pid.PDF

PROJECT INITIATION DOCUMENT (PID)

Document Ref & Version No:

ASL/CS/PID/001

Programme: n/a

Project: ASL Internet Site

Date: 6 th October 1996

Author: Janis Kitson

Purpose:

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 their roles and responsibilities

• 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.

Background:

The Internet is becoming an ever more important feature of the computer/software industry. The number of

people with access to the Internet is increasing exponentially as is the number of Internet “sites” which are

being set up by companies as “shop windows” for their goods and services.

Many of our competitors have already set up Internet sites and whilst the amount of business which can be

directly attributed to that source is still quite small, this is not expected to remain the case for very long.

Hence it is believed that ASL can no longer ignore the Internet as a possible source of future business and

consideration should be given to establishing our own “web” site.

On the basis of Project Brief Ref ASL/CS/PB/001 the company board has recommended the production of this

Project Initiation Document as a prelude to making full and final commitment to the project.

Objectives:

The aim is to develop and launch a site on the Internet which will act, initially, as an electronic brochure for

our company. This will allow prospective customers, worldwide, to review our range of products, access

pricing information and e-mail us with their requirements.

The target date for having the first implementation of our site up and running is 1 st January 1997.

Scope, Exclusions & Interfaces:

Initially, our Internet site will consist solely of company/product presentations with provision for

canvassing and collating e-mail enquiries about our products.

There is scope for making a more pro-active web-site whereby customers can actually place orders on-

line and pay by giving their credit card details. We don’t believe that the UK market is quite ready for

this facility yet and whilst it may be introduced at some stage in the future, it will not be part of the

current project.

Outline Deliverables (Products):

MANAGEMENT PRODUCTS:

M.1 Project Brief

M.2 Project Approach

M.3 Risk Log

M.4 Highlight Reports

M.5 Project Initiation Document

M.6 Project Board Records

M.7 Project Board Sign-offs

M.8 Project File

QUALITY PRODUCTS:

Q.1 Product Descriptions

Q.2 Quality Review Documentation

Q.3 Project Issues/Change Control

SPECIALIST PRODUCTS

S .1

Functional Specification

S.2

Detailed Scripts/Design

S.3

Graphics

S.4

Code

S.5

Appointed Internet Provider

S.6

Registered Domain Names

S.7

Marketing Plan

S.8

Amended stationery

Nb: Product Descriptions for the above Specialist Products are at Appendix A

Constraints:

An initial budget limit of £10,000 has been allocated to this project - this to include all external and

internal expenditure.

Assumptions:

1) There will be no connections between the Internet and our own internal IT systems.

2) The main expenditure will on internal resource from the development department.

Initial Business Benefits/Business Case:

The simple business case for this project is very compelling. Recent surveys have shown that companies like

ours can expect to generate up to 20% of their totals revenues from a relevant and well written Internet site.

Given our current turnover of approximately £2m pa, and assuming that we only manage to achieve 10% of

the expected turnover increase, we could still expect to improve our revenues by £40,000 pa. Based on an

average margin of 25% this means that the initial £10,000 investment would be recovered within the first year.

The following is a cash flow statement for the first five years of operation, based on the “worst-case”

improvements in profitability, as explained above. We have assumed a straight-line 25% increase in annual

benefits based on industry predictions of the future growth in Internet usage. A figure of £2000 per annum has

also been included for maintaining and updating the site.

Year

Expense

Benefit

CashFlow

1997

10000

-10000

1998

2000

10000

8000

1999

2000

12500

10500

2000

15000

13000

2001

2000

17500

15500

Initial Risk Log:

See Appendix B

Project Organisation Structure:

The personnel involved in managing the project will be Martyn Mayhew, Tom Goodlad and Karen Rodgers

who will make up the Project Board.

Because of her prior experience with exactly this kind of work, Janis Kitson is to be invited to be the Project

Manager.

Sid Hall will provide Project Assurance and Emily Barker Project Support.

It is not expected that Team Managers will be needed, so any Specialist staff will report directly to Janis

Kitson. The Project Board will require regular (weekly) Highlight Reports during the Production stage of the

project.

In addition to the above, there will be a need for 2 specialist staff, one for graphics production and one

programmer. These will be selected from the current development team.

Main Responsibilities:

Corporate Management/Sponsor/Customer: Helen Bell

1. Authorise the start and continuation of the project from the corporate perspective

2. Set Project Tolerances

3. Set and review overall strategy and interfaces with other initiatives.

Project Board – Executive: Karen Rodgers

1. Ownership of the Project’s Business Case

2. Overall direction and guidance for the project

3. Chair Project Board meetings and reviews

4. Set Management Stage Tolerance

5. Review Exception Reports and Exception Plans

6. Delivery of a suitable end Business Product.

Project Board – Senior User: Martyn Mayhew

1. Ownership of the project from a User viewpoint

2. Approval of User Specifications for technical Products

3. Attend Project Board meetings and reviews

4. Prioritise Project Issues

5. Review Exception Reports and Exception Plans

6. Recommend action on changes

Project Board – Senior User: Tom Goodlad

Ownership of the project from a Supplier viewpoint

Approval of Functional Specification

Attend Project Board meetings and reviews

Prioritise Project Issues

Review Exception Reports and Exception Plans

Recommend action on changes

Project Assurance: Sid Hall

1. Business Assurance on behalf of the Executive

2. User Assurance

3. Supplier Assurance carried out by spot-check/audit of technical material and Products supplied

4. Review of Products via Quality Review

Project Manager: Janis Kitson

1. Day-to-day management of the Project

2. Planning, monitoring and control

3. Reporting progress through Highlight Reports

4. Management of Team Managers and Contracts

5. Delivery of the project’s Products

6. Configuration Management, Filing and Change Management

Project Quality Plan:

See Appendix C

Acceptance Criteria:

1. All Technical Products complete and signed-off

2. Site to be “live” tested by all members of the Project Board.

Initial Project Plan:

Schedule:

The project will commence on 1 October. Initial activities will include the writing of the Functional

Specification, registration of domain names and identification of specialist resources.

The site should be up an running by 1 st January 1999.

Resources:

The resources to be used are Janis Kitson (estimated 20 days effort); Sid Hall (estimated 5 days

effort); Emily Barker (estimated 5 days effort). Plus, approximately 10 man.days of effort for

graphics production and 40 man.days of programming. Registration of domain names costs £150

and the monthly cost of the internet provider will be £35.

There follows a more detailed plan of the main activities and management stages:

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