ProjectBrief.PDF

TEMPLATE FOR

PROJECT BRIEF

PRINCE 2 Method

HOW TO USE THIS TEMPLATE:

Introduction:

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 Brief. The Product Outline for

the Project Brief can be found at Appendix A of the PRINCE 2 Manual.

The Project Initiation Document (PID) will be created by expanding the Project Brief; there

is a separate Template for the Project Initiation Document.

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

“BRIEF2.DOC”) and starting from page 1 follow the prompts (in [...] brackets).

Deleting the [....] text:

When the template is complete, the whole Project Brief can be printed and approved.

Prior to printing, you should should delete all [....] prompt text.

Saving the Project Brief under its own name:

Save the Project Brief 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.

[PURPOSE OF THE PROJECT BRIEF:]

[It is essential to obtain a clear view of the final objective(s) and outcome, as well as the constraints and

assumptions that impact on those responsible for the project. A properly constructed Project Mandate will

help but as the creation of the Project Mandate is outside the control of the Project Manager, the Project

Brief is used to “fill in the gaps”. The Project Brief is used to identify the basic essentials of the proposed

project (Objectives, Outline Business Benefits & Risks; Customer’s Quality Expectations etc). The Project

Brief should be drawn up in consultation with the sponsor of the proposed project. The Project Manager is

responsible for producing the Project Brief and agreeing it with the Project Authority (the Project Board

Executive member) and subsequently the Project Board at the Project Initiation Meeting (PIM).]

PROJECT BRIEF (Use to obtain approval to start the project and

to obtain formal approval to expend the resources). This document must be

accompanied by a plan covering the creation of the Project Initiation Document

Document Ref & Version No:

Programme:

Project:

Author:

Date:

Purpose:

[A statement of the purpose of the Project Brief. The following is a “standard format” that may be used or

adapted by the Project Manager:]

This document has been produced to capture a “first cut” view of the scope, investment

needed, dependencies on other projects and anticipated payback so that the constituent parts

of the Project/Programme can be prioritised, funded and authorised.. The Project Brief will

provide the basis for the Project Authority (Project Board) to decide to authorise the creation

of the Project Initiation Document (PID).

Background:

[Identification of the source of the undertaking and its sponsor. Any previous reports, documentation etc that

might impact on the development.]

Objectives:

[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

acquire.]

Constraints:

[Restrictions on time, resources, funding, and/or the eventual outcome - a statement of the "no-go" areas

for the project.]

Assumptions:

[Similar to constraints but more “expectation” than “restriction”.]

Outline Business Benefits/Business Case:

[Write a brief summary (max 1 x A4) of the Business Benefits that are expected to stem from this project.]

Preliminary Risk Assessment:

[Provide a commentary on the main risks as perceived at this early stage. The Risk Assessment Checklist can

be completed or the questions used as a list of topics to be addressed with regard to project risk]

Customer’s Quality Expectations:

[A brief statement on the “level” of quality the Customer is expecting – for example is the Product “customer-

facing” and needing to be perceived as a “quality product” or is the output of the project intended for

internal use only and some degree of non-conformity to requirements capable of being tolerated.]

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).]

Outline Project Plan:

[A brief statement of the proposed start and finish dates, likely review points, frequency of updating the plans

with “actuals”, and Team reporting arrangements.]

Review & Reporting:

[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, but

their frequency will be influenced by the management review requirements stated here.]

Financial/Budget Requirements:

[State the preliminary budgetary requirements for the project]

Timing:

[Assuming no external dependencies, when should work start?]

Additional Comment:

[Add any additional information to be brought to the Project Authority’s/Project Board’s attention.]

[Check this document against the following Quality Criteria:

1. Does this Project Brief accurately reflect the Project Mandate (the trigger for the

project)?

2. Does this Project Brief form a firm basis on which to initiate the project?

3. Does this Project Brief indicate how the Customer will assess the acceptability of the

finished Product (the project’s outcome)?]

4. Has this Project Brief been discussed and agreed with the Customer/User and a sign-

off obtained?

Project Manager’s Signature:

Customer/User’s Signature:

Project Board Executive Approval

Date:

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