Project Brief & Business Case
<Project Name>
<Project Number>
The purpose of this document is to provide a firm foundation
for the initiation of the project.
Step 1: Enter the Document details under File> Properties>
Summary.
Step 2: Follow the blue instructional text throughout the
document to complete the Project Brief. Remove any nonapplicable sections as required.
Step 3: Where external documents are required (procurement,
communication, etc. plans) ensure they are accurately referred
to in the sections below and are stored in the same location as
the other project documentation.
Step 4: Remove all blue instructional text.
Prepared by:
Last modified:
PAB request number:
<PAB Request Number>
Approved by PAB:
DD/MM/YY
Approved by ITAG:
DD/MM/YY
Governance Model:
Steering Committee (or)
AD Management (or)
Team Management
<Project Name>
1
2
Business Case ........................................................................................................................... 3
1.1
Background ........................................................................................................................ 3
1.2
Business Rationale for the Project ..................................................................................... 3
1.3
Business Benefits / Rewards ............................................................................................. 4
1.4
Investment Appraisal ......................................................................................................... 5
1.5
Options Considered ........................................................................................................... 5
1.6
Potential for Collaboration .................................................................................................. 5
1.7
Capacity Requirements ...................................................................................................... 5
Project Definition ........................................................................................................................ 6
2.1
Objectives .......................................................................................................................... 6
2.2
Approach ............................................................................................................................ 6
2.3
Scope ................................................................................................................................. 6
2.4
Deliverables ....................................................................................................................... 6
2.5
Constraints ......................................................................................................................... 7
2.5.1
Schedule .................................................................................................................... 7
2.5.2
Cost ............................................................................................................................ 7
2.5.3
Future/On-going Costs .............................................................................................. 7
2.6
Interfaces and Dependencies ............................................................................................ 7
2.7
Assumptions....................................................................................................................... 8
2.8
Legal Considerations ......................................................................................................... 8
3
Project Organisation Structure ................................................................................................... 9
4
Project Plan .............................................................................................................................. 10
4.1
Project Schedule .............................................................................................................. 10
4.2
Project Budget.................................................................................................................. 10
4.3
Project Procurement Plans .............................................................................................. 10
5
Communication Plan ................................................................................................................ 11
6
Change Management Plan ...................................................................................................... 13
7
Project Quality plan .................................................................................................................. 14
8
Project Controls ........................................................................................................................ 15
8.1
Project Tolerances ........................................................................................................... 15
8.2
Project manager Controls ................................................................................................ 15
8.3
Deviations from Plan ........................................................................................................ 15
9
Project Risks ............................................................................................................................ 16
10
Appendix 1: Detailed Project Schedule .................................................................................. 18
17 March 16
page 2
<Project Name>
1 Business Case
1.1 Background
Describe background organisational environment and culture, and what issues or opportunities
the project can address.
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text body text body text body text body text.
1.2 Business Rationale for the Project
What were the key triggers that led to starting this project?
How does this project align with the relevant product roadmap?
How does this project align with the University Strategic Plan and/or the ITS Operational Plan?
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17 March 16
page 3
ITS Project Proposal
<Project Name>
1.3 Business Benefits / Rewards
The information in this section should be derived from the Business Case presented in the Project Brief. Benefits should be defined in terms that are:

Measurable at the start and when the final project deliverable is in use

Should include both qualitative and quantitative statement about benefits

Include any investment appraisal, options considered, or other information that may affect the Business Case.
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The following table may be used to list the expected benefits and measures.
Num
Description
Business
Change
Manager
Changes
Enabling the
Benefit
Description of
the Measure
Baseline
Performance
Value
Target
Performance
Value
Target Date
Who will
measure
Allocate each
benefit a
unique
number
Give a brief
decription of
the benefit
Who is
responsible for
ensuring that
the benefit is
realised?
What business
processes or
ICT
improvements
are required to
realise the
beneifts?
Describe how
specified
criteria will be
measured
State the
current level of
performance
State the
improved level
of performance
required
When will the
target
performance be
achieved?
Who or which
University
element will be
responsible for
measuring the
performance?
ITS Project Proposal
<Project Name>
1.4 Investment Appraisal
Describe the cost of completing the project and any expected return on that investment.
Include “Total Cost of Ownership” information if available. Include ongoing support costs.
Include the impact of doing nothing.
Provide an indication of the overall timing for the project.
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text body text body text body text body text.
1.5 Options Considered
Outline options that were considered when investigating the reasons for the project.
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text body text body text body text body text.
1.6 Potential for Collaboration
Describe the opportunities for collaboration with external organisations (e.g QUT, …). This
section includes the justification for either being part of a collaborative approach or not being
part of a collaborative approach.
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text body text body text body text body text.
1.7 Capacity Requirements
The Steering Committee must ensure capacity requirements are costed and communicated to
the appropriate operational area. ITS technical advisory group (ISADAG and TADAG)
processes may be required.
Areas Impacted:
Servers
 Yes
 No
Comment:
Disc storage
 Yes
 No
Comment:
Network
 Yes
 No
Comment:
Database
 Yes
 No
Comment:
Staff support
 Yes
 No
Comment:
User numbers
 Yes
 No
Comment:
Other (please specify):
17 March 16
page 5
<Project Name>
2 Project Definition
2.1 Objectives
Provide overall context for what the project is trying to achieve, and should align to business
goals.
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text body text body text body text body text.
2.2 Approach
Provide outline of approach to be used to deliver on the objectives for example pilot, phases,
stages, prototype etc. For information technology projects you should specify the stage when
you need to get approval from ISADAG, TADAG and CAB.
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2.3 Scope
This is a specific statement about what is included as part of the project.
Is
Is Not
How flexible is the scope? What are the limiting factors on what will be developed and
implemented?
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text body text body text body text body text.
2.4 Deliverables
Provide a detailed listing of the products that will be delivered as part of the project. Remember
to include Project Management and Quality Products as well as Specialist Products. Discuss
with your Project Sponsor whether the following Specialist Products are to be included:
A paper on Support for the product/s being delivered
A paper on Resourcing for the product/s being delivered
A paper on IT Architecture (NOTE: For information technology projects you should consult with
ISADAG, TADAG and the Corporate Technology Infrastructure section to determine your
project requirements regarding servers, storage, machine room facilities, business continuity
planning and data backup. After the initial consultation you will be provided with the necessary
templates to assist in this process.)
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text body text body text body text body text.
17 March 16
page 6
<Project Name>
2.5 Constraints
Every project will be constrained in some way. The common constraints are:
 Cost, where there is a fixed budget with no possible extensions
 Time, where the project must align with a non-moveable event.
 Quality, where minimum standards are mandated.
 Scope, where additions can’t be made to what’s developed and implemented.
Fixed
Negotiable
2.5.1 Schedule
Milestone
Duration / Date Completed
2.5.2 Cost
Category
Item
Budget
2.5.3 Future/On-going Costs
Category
Item
Budget
2.6 Interfaces and Dependencies
What sections/departments/groups will the project need to develop relationships with? If a
technical project, what systems will the products need to integrate with? (e.g Website, Student
Portal, PeopleSoft). What dependencies are there on other projects or other work?
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text body text body text body text body text.
System / TEAM
17 March 16
Details
page 7
<Project Name>
2.7 Assumptions
Circumstances and events that need to occur for the project to be successful, but are outside
the total control of the project team.
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text body text body text body text body text.
2.8 Legal Considerations
Any contact, agreement, and most significant purchases (ie over $10,000) will require review
by the ITS legal group. If you need legal review of all or part of your project you can request
this via the ITS legal office request form at:
https://itslegaloffice.app.uq.edu.au/node/add/request-for-legal-services
Components of project requiring legal review
Has review been requested?
☐ Yes ☐ No
☐ Yes ☐ No
17 March 16
page 8
<Project Name>
3 Project Organisation Structure
This should outline the governance structure and the project team structure for the project.
Steering Committee
Sponsor / Chair
Secretary
Role / Representing
Member Name
e.g. Business Representative
Member Name
e.g. Customer Representative
Member Name
e.g. Supplier Representative
Member Name
e.g. HR
Member Name
Project Site URL
Project Manager
Name
Project Team
Name
Role
Name
Role
Name
Role
17 March 16
page 9
<Project Name>
4 Project Plan
The project plan describes at a high level how, when and by whom a project’s objects are to be
achieved. The aim of the Project Plan is to identify the most important final products of the
project, the activities needed, the resources required and the current deadlines. The Steering
Committee uses it as a baseline against which to monitor project progress and cost stage by
stage. For complex projects, this should be a separate document that includes Product
Breakdown Structure.
4.1 Project Schedule
Insert the high level timing information for key project milestones such as the start and finish
dates of individual Stages and delivery dates for major product deliverables. More detailed
information can be supplied in a Gantt chart in Appendix A of this document and in individual
Stage Plan documents.
Product
Date
4.2 Project Budget
Provide a cost breakdown for the project here.
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text body text body text body text body text.
Item
Stage
Cost
4.3 Project Procurement Plans
Any procurement over $25,000 requires a procurement plan to be approved by the Director of
ITS and the COO. Procurement plans are available in the “3-project-procurement-plan”
template. Provide referral information for procurement plans required by the project here. If
this project does not require any procurement plans delete this section.
Procurement Plan Title
17 March 16
Stage
Cost
page 10
ITS Project Proposal
<Project Name>
5 Communication Plan
Outline the methods to be used for communicating with stakeholders throughout the project. This can include status reports, email communications
and website updates. For complex projects, this should be a separate document (which is available in the 3-project-communication-plan template).
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Target audience:
Key messages:
Communication
methods:
Owner:
Deadline:
Example: Contractors
We want to promote
the health and
wellbeing of our staff
and visitors
Letter to
manager/CEO of
each contracting
organisation
Debbie – Site
Manager
31 March 2014
Notice on website
John – IT Manager
15 April 2014
Signage erected at
gate
Charlie –
Maintenance foreman
30 April 2014
Article in external
newsletters
Alice – Public
Relations Manager
3 May 2014
Progress update
Debbie – Site
Manager
Every fortnight
Advertisement in
local paper
Alice – Public
Relations Manager
15 June 2014
Our worksite will be
smoke free from 30
June 2012
Contractors visiting
the site will not be
permitted to smoke
on the premises after
this date
17 March 16
page 11
Date completed:
<Project Name>
ITS Employees
UQ Employees
Students
UQ Researchers
General public
17 March 16
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ITS Project Proposal
<Project Name>
6 Change Management Plan
Who is responsible for change management and/or training? The client? The project?
What are the key areas of change for the organisation? Has change management been
resourced?
For complex projects, this should be a separate document.
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text body text body text body text body text.
17 March 16
page 13
<Project Name>
7 Project Quality plan
Identify the standards that are to be used to measure the products, the reviews that will be
conducted and the control measures that will be used to ensure that the standards are met.
For complex projects, this should be a separate document which can be accessed as the 3project-quality-plan template.
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17 March 16
page 14
<Project Name>
8 Project Controls
This section includes the tools used to ensure control of the project.
8.1 Project Tolerances
These are the agreed boundaries within which the Project Manager can accommodate change
to the project. These are usually defined for Time and cost.
Measure
Tolerance
Time
Cost
Scope
8.2 Project manager Controls
The project management documents that will be used for ensuring that the project stays on
track and is delivering what has been agreed.
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text body text body text body text body text.
8.3 Deviations from Plan
How will these be managed? What reports will be completed, what procedure will be followed
and who is responsible for authorisation?
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text body text body text body text body text.
17 March 16
page 15
ITS Project Proposal
9 Project Risks
Outline the initial risks considered at the beginning of the project.
What risks are associated that might impact the workability of the project?
For complex projects, this should be a separate document (which is available in the 3-project-risk-log template).
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CONSEQUENCES (Before)
ID
1
2
3
RISK
CAT
IMPACT
LIKELIHOOD
CONSEQUENCE
RATING
Loss of key staff
HR
Major
Possible
High
Implementation of pilot may be
more time consuming than
planned.
USER
Moderate
Likely
High
Support from clients may
diminish.
UQ
Major
Rare
Moderate
17 March 16
ACTION
Identify backfill options
and comply with UQ
personnel management
standards to promote a
productive work
environment
RESPONSIBILE
STATUS
PM
Active
Complete smaller pilot or Adequate
seek more project
resources.
PM
Active
Adequate
PM
Active
Ensure consistent and
accurate comms.
page 16
ADEQUACY
of
CURRENT
CONTROLS
(After)
Adequate
<Project Name>
Qualitative Risk Analysis Matrix – Level of Risk
Risk Impact
Minor
Moderate
Major
Catastrophic
Almost Certain (A)
M
H
H
E
E
Likely (B)
M
M
H
H
E
Possible (C)
L
M
M
H
E
Unlikely (D)
L
M
M
M
H
Rare (E)
L
L
M
M
M
Likelihood
Insignificant
17 March 16
page 17
<Project Name>
10 Appendix 1: Detailed Project Schedule
Insert Gantt Chart, URL to Gantt chart, graphical representation or table of key activities and timings.
17 March 16
page 18