Why Is Project Initiation So Important?

Why Is Project Initiation So Important? Well it's simple really when you think about it.

Let me explain. In earlier posts, I mentioned that project initiation information can be captured in a single document. This project initiation document, or PID as it is known, allows you to complete some important steps in building a good foundation for your project.

When you complete a PID you will have gathered a lot of information about the project to explain what it is, how it will be delivered, when and by whom. So it sounds like a great document to have right?

Of course once you have this information captured in a single document it becomes so much easier to communicate. At the simplest level, all you have to do is send it out and ask the person who is demanding answers to their questions to read it. We all know we would NEVER do that, but hey, what a great reference point it will prove to be. And guess what, it actually becomes that proverbial hymn-sheet that everyone wants to sing from.

So let me summarise the importance of project initiation:

1. A project properly initiated is built on a solid foundation.
2. Every stakeholder will know what the project is about and who is involved in making it happen.
3. Finally it represents an agreement. Project initiation allows a project manager to set the contract for delivery and agree with the task-masters (sorry stakeholders) what the project will end up delivering.

Ok you get the drift now? Don't skip it and don't believe the experts who tell you to just get on with the delivery. Invariably those are the guys who are not around when the ess-aitch-one-tee hits the fan due to lack of proper controls. Have you heard enough drum beating on project initiaion? Any comments, let me know.

Useful links
Project Initiation document
Easy Introduction To Project Management
How To Use Project Initiation the EasyPM Way

How to Use Project Initiation the EasyPM way!

To keep it simple - the purpose of project initiation is to draw up and agree a contract for the project. It is that easy!

The way to do this is to capture all of the known information about the project in a single document and get those who will benefit from, or are have the most invested in, its success to agree that document.

The document I suggest using is known as Project Initiation Document. Initially, all that you would be required to do is to work through the sections in this document and complete the information required.

Filling in a Project Initiation Document, or PID as it is sometimes known, will answer key questions such as what the project will deliver, how it will be done and at what cost, scope and constraints, risks, quality and controls.

By the time that you have completed the project initiation document, you will have achieved a good understanding of what it will take to deliver the project successfully. More importantly the areas that need to be managed and controlled more carefully to prevent completion of the project will also be clear.

If you would like a sample of the Project Initiation document that I use, it is stored in my EasyPM Google group. Take a look at it and you will get a good idea of the key information areas that must be understood as part of Project Initiation.

In summary, to initiate a project requires the following easy steps:

1. Gather all the known project information
2. Document it and communicate with project stakeholders
3. Agree what the project will deliver, when and at what cost

After shaking hands on all of that, you will be well set up to go off and create a detailed plan!

What is a Project Initiation Document?

A good document for managing the start of a project is called the Project Initiation Document - shortened to PID for those in the know :)

What is this project initiation document then? Very simply it is a definition of what has to be done, how it will be managed and how you will know when you have completed the project.

It is used to ensure that the project sponsor's requirements have all been captured and delivery is agreed BEFORE launching the project. Once the project is running it is a great reference document against which progress can be measured and overall status communicated.

For example, the Project Initiation Document can be started before the project has even been signed off. When you as the "project manager to be" have been asked to asssess the feasibility of solving world hunger and maybe have it done in the next two months, you can:

• open up a project initiation file and
• as you define the key deliverables, you can capture them in the PID and also
• lay out the schedule in report format that is easy for your project sponsors to read.

Once the project is understood, everything that helps to define it should be in the PID. This is important as the PID becomes the equivalent of the referee later in the project when you are arguing about - sorry discussing - what has still to be achieved.

If you want a look at the type of things that should be in a PID document, drop me an email and I will send you a template. Alternatively, you cna download a PID template from my Easy Project Management Google Groups site.

Project Initiation Document

Project name

Insert project name

Release Date

Draft: dd/mm/yyyy Final: dd/mm/yyyy

Project Information

Author:
Owner:
Client:
Document Number:

Document History

Document Location

This document is only valid on the day it was printed. The source of the document will be found in the Control section of the Project File.

Revision History

Date of next revision:

Revision date	Previous revision date	Summary of Changes	Changes marked

Approvals

This document requires the following approvals. Signed approval forms are filed in the project files.

Name	Signature	Title	Date of Issue	Version

Distribution

This document has been distributed to:

Name	Title	Date of Issue	Version

Purpose

To define the project, to form the basis for its management and the assessment of overall success.

Contents

This publication contains the following topics:

Topic	See Page
Background
Project definition
Project organisation structure
Communication Plan
Project Quality Plan
Project tolerances
Project controls
Initial Business Case
Initial Project Plan
Initial Risk Log

Background

Project Definition

Project objectives

Defined method of approach

Project scope

Project deliverables

Exclusions

 

Constraints

Interfaces

Assumptions

Project Organisation Structure

Communication Plan

Project Quality Plan

Project tolerances

Project controls

Attachments

	Initial Business Case
	Initial Project Plan
	Initial Risk Log