ProjectInitiationDocument, Prince2 Document Templates And Examples

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PRINCE 2 Method
The template reflects the steps set out in the PRINCE 2 Method and is designed to prompt
the Project Manager and help in the creation of the Project Initiation Document (PID). The
information for the Project Initiation Document will be found within the IP Process in the
PRINCE 2 Manual. There is also a Product Outline for the PID at Appendix A of the
PRINCE 2 Manual.
The Project Initiation Document will reflect the information contained in the Project
Approach, mainly integrated within the Project Plan. The PID will be created by expanding
the Project Brief; there are separate Templates for the Project Brief and Project Approach.
Loading the file:
This template has been produced using Microsoft Word 97. To use it, load up the file
either from the Launch Pad or directly from the Directory (Launch2) (the filename is
“PID2.DOC”) and starting from page 1 follow the prompts (in [...] brackets).
Deleting the [....] text:
When the template is complete, the whole Project Initiation Document can be printed and
Prior to printing, you should should delete all [....] prompt text.
Saving the Project Initiation Document under its own name:
Save the Project Initiation Document by selecting the “SAVE-AS” commands; this will avoid
overwriting the standard template. You must specify your own Project Directory – Launch
Pad will not do any “housekeeping” for you.
Closing the Publication:
On closing MSWord, you will be returned to the Launch Pad or Windows.
[To define the project, to form the basis for its management and to help with the assessment of the project’s
overall success. The two primary uses of the PID are:

To ensure that the project has a sound basis before asking the Project Board to make any major
commitment to the project.

To provide a baseline document against which the Project Authority (Project Board) and Project
Manager can assess progress, change management (Project Issues) and on-going viability.]
(Use to confirm approval for the project and to obtain formal approval, in
principle, to expend the resources for the project plan). This document must be
accompanied by a plan covering the next Management Stage of the project.
Document Ref & Version No:
[A statement of the purpose of the Project Initiation Document. The following is a “standard format” that
may be used or adapted by the Project Manager:]
This document has been produced to capture and record the basic information needed to
correctly direct and manage the project. The PID addresses the following fundamental aspects
of the project:

What is the project aiming to achieve

Why it is important to achieve the stated aims

Who will be involved in managing the project and what are thyeir roles and

How and When will the arrangements discussed in this PID be put into effect.
When approved by the Project Board this PID will provide the “Baseline” for the project and
will become “frozen”. It will be referred to whenever a major decision is taken about the
project and used at the conclusion of the project to measure whether the project was managed
successfully and delivered an acceptable outcome for the sponsor/user/customer.
[Much of the following information will be available from the Project Brief. This Management Product should
be used extensively to reduce the effort required to produce the PID. However a simple “cut and paste” job is
not recommended – all the information must be reviewed and re-considered in the light of any changes that
have occurred since the Project Brief was prepared and approved.]
[Identification of the source of the undertaking and its sponsor. Any previous reports, documentation etc that
might impact on the development.]
[Specifically 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) ].
Scope, Exclusions & Interfaces:
[The major areas, functions, processes etc to be addressed during the project - essentially what is “in” and
what is “out”. A simple "scoping diagram" may be appropriate]
Outline Deliverables (Products):
[A list of the expected and required Deliverables/Products/Outcomes) that the proposed project must create or
[Restrictions on time, resources, funding, and/or the eventual outcome - a statement of the "no-go" areas
for the project.]
[Similar to constraints but more “expectation” than “restriction”.]
Initial Business Benefits/Business Case:
[Why the project is being undertaken –see Appendix A 2 of the PRINCE 2 Manual; note that a Costs:Benefits
Analysis and an Investment Appraisal might be appropriate to allow the Business Benefits to be measured and
reviewed. A separateMS Excel Template for this is available for this via the Launch Pad or directly from the
Launch 2 Directory]
Initial Risk Log:
[Include a copy of the Risk Log. The Risk Assessment Checklist can be completed or the questions used as a
list of topics to be addressed with regard to project risk This Excel file can be loaded via the Launch Pad ]
Project Organisation Structure:
[This information is available as a separate Product from the “Starting Up A Project (SU4 & SU5)”
Processes. It explains who will be on the Project management Team. Roles and Responsibilities should
already have been agreed and signed up to; they need not be included in the PID. A Template is available
through Launch Pad]
Project Quality Plan:
[Derived from the “Customer’s Quality Expectations” section in the Project Brief, its purpose is to define how
the Supplier intends to deliver Products which meet the Customer’s Quality Expectations and the Supplier’s
Quality Standards. A separate Template is available through Launch Pad]
Acceptance Criteria:
[A definition, in measurable terms, of what must be done for the outcome of the project to be acceptable to the
Customer (see Appendix A1 – PRINCE 2 Manual). This information will already have been provided in the
Project Brief]
Initial Project Plan:
[Providing a statement about how and when the project’s objectives are to be achieved by showing the Major
Products, Activities and Resources required for the project. The Project Plan provides the baseline against
whichy the Project Board will monitor project progress and cost, stage by stage. A separate Template is
available through the Launch Pad.]
Project Controls:
[The frequency of review required by management. Management reviews(End Stage Assessments) will be
related to significant events during the life of the project to commit resources and authorise progress.
Arrangements for Highlight Reporting (format, destination and frequency] and Checkpoint Reporting and for
picking up and reporting “actuals” against plan. Confirmation of the Project Management and Quality
Management Standards to be used.
Exception Process:
[Recommended Project Tolerance and a brief confirmation of the Exception Procedure to be followed in the
event of a deviation from the approved plan which is forecast to exceed Tolerance (Project and Stage).]
Contingency Plans:
[A statement of the contingency planning that has been incorporated into the Project Plans; Relate this to the
Risk Analysis and Actions already stated.]
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