Plymouth City Council Project Management System
Project Brief
<Project Title>
Project Brief
Purpose of this document
To provide a firm foundation for the initiation of the project. If approval is given to proceed to production of a
Capital Programme Business Case (CPBC), the Project Brief is extended and refined into the Project
Execution Plan.
For construction projects, the Project Brief is a formal statement of the objectives and functional and
operational requirements of the finished project. It should be in sufficient detail to enable the construction
team to execute the design and specification of the work and is therefore an essential reference for the
construction team.
The Project Brief is a key document in its own right. It is the basis of the Project Initiation Document, which
gives the direction and scope of the project and forms the 'contract' between the project team and corporate
or programme management. Any significant change to the material contained in the Project Brief will thus
need to be referred to corporate or programme management.
For construction projects the Project Brief is a key component of the Project Execution Plan.
Fitness for purpose content:

Does the Project Brief accurately reflect the mandate for the project?

Does it form a firm basis on which to initiate a project?

Does it indicate how the customer will assess the acceptability of the finished product(s)?
The Project Brief is to be developed between the Client SRO and the Portfolio Manager and should be
approved by the Project Board as the basis for the scheme.
Document History
Revision History
Revision date
Author
Summary of Changes
New Version Ref:
08/09/09
John London
Locked form & inc develop and update sections
V1.1
Distribution History
Name
Project Services team
Filename: 533582764
Comments:
Title
Date of Issue
Status: Final
Author: John London
Version
Page
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Date of Issue: 10/03/2016
Plymouth City Council Project Management System
Project Brief
1. Project Appraisal Stage ................................................................................................... 2
2. Project Proposal Stage .................................................................................................... 3
3. Project Design Stage ....................................................................................................... 4
4. Project Particulars ............................................................................................................ 6
Introduction ...................................................................................................................... 6
Aim/Vision ........................................................................................................................ 6
Outcomes ......................................................................................................................... 6
Scope: .............................................................................................................................. 6
Objectives, Outputs & Targets: ........................................................................................ 6
Project Success Criteria ................................................................................................... 7
Key Assumptions ............................................................................................................. 7
Constraints ....................................................................................................................... 7
External Factors ............................................................................................................... 7
Project Brief Deliverable Items ......................................................................................... 7
(Inter)dependencies ......................................................................................................... 7
Key Milestone Dates: ....................................................................................................... 7
Key Risks: ........................................................................................................................ 7
Key Issues........................................................................................................................ 8
Structure (i.e. Governance & Accountabilities) ................................................................. 8
Stakeholders .................................................................................................................... 8
Communications .............................................................................................................. 8
Quality .............................................................................................................................. 8
Current Status of Project and Plans ................................................................................. 8
Other Comments: ............................................................................................................. 8
5. Finance ............................................................................................................................ 9
6. Proposed Project Team ................................................................................................. 10
7. Approval......................................................................................................................... 10
Appendix A – Project Brief Deliverables ............................................................................ 12
1. Project Appraisal Stage
The Project Manager will prepare the Project Brief following ongoing consultation with the Client Lead, which
will typically include information on budgets/costs, timing, technical, contractual, legal, safety, fire, disability
requirements, planning/building consents, energy management and servicing/maintenance issues.
Refer to Project Brief Template for Project Brief Standard Format & Contents.
Responsibility: Project Manager
Output: Project Brief
The Project Manager shall produce a briefing report on the requirements of a feasibility study and complete
an Initial Project Proposal to allocate funds for a feasibility study to be completed. The report should include
the following sections:
Description of facility
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Filename: 533582764
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Author: John London
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Project Brief
Roles and responsibilities
Communication
Extent and deliverables of the study
Reporting requirements
Procurement strategy
Programme
Responsibility: Project Manager
Output: Business Case
Prior to proceeding to Gateway Review No.1 the Project Manager shall ensure that the project has been
categorised as a major or minor works project.
Responsibility: Project Manager
Output: Project Category
The Project Manager will undertake an initial risk assessment and develop the Risk Register.
Responsibility: Project Manager
Output: Risk Register
For each viable proposal/option a financial appraisal is to be completed in order to clearly identify the
optimum business solution. This should include cost estimates for each construction solution and allowances
against some of the risk identified. This information will be fed into an updated business case for approval by
the Project Client.
Responsibility: Project Manager
Output: Updated Business Case
2. Project Proposal Stage
The Project Manager will update the Project Brief following the outcome of the previous stage. At this stage
the following items should have been considered and finalised:
Operational requirements and any functional relationships
Size of the facility, i.e. physical area
Specific technical requirements, e.g. design life, performance standards, procurement strategy and
alignment with framework agreements
Project Services team
Filename: 533582764
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Status: Final
Author: John London
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Project Brief
Formal communication structure
The brief will be submitted to the Project Client for approval.
Responsibility: Project Manager
Output: Updated Project Brief
The Project Manager shall also establish/update the Risk Register and review the status of the risk items as
part of the monthly/stage reporting.
Responsibility: Project Manager
Output: Updated Risk Register
The business case will be revised to match the updated elemental cost plan. This is a progressive task as
various elements of the design are developed and their specification finalised. Progressive approval for the
Project Client should be obtained.
Responsibility: Project Manager
Output: Updated Business Case
3. Project Design Stage
The project manager will update the Project Brief following the outcome of the previous stage. At this stage
the following items should have been considered and finalised:
Functional layouts
Circulation/operational strategy
Phasing/Demolition/Decanting Strategies
Design Concept and Proposed Services Strategy
Procurement Strategy
The brief will be submitted to the Project Client for approval.
Responsibility: Project Manager
Output: Updated Project Brief
The Project Manager shall also establish/update the Risk Register and review the status of the risk items as
part of the monthly/stage reporting.
Project Services team
Filename: 533582764
Comments:
Status: Final
Author: John London
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Project Brief
Responsibility: Project Manager
Output: Updated Risk Register
The business case will be revised to match the updated elemental cost plan. This is a progressive task as
various elements of the design are developed and their specification finalised. Progressive approval for the
Project Client should be obtained.
Responsibility: Project Manager
Output: Updated Business Case
Project Services team
Filename: 533582764
Comments:
Status: Final
Author: John London
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Project Brief
4. Project Particulars
Project title:
References1:
Directorate:
Ward:
Service:
Introduction
Brief outline of any background to Project / (business / political) context.
Include brief outline of rationale, who commissioned by, drivers etc.
Where does it fit within wider Council Priorities):
Aim/Vision
Brief description of the Aim or Vision of the Project (where appropriate link to Programme strategic vision):
Outcomes
Brief description of all key Project-level outcomes which will be / are required to achieve the aim / vision.
Statement of key benefits expected):
Scope:
What is in the scope of the Project?
What is not in the scope of the Project?
Objectives, Outputs & Targets:
What Objectives, Outputs and Targets will this Project deliver – include list key Deliverables and products (with date/s)?
1
Reference Number(s) applied by Department for Project Tracking
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Filename: 533582764
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Status: Final
Author: John London
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Project Success Criteria
By what / what criteria will allow us to confirm that the Project has delivered all of its Objectives, Outputs etc, etc – i.e. link to measures
of achievement of objectives, outputs & targets?
Key Assumptions
Include details of any key Project-level assumptions made during planning / on which plans etc are based
State level of confidence
Constraints
Include any know difficulties / constraints (e.g. legislative compliance issues etc) that Project may well be liable to.
External Factors
Brief descriptions as to what external factors (e.g. Government reform, No.10 scrutiny, Spending Reviews, Efficiency Review, etc) that
may impact on Project scope etc
Also assess how and what you are doing may impact on externals?
Project Brief Deliverable Items
Provide deliverables as outlined in Appendix A.
(Inter)dependencies
Are there potential overlaps with other Delivery Programmes (or constituent Sub-Programmes or Projects) where ownership or issues
etc needs to be clear?
Are there any interdependencies with – i.e. what do we need from others / what do they want from this Project – again need to identify
who owns etc:
Other organisation Projects and/or Programmes etc
Other Departments / external Programmes or Projects?
Key Milestone Dates:
What are the key Milestone Dates that need to be tracked? (detailed Project milestone (and task) plan should be attached as Annex –as
an MS Project GANTT chart)
Key Risks:
What are the key risks to the Project? - these should be attached (as an Annex) as a register and should include details of identified
/developed countermeasure/s and any developed contingency plans (latter may well be developed as separate detailed contingency
plan)
Include short description of how risks to be managed and any escalation (to sub Programme/Programme -level etc) routes / lines
Include review of assumptions – i.e. what happens if assumptions proved wrong?
Project Services team
Filename: 533582764
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Status: Final
Author: John London
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Key Issues:
What are the live Project issues? These are problems which are an issue now and need fixing. (Detailed issues register should be
attached as an Annex)
Again include short description of how to be managed / escalation lines etc.
Structure (i.e. Governance & Accountabilities):
Detail how Project to be structured / governed – i.e. by Project Board (include details (as Annexes) of constitution /membership;
Structure; Terms of Reference; reporting formats and cycle/s; include details of meetings on Project plan as management milestones)
Attach Project organisation /structure diagram as Annex (include contact details of key roles – i.e. SRO, Project (and – appropriate)
Support) Manager and key Project / partner leads). If Project fits within larger Programme then outline fit into wider Programme structure
Detail / name:
Project SRO
(if appropriate) Project Director
Portfolio Manager
Stakeholders
Who are the Project’s key stakeholders / delivery partners
Indicate / assess level of interest? Identify key stakeholders. (Suggest construct stakeholder map - including key named contacts - and
attach as Annex.)
How will they be managed / kept in the loop / consulted (links to Communications – see below)
Communications
Brief details of how Project-level communications are to be run / operate etc – i.e. who, what, who? (may be complimented as more
detailed/separate Project Communications Plan / Strategy document (if required/not covered by strategic Programme-level plan etc).
Quality
Brief description as to quality management / assurance
Evaluation plan
Current Status of Project and Plans:
How far have you got with setting up your Project arrangements and creating plans?
Other Comments:
Project Services team
Filename: 533582764
Comments:
Status: Final
Author: John London
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Plymouth City Council Project Management System
Project Brief
5. Finance
Cash flow projection:
Apr
May
Jun
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
Jul
FY08/09
£0
FY09/10
£0
FY10/11
£0
FY11/12
£0
FY12/13
£0
Aug
Sep
Oct
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
Nov
Total:
£0
Total:
£0
Total:
£0
Total:
£0
Total:
£0
Overall
Total:
Dec
Jan
Feb
Mar
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
£0
Note: Retention will be accrued in the last month of the financial year in which the scheme completes
Revenue Costs: (Provide details of any ongoing revenue commitment attributable to the scheme)
Comments:
Funding Sources: (give details below and confirm status of funding e.g. secured and approved,
conditional, etc)
Funding Source
08/09
09/10
Financial Year
10/11
11/12
12/13
Future
Years
Total
Capital Receipt
Grants1, Contributions &
S.106/Development Tariff2
Unsupported borrowing
Supported borrowing
Revenue3
Other*
Other*
Total
1
– Provide details below of any time barring on grant funding
3
– Confirm status of revenue funding below, provide details of any increase required to the revenue budget.
Comments:
Project Services team
Filename: 533582764
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Status: Final
Author: John London
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Project Brief
6. Proposed Project Team
Corporate Director
Head of Service
Senior Responsible Officer
Accountable Project Officer
Finance Officer
Comments:
7. Approval
Departmental
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:
Signed:
Head of Service on behalf of DMT
Date:
Comments:
Stakeholder Name, Title and Role in Project:
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:
Signed:
Date:
Comments:
Project Services team
Filename: 533582764
Comments:
Status: Final
Author: John London
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Plymouth City Council Project Management System
Project Brief
Stakeholder Name, Title and Role in Project:
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:
Signed:
Date:
Comments:
Stakeholder Name, Title and Role in Project:
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:
Signed:
Date:
Comments:
Stakeholder Name, Title and Role in Project:
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:
Signed:
Date:
Comments:
A manually signed electronic copy of this form is to be retained by the Project Manager to be kept in the
electronic project file.
Project Services team
Filename: 533582764
Comments:
Status: Final
Author: John London
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Plymouth City Council Project Management System
Project Brief
Appendix A – Project Brief Deliverables
Project Brief - Deliverable Items A1(Prelim Brief), C1(Stage C Brief), D1(Stage D Brief)
The following table summarises information which, if applicable, should be included within the
Project Brief Document.
Deliverable
A1 C1 D1 Project Brief - Typical
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
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x
x
x
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Project Services team
Filename: 533582764
Comments:
1 - Required Space and Function
a thorough description of the function or use, including quality standards
the number of rooms and/or open areas required
additional access, area for maintenance of equipment
the numbers of people involved
the space required for each activity
the required minimum floor to ceiling height of each space
frequency of use - continuous, permanent, or intermittent in hours or days
special equipment, function, type, size, weight
any requirement for future flexibility or expansion
statutory and corporate safety requirements
2 - Services required by each function
telecommunications - BT, Mercury and satellite communications
air conditioning
ventilation, extract
lighting
power - low voltage, high voltage, vacuum
piped gases
effluent treatment
wastes
water - potable, treated, H&C
heating/steam
IT
public access
fibre optic links
3 - Environmental control
temperature, air changes, pressure zones, dust and particle control, fume
extraction, bacteria control
4 - Cleanliness standards
desired / required standards of cleanliness throughout area
5 - Environmental conditions
desired / required environmental standards throughout area
6 - Security
privacy
soundproofing
safety - theft, access, egress, fire, CCTV
7 - Hazardous activities
radiation
pollution
chemicals
bacteria
vibrations
8 - Wall, floor, ceiling finishes
Status: Final
Author: John London
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Plymouth City Council Project Management System
Project Brief
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
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x
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x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Project Services team
Filename: 533582764
Comments:
specify standards and specific type of finishes required
9 - Relationships
relationships with which room/activity/function
define if room/activity/function is associated
10 - Interrelationship between function and local environment
Interrelationships between function and local environment
11 - Facilities provided by others
services - type, quantity, volume
waste treatment
storage
component/material supplies
computing, data
people movement
access, egress, size, shape, flow rates
12 - Environmental factors
impact on landscape
security
visual appearance
access
delivery vehicles - size, shape, frequency, time
parking - permanent, visitors
protection against pollution of the environment
planning restrictions - constraints, public enquiry, conservation areas, listed
buildings, preservation orders, rights of light
requirements of statutory authorities and services companies
site surveys of available sites
Status: Final
Author: John London
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Date of Issue: 10/03/2016