. Budget Details / <date>
<project ID>
Currency:
Project Budget Details
EUR
Budget
Approved
Change
Requests (+/-)
Actual Costs
Committed
Costs
Estimated to
Complete
Budget
Forecast (total)
CAPEX (Investments)
Software
Hardware
Other (IT or depreciated assets)
0
0
0
0
0
0
0
0
0
OPEX (cost out of pocket)
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
N/A
N/A
N/A
N/A
N/A
N/A
Cost Category
Contingency
RESOURCES MDs
Internal Staff MDs - IT
Internal Staff MDs - non IT
Total Cost
(OPEX incl. internal staff cost)
OPEX
Resources
OPEX
Resources
Budget approved
0
0
Estimated to Complete
0
0
Actual Costs
0
0
Budget Forecast (total)
0
0
Commited Costs
0
0
Bugeted - Forecasted
0
0
Remaining Budget
0
0
Forecasted Budget Usage [%]
N/A
N/A
N/A
N/A
Budget usage [%]
23
<project name>
13a. Quality Plan
Key Deliverable
<project ID>
Quality Criteria (Business Requirements)
To be reviewed by (on
behalf of Sr. User)
To be reviewed by (on
behalf of Sr. Supplier)
<key deliverable 1>
<Quality criteria 1>
<Quality criteria 2>
<Quality criteria n>
<name 1>
<name 2>
<name n>
<name 1>
<name 2>
<name n>
<key deliverable 2>
<Quality criteria 1>
<Quality criteria 2>
<Quality criteria n>
<name 1>
<name 2>
<name n>
<name 1>
<name 2>
<name n>
24
<project name>
14. Benefits Review Plan
Quantification
(non) Financial Benefits
(KPI)
Who is
accountable
When to
achieve
Resources
needed to
carry out
review
25
<project ID>
Baseline
measures
How will the performance of the
project’s products (deliverables)
be reviewed
<project name>
15a. Stakeholders Map
<project ID>
Position
stakeholders on the
map
1•
Importance of the stakeholders to the organisational activity
Low
Medium
Key stakeholders need to accept the objectives and will be fully engaged
•Participation project board
High
•Sign-off business requirements
•Name
High
•Risk
•Name
•Weekly highlight reports & issue log
1
•Name
•Compliance
•Regular business update meetings
•Operational acceptance
2•
Medium
2
•Careful monitoring and management as they may be a source of significant
risk
PMO
(Audit)
Stakeholders need to agree the translation of objectives into activities
•Good working relationships to ensure an effective coalition of support for the
project
•Name
•Progress updates via newsletters
3
3•
•Name
Stakeholders be kept informed of progress and remedies taken to achieve
the objectives
•limited monitoring or evaluation
•Progress updates via newsletters
Low
Potential impact of organisational activity of the stakeholders
•Demo product
4•
4
Stakeholders notified of milestone completion
•limited monitoring or evaluation
•Progress update via newsletters
26
<project name>
15b. Communication Management
Strategy
<project ID>
– What is the communication issue?
Project Background – What should be known on forehand?
Analysis
Please summarize the project background
Please summarize the communication issue
Assumptions
• Please summarize the communication assumptions in a list (1-5)
Project Communication Action Plan
Actions
What
1
Newsletters
<milestones>
2
Presentations at
(informal) meetings
3
Public newsletter
4
Mass media clippings
5
Lessons learned
When
Requirements
How
Responsible
6
27
Agree with
Preparation
Approval
Adressee
<Work package name>
<Project name>
<date>
<Project Manager name>
<regional project-id>
Version 2.0
<project name>
Document Management
<project ID>
Revision History
Version
Revision Date
Status
Summary of Changes
By
Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file.
Name
Signature/Approved


Title
Date of issue
Version
Project Manager
Senior Supplier


For each ‘’ a description needs to be provided on the recommnedations building
block (3).
Distribution
This document has been distributed to.
Name
Title
Date of issue
29
Version
Work Package
Please include Mandate + Scope +
Product Breakdown building blocks
from the PID
30
21. Work Breakdown - <project name>
<project name>
Work Package - <work package name>
<project ID>
1 Milestone
1.1 Key
deliverable
1.1.1 Sub
deliverable
1.1.2 Sub
deliverable
1.3 External
deliverable
1.1.3 Sub
deliverable
1.1.3.1 Sub
deliverable
1.1.3.2 Sub
deliverable
Legend
Milestone
31
Group
(Sub)
Product/
deliverable
External
deliverabl
e
22. Product Description - <project name>
Work Package - <work package name>
(1/3)
(sub) deliverable
<name deliverable>
Depth (project execution phases - deployment - handover – benefit realization)
<description of the steps to be carried out>
<description of the out of scope items>
Out of Scope
32
<project name>
<project ID>
22. Product Description - <project name>
Work Package - <work package name>
(2/3)
Quality criteria
Quality method
Reviewed by (on
behalf of Sr.User)
<project name>
<project ID>
Reviewed by (on
behalf of Sr.Supplier)
<Quality criteria 1>
<description of how criteria will be checked>
<name 1>
<name 2>
<name n>
<name 1>
<name 2>
<name n>
<Quality criteria 2>
<description of how criteria will be checked>
<name 1>
<name 2>
<name n>
<name 1>
<name 2>
<name n>
33
22. Product Description - <project name>
Work Package - <work package name>
(3/3)
Layout, Format
<project name>
<project ID>
<<Fill in here and replace description of layout, format, often by referring to existing standards or
documents>>
<<Fill in here and replace>>
Techniques
Relation to other
activities or products
<<Fill in here and replace: activities or products that must be completed first or dependent on the
results of this work package.>>
<<Fill in here and replace contact names>>
Contacts
<<Fill in here and replace: e.g. deadlines etc.>>
Delivery requirements
<<Fill in here and replace>>
Additional requirements
/ Assignments
34
Highlight Report
Please include budget details building
block from PID
35
Project Manager: xxx
Project Owner: yyy
Project ID: id
Project Name - Highlight 1/2
Reporting period dd/mm/yyyy – dd/mm/yyyy
Project Cost Center: CC
Objectives of the Project
Project Progress
KPI Status
•…
Start Date:
mm/yyyy
Planning
G
•…
End Date:
mm/yyyy
Cost
G
Revised End Date:
mm/yyyy
Scope
G
Milestone/ Main Result
1 <Key Deliverable 1>
Phase [T0-T6]:
Tx
Resources
G
PoV%:
x%
Risk Level
L
PoV%
Due date
Revised date
Indicator
%
Complete
Explanation
%
dd/mm/yy
dd/mm/yy
GREEN
70%
<brief comments on recent results /
scope altered / blocking events
AMBER
40%
GREEN
100%
GREEN
0%
2 <Key Deliverable 2>
done reporting period
n <Release into production>
n+1 <End Project Report>
Issue
1
dd/mm/yy
dd/mm/yy
Consequences
Mitigation Actions
In terms of: planning, budget, resources and
for other projects
2
3
36
Decisions Needed
Project Manager: xxx
Project Owner: yyy
Project ID: id
Project Name - Highlight 2/2
Reporting period dd/mm/yyyy – dd/mm/yyyy
Project Cost Center: CC
Activities Planned for the Next Period
Activities executed in the Reported Period
(dd/mm/yyyy – dd/mm/yyyy)
Actvitity
Activity
Change requests
Reason for the change
1
Requested
date
Description
In terms of: planning, budget, resources and for
other projects
2
3
37
Status
Estimated
added cost
Estimated
added/
diminished
effort ( +/mandays)
<Project Name>
End Stage Report
<date>
<Project Manager name>
<regional project-id>
Version 2.0
<project name>
Document Management
<project ID>
Revision History
Version
Revision Date
Status
Summary of Changes
By
Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file.
Name
Signature/Approved
Title


Executive
Senior User

Senior Supplier
Date of issue
Version

For each ‘’ a description needs to be provided on the recommnedations building
block (3).
Distribution
This document has been distributed to.
Name
Title
Date of issue
39
Version
End Stage Report
Please include updated building blocks
from the Mandate, Business Case and
the last Highlight Report and the Risk
building block
40
<project name>
25. Recapitulation
Key Deliverables
<project ID>
Delivered
…
Project Team
Scope Changes
….(PM)
please explain what was delivered, who
approved, any off-specifations, handover
…
# (Total number of
changes)
Main Reasons for Budget/Time overrun
...
Duration (Weeks)
Budget (Euros)
Actual
Budget
Original
Budget
45000
50000
55000
60000
Actual
Duration
Original
Duration
0
10
41
20
30
26. Follow-on Action Recommendations
Action
Description/Rationale
AO-scan Due date
Solve Project Issue 1
Y/N
Solve Project Issue n
Y/N
Mitigate Risk 1
Y/N
Mitigate Risk n
Y/N
Recommendation 1
Y/N
Recommendation n
Y/N
<project name>
<project ID>
Who
Post Project Review Plan
Describes who is going to measure the business case benefits
(including how and when)
N.A.
PM, stakeholders,
PMO department
Post Project Review
meeting
Date and participants for the post project review plan meeting
N.A.
PM, PMO
department
42
<project name>
27. Lessons Learned
<project ID>
Lessons Learned
Concentrate on items which can be of use to future projects.
Observations on failures and omissions can be as useful as identification of successful elements.
• Which management processes or procedures worked well?
• Which management processes have had problems?
• Was it easy to achieve the required quality?
• Which quality procedures worked well?
• Were there any weaknesses in quality procedures for specific types of product?
• How well did risk strategies work?
• Were there any unforeseen risks?
• How well were the risks managed?
• Was the contingency used?
• Was training in the management, quality and delivery processes and procedures adequate?
• Were there recognisable benefits from the level of training given, or recognisable problems caused by lack of training?
• How well did any support tools work?
• Could anything have been done to improve skill levels before the relevant work was done?
Remarks:
• Collecting to be mentioned items during the project
life cycle makes life easier at the end. (Lessons Log)
• What went well, what could be improved? What would
you do different if you have to do it again?
43
<Project Name>
End Project Report
<date>
<Project Manager name>
<regional project-id>
Version 2.0
<project name>
Document Management
<project ID>
Revision History
Version
Revision Date
Status
Summary of Changes
By
Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file.
Name
Signature/Approved
Title


Executive
Senior User

Senior Supplier
Date of issue
Version

For each ‘’ a description needs to be provided on the recommnedations building
block (3).
Distribution
This document has been distributed to.
Name
Title
Date of issue
45
Version
End Project Report
Please include updated building blocks
from the Mandate, Business Case and
the last Highlight Report
46
<project name>
25. Recapitulation
Key Deliverables
<project ID>
Delivered
…
Project Team
Scope Changes
….(PM)
please explain what was delivered, who
approved, any off-specifations, handover
…
# (Total number of
changes)
Main Reasons for Budget/Time overrun
...
Duration (Weeks)
Budget (Euros)
Actual
Budget
Original
Budget
45000
50000
55000
60000
Actual
Duration
Original
Duration
0
10
47
20
30
26. Follow-on Action Recommendations
Action
Description/Rationale
AO-scan Due date
Solve Project Issue 1
Y/N
Solve Project Issue n
Y/N
Mitigate Risk 1
Y/N
Mitigate Risk n
Y/N
Recommendation 1
Y/N
Recommendation n
Y/N
<project name>
<project ID>
Who
Post Project Review Plan
Describes who is going to measure the business case benefits
(including how and when)
N.A.
PM, stakeholders,
PMO department
Post Project Review
meeting
Date and participants for the post project review plan meeting
N.A.
PM, PMO
department
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<project name>
27. Lessons Learned
<project ID>
Lessons Learned
Concentrate on items which can be of use to future projects.
Observations on failures and omissions can be as useful as identification of successful elements.
• Which management processes or procedures worked well?
• Which management processes have had problems?
• Was it easy to achieve the required quality?
• Which quality procedures worked well?
• Were there any weaknesses in quality procedures for specific types of product?
• How well did risk strategies work?
• Were there any unforeseen risks?
• How well were the risks managed?
• Was the contingency used?
• Was training in the management, quality and delivery processes and procedures adequate?
• Were there recognisable benefits from the level of training given, or recognisable problems caused by lack of training?
• How well did any support tools work?
• Could anything have been done to improve skill levels before the relevant work was done?
Remarks:
• Collecting to be mentioned items during the project
life cycle makes life easier at the end. (Lessons Log)
• What went well, what could be improved? What would
you do different if you have to do it again?
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