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    • Project Initiation Document (PID) Template Covering Sheet Purpose A Project Initiation Document (PID) should be created by a Project Manager to provide the basis for managing a project. For details on when a PID will be required readers should refer to the National Project Lifecycle. The PID should answer the basic questions of WHAT needs to be done and WHY, WHO will need to be involved in the process, and HOW and WHEN it will be done. The document is a foundation stone for the project. Instructions These covering sheets must be deleted before the document is issued. This template must be used for all eHealth PID documents. Black text already in the document template should not be removed as the document and certain sections have a standard purpose. Red italicised text in brackets within the document is intended to provide guidance and should be replaced by text appropriate to the specific project. All text in the document should be in Arial, font size 11. This template outlines the minimum set of information that is required for this document, additional information and/or sections should be included as appropriate. The PID Template document owner is the eHealth Head of Programmes. In the event of any queries regarding the template please contact the eHealth PMO at ehealth.pmo@scotland.gsi.gov.uk. Version control Title: eHealth Template – Project Initiation Document Date: 15h November 2007 Version: version 1.0 Reason for last change: Draft incorporating comments from eHealth Division Author: Mark Stewart Status: Issued
    • National eHealth Programme [PROJECT NAME] Project Initiation Document Version: 0.1 [Full Date]
    • Contents 1. INTRODUCTION....................................................................................................6 1.1 Purpose .............................................................................................................................6 1.2 Background.......................................................................................................................6 1.3 PID Structure and Contents.............................................................................................6 2. PROJECT DEFINITION..........................................................................................6 2.1 Project Objectives.............................................................................................................7 2.2 Project Approach..............................................................................................................7 2.3 Project Scope.....................................................................................................................7 2.4 Project Deliverables..........................................................................................................7 2.5 Exclusions..........................................................................................................................7 2.6 Constraints........................................................................................................................7 2.7 Interfaces...........................................................................................................................7 2.8 Assumptions......................................................................................................................7 3. PROJECT ORGANISATION..................................................................................8 3.1 Overall Governance..........................................................................................................8 3.2 Project Board....................................................................................................................8 3.3 Project Team.....................................................................................................................8 3.4 User Reference Group......................................................................................................8 3.5 Role Descriptions..............................................................................................................8 4. PROJECT PLAN....................................................................................................8 5. BUDGET.................................................................................................................8 6. RISK AND ISSUE MANAGEMENT........................................................................8 7. STAKEHOLDER AND COMMUNICATION PLAN...............................................10 8. PROJECT QUALITY PLAN..................................................................................10 9. PROJECT CONTROLS........................................................................................10 eHealth PID Template v1.0 3
    • APPENDICES Annex A - Project Product Descriptions [The purpose of the Appendix is to:  understand the detailed nature, purpose and function of the product;  identify the sources of information or supply for the product;  describe the required appearance of the product;  identify the level of quality required for the product;  enable activities to develop and quality control the product to be identified;  define the people or skills required to develop and check the product.] Annex B – Initial Risk Log [The purpose of the Risk Log is to provide a repository of information about the risks, their analysis, countermeasures and status.] eHealth PID Template v1.0 4
    • Version and Configuration Management Configuration History Sheet Version Date Details of Changes included in Update No. The issue of this document requires the approval of the signatories below on behalf of the Project Board. Name Title Signature Date Distribution Version No. Date eHealth PID Template v1.0 5
    • 1. Introduction 1.1 Purpose The Project Initiation Document (PID) contains the key elements of information required to direct and manage a project. The PID has two principle purposes:  to ensure that the Project Manager has a sound basis on which to ask the Project Board to make a commitment to the project; and  to act as a base document against which the Project Manager and Project Board can assess progress, change management issues and ongoing viability questions. 1.2 Background [This section should cover the events leading up to the project. It should also establish the rationale for undertaking the work and the potential benefits within the context of the eHealth Strategy and Programme. This information can be taken from the Project Brief.] 1.3 PID Structure and Contents eHealth has adopted the PRINCE2 methodology as a standard for project management. The contents of this PID are compliant with PRINCE2 guidelines and are set out as follows: Section 2 defines the project, setting out the project objectives, approach, scope, deliverables, exclusions, constraints, interfaces to other projects and key assumptions; Section 3 defines the organisation of the project, detailing the project governance structure and the key roles and responsibilities of project staff; Section 4 provides details of the project plan, identifying the products and resources required to deliver the plan. It also identifies the different stages of the plan, in line with PRINCE2 guidance, to enable management to control project delivery and ensure that the Business Case remains valid; Section 5 provides a full cost breakdown and identification of the sources of funding; Section 6 assesses the risks and issues facing the project and details the risk management processes that will be applied; Section 7 describes the approach to communications within the project to ensure that the objectives of the project are clearly communicated to all stakeholders; Section 8 sets out the quality plan for the project and how it will be used to ensure that the products meet user needs through a series of quality control procedures and reviews; Section 9 describes the project controls and how they will be applied. The document is supported by a number of annexes providing additional detail to some sections. 2. Project Definition [Based on the Project Brief and explains what the project needs to achieve.] eHealth PID Template v1.0 6
    • 2.1 Project Objectives [The section should set out the project objectives and proposed outcomes of the project, in terms of the end result of the project, or the products it will produce. This information can be taken from the Project Brief. Where the Project is part of a programme of work the relationship should be made clear.] 2.2 Project Approach [This section should define how the team will actually go about the creation of the project’s products.] 2.3 Project Scope [The section should be defined in terms of the things the project is going to change. Scope can be defined in terms of teams, business processes and systems affected. This information can be based on the Project Brief but should provide more detail on the specific changes.] 2.4 Project Deliverables [This section should explicitly define the project deliverables so there is clarity for the Project Board, stakeholders and the Project team on what will be produced by the Project. Again this information can be based on the Project Brief but should provide more specific detail on the deliverables] 2.5 Exclusions [Identifies the project boundary limits – what the project is not going to do] 2.6 Constraints [Any ‘no go’ areas or limits, on the way the project can be managed or the products delivered. These usually fall into three categories: financial, time and quality. Constraints may also be the result of external forces over which the project has no control.] 2.7 Interfaces [This section should identify any outside projects, products or processes with which this project and its products may have to fit. The section should also clearly state all project dependencies.] 2.8 Assumptions [The section should also detail the key assumptions underpinning the project. At the start of any project it is inevitable that some assumptions have to be made concerning the areas of greatest unknown and/or complexity. It is important at a later date to validate these assumptions or they will become issues to be resolved. It is best to restrict the number of assumptions down to a subset of really critical ones.] eHealth PID Template v1.0 7
    • 3. Project Organisation 3.1 Overall Governance [This section should provide a diagram and text illustrating the overall governance of the project and links in to the programme board, eHealth Programme Board and any other key governance groups.] 3.2 Project Board [This section should identify the Project Board including Sponsor, Senior User, Senior Supplier and Project Assurance.] 3.3 Project Team [This section should identify the Project Manager and Project Team.] 3.4 User Reference Group [This section should identify the User Reference Group.] 3.5 Role Descriptions [This section should document the role descriptions for the key project team members.] 4. Project Plan [This section should cover how and when the activities of the project will occur. This is updated with actuals and other information as the project progresses. The Project Plan should provide a breakdown of the resources required and the timescales involved in the project.] 5. Budget [This section should provide a full cost breakdown by financial year for life of the project and be split into capital and resource. The budget breakdown should include procurement costs and staff costs. There should also be reference to any ongoing costs after the initial project has been completed i.e. maintenance, training, upgrades, capital charges etc. The section should also provide identification of the sources of funding.] 6. Risk and Issue Management eHealth PID Template v1.0 8
    • [This section should detail the project’s approach to Risk definition, initial risk identification, management and resolution; and Issue identification, management and resolution. It should be noted that the default approach should be to follow the eHealth Risk and Issue Management guidelines as set out in the ‘eHealth National Programme Office Risk Management Operating Procedure Position Paper’.] eHealth PID Template v1.0 9
    • 7. Stakeholder and Communication Plan [This section should define all parties with an interest in the project and the means and frequency of communication between them and the project. Reference should be made to the ‘eHealth Programme Communications Plan’.] 8. Project Quality Plan [This section defines the quality techniques and standards to be applied, and the various responsibilities for achieving the required level of quality during the project.] 9. Project Controls [This section sets out how control is to be exercised, and the reporting and monitoring mechanisms which will support this, it should be noted that the default position will be as set out in the ‘eHealth Planning and Reporting Positioning Paper‘ and the ‘eHealth Change Control Management Process’.] eHealth PID Template v1.0 10