Project Definition Report Guidelines ISS (issleedsacuk)项目定义报告指南 ISS（issleedsacuk） .docx

project initiation document: user guidelinesproject management methodology: ip0002-0123 十二月 2019a421ba7bb89bf610604479cd03f533f8.pdfversion: 2.0page 7 of 7introductionthese guidelines indicate how to complete the iss project initiation document (pid). sections referred to within this document are the same as detailed in the pid template which is available on the programme office web site using the following link: http:/iss.leeds.ac.uk/downloads/download/434/project_templatesfor further information or guidance please contact the programme office at isscal1leeds.ac.ukpurpose/description of the pidthe pid document is a refined version of the approved business case and a focal point for all information on 1. what will be delivered2. why it will be delivered3. who it will be delivered for and by whom it will be delivered4. how it will be delivered and quality assured5. when it will be delivered and quality assuredthe project definition and business case has already been developed prior to producing the pid, and a lot of the information can be transferred directly from these documents, especially on the why and for whose benefit. the pid now adds more detail to the business case as to what exactly the supplier will deliver (specific products/services), how and when. it serves as a firm agreement and sign off point between the business and user community (represented by the project sponsor and senior user) and the senior supplier on the other side with clear details on the products the supplier will deliver and what products and quality/standards the customer/user can expect. it forms the contract between pm and pdg.after sign off, the pid is “frozen” as the projects original intentions. it serves as guidance/information/control for those involved in the project and as basis for all management decisions that need to be taken during the life cycle of the project. the pid version that was used to get authorisation from the pdg for the project is preserved as the basis against which performance will later be assessed during project closure (end project report)however, the pid is a loving product in that it needs to always reflect the current status, plans and controls of the project. its component and associated products will needs to be updated and re-baselined, as and when necessary with every change request/stage end to reflect the current status of its parts.,please note: the pm will collate the pid but will require a lot of input and quality checking from the pdg; so pdg members need to be able to invest enough time to support the pm at this stage to ensure the document covers all elements of the project (business/user/supplier interests) to the required standard and quality.in many cases, the pid will only outline the products/services to be delivered by iss. if other products are to be delivered elsewhere, eg in some business areas, the project sponsor might want to see separate pids for those areas/other suppliers.the template is a dynamic document and the latest version will be found on the programme office web site. this document has been developed for guidance only and can be amended to suit the specific needs of the project; however, changes must be justifiable. front page replace the wording “project name” with the project name. please ensure that the name is consistent with the information on the shared project folder on n (n:academic-servicesisspmopdsprojects.). insert the date of the current document version. sign-off to be completed once the document has been finalised.footer (page 2 onwards)author: insert details of the report author.version: insert details of the current version number of the document.file name: this field can be updated automatically by highlighting the text, right click and choose the option update field.document information pagecomplete the tables as appropriate.contents pagethe contents page can be updated automatically using the following commands: position the mouse over the contents (shaded) section. right click and choose the option update field. if the options update page numbers only or update entire table is displayed choose the option update entire table.1.0 executive summarythe purpose of this section is to provide a brief overview of the project putting it into context and will include a summary of information, contained in the rest of the document. this should be included in your project definition. 2.0 backgroundthis section should include how the need for the project has originated, its sponsor and any business/external drivers, eg the need for new processes to comply with regulations or the need to move or apply a new type of technology. also include details of any previous decisions, reports, documentation that might impact on the development. this should be included in your project definition. 3.0 project definition3.1 objectivescomplete the table including details of all the objectives for the project. specifically list what is required to be achieved by the project, expressed, wherever possible, in measurable terms; it is often helpful to identify separate objectives for the project itself (eg target dates, expenditure profiles) and the project outcome (what the end product is required to deliver during its life). these should be developed to be smart, ie specific, measurable, achievable, realistic and time constrained.this should be included in your project definition but the measurements etc can be refined here. 3.2 project scope3.2.1 inclusionsfor clarity of understanding for all parties involved, it is important to detail what lies within the scope of the project. be specific; clearly state the boundaries, use bullet points where possible.3.2.2 exclusionsagain, for clarity of understanding for all parties involved, it is important to detail what lies out of the scope of the project.3.3 constraintsidentify known restrictions on time, resources availability, funding or quality and use bullet points where possible.3.4 assumptionsany assumptions made in the documents preparation should be included here, use bullet points where possible. 3.5 interfacesidentify all the stakeholder groups that will be involved in this project and the role they will perform on the project. for example, requirements capture, testing, training, procurement, auditing, hardware configuration etc. stakeholder groups may include other projects.you can use some of the stakeholder analysis tools available on the po website athttp:/iss.leeds.ac.uk/downloads/download/453/tools_and_guideseg “checklist” and “stakeholder analysis” workbook. please also consider external stakeholders!the project delivery group needs to work closely with the pm to identify all stakeholders. this will inform your communication plan.3.6 method of approachinclude a statement to define the type of solution to be developed and delivered by the project. this should also identify the environment (including cultural, political and technological) into which the solution must fit. eg will the solution be bought off the shelf, made to measure, developed in house, contracted to 3rd parties, based on specific technologies?as part of this, please identify any constraints on the way the project must be carried out or the timing of certain product deliveries. the skills required to conduct the work of the product and support/operational implications any corporate or industry standards that should be applied security and sustainability concerns and constraints how the finished product can be brought into use training needs and requirements for project team and end users options on approaches to the project as a wholeand discuss and select the most suitable approach with the pdg.3.7 project deliverables product descriptionscomplete a table including the key deliverables from the project defined as products (not tasks). these should be clearly stated in as much detail as possible. relative priority of each deliverable where: 1 is essential/must have, 2 is should have, and 3 is nice to have/not essential. detailed deliverables (from product based planning) should be developed as an associated document; this section concentrates on the key deliverables (those requiring business sign-off).please note: every deliverable should have an associated “product description” document. links to each product description can be included in the table for reference. see product description template athttp:/iss.leeds.ac.uk/downloads/download/453/tools_and_guides3.8 summary of impact / implicationsthis section is intended to record the impact/implications that arise through the execution of this project. briefly outline the anticipated impact of the project, considering the impact on users, disability accessibility, sustainability, other projects etc. this may also include operational and strategic impacts, eg the use of the project to change aspects of the organisations culture, etc. this section also considers the implications on the organisation itself and other teams, eg training, operational support, etc. if a detailed impact analysis is required this should be developed as an associated document. 4.0 summary of business case4.1 strategic fitreview the tables and provide details on how the project fits with the universitys and the it&s strategies.this should be included in your project definition. 4.2 benefitscomplete the tables detailing benefits relating to the project, how they will be measured, who will deliver it, when it will be delivered, who the benefit will be aimed at (the recipient) and the benefit owner. please be aware that often the business has to deliver the benefits so they should be involved in the development of this document including benefits analysis. this should be included in your project definition. at this stage, the benefit owner does not have to be an individual but can be a business area and timings can be rough, eg 1 month/3 months after implementation. however, as the project progresses, this table should be regularly updated as more information on owners and timings become available. 4.3 costs (k) and resource analysis (fte)for is projects copy and paste the “input into pid” section from the project costing workbook using “paste special - picture” and resize accordingly.n.b. all estimated non-staff costs should include vat and also include contingencies.for other projects use the embedded excel worksheet which will automatically calculate the appropriate columns.it is the intention to move to a position where we are identifying and managing full costs. identify the anticipated project/recurrent costs of the project. identify the total ftes required (both iss and business) for the project. indicate if the calculations are based on the full project lifecycle. indicate if the project is brought forward from the previous financial year and/or if it is to be carried forward to beyond the next five financial years.please note: this table is identical to the one used in the project definition, the purpose of this exercise is to develop more detailed costs and reduce the degree of uncertainty.a summary of the changes to the cost and effort estimates over time (through production of specification and project definition) and the reasons for the changes are captured in a table.5.0 summary of project organisationbriefly outline the organisation structure of the project and, where appropriate, show how it relates to any business projects. if a detailed organisation chart is required together with definitions of roles and responsibilities, this should be developed as an associated document. eg, show members of your pdg, detail if a higher level steering group will be required (incl membership) and if there is a lowere level project team, or working group.6.0 project communications planbriefly outline for the delivery of communications relating to the management of this project, these are those products relating to the successful delivery of the project, not the specialist products being delivered by the project.include a link to your detailed communication plan, the template can be found on http:/iss.leeds.ac.uk/downloads/download/453/tools_and_guides7.0 summary of plans / controls7.1 key milestones / timescalesidentify clearly the key milestones and associated timescales for the project. this should be defined based on milestones categories as detailed in document pd0003 (project management process standard milestones) and your detailed project plan.7.2 key project risksbased on the risk log, indicate the key risks associated with the project. it is recommended that this should include risks calculated as high/high, medium/high and high/medium. do not include details on how the risks are to be managed, who owns them, etc full details of risk should be included in the risk log which is part of the tools document mt0001 (pmm management tools workbook).7.3 contingency plansprovide plans that provide an outline of the decisions and measures to be taken if defined circumstances, outside the control of the project, should occur. this action applies to those projects that must deliver solutions to meet external deadlines or where significant loss of service would result from a failure to