Do not put content on the brand signature area Project Brief Template version 2.0.

<Project Name>Project Brief

<date><Project Manager name><regional project-id>Template version 2.0

2

1. Mandate

Please summarize the project background

Project Background – Rationale for Action

• Please summarize the project objectives in a list (1-5) and link them to your company KPI’s (e.g. risk, profit, cost)

Project Objectives

• Please summarize the project key deliverables in a list (1-5)

Project Deliverables

• Please summarize what is in scope

In Scope

• Please summarize what is out of scope

Out of Scope

Governing Body Name(s)

Project Manager

Project Board Executive

Sr. User

Sr. Supplier

Sponsor

Project Governance

Milestone Date

Start date xx-xx-xxxx

End date xx-xx-xxxx

Launch date: xx-xx-xxxx

Tolerance (calendar days):

+n/-n

Project Planning Budget / Resources

Project Dependency

Project Dependencies

Constraints & Risks

Please describe any limitations you can think of

<project name>

<project ID>

EUR x 1000 Next step (specify 1,2,3) Overall project

Cash out 2011

P&L 2011

Cash out 2012

P&L 2012

Tolerance (%) +n% / -n% +n% / -n%

Benefits

Resources Int n mandays n mandays

Resources Ext n mandays n mandays

3

Document Management

Revision History

ApprovalsThis document requires the following approvals. Signed approval forms are filed in the Management section of the project file.

DistributionThis document has been distributed to.

Version Revision Date Status Summary of Changes By

Name Signature/Approved Title Date of issue Version Executive

Senior User

Senior Supplier

Name Title Date of issue Version

For each ‘’ a description needs to be provided on the recommnedations building block (3).

<project name>

<project ID>

4

3. Project Background / Dependencies

Context of the Project

<< Why is it needed, what’s the history, how does it fit in a project programme (which?)? >>

This Project

Project name

Project name

Project name

Waiting for output from

Delivers output to

Project name

Project name

<project name>

<project ID>

5

4a. Scope (1/2)

Geographic

Area

Client

Groups

Distribution

Channels

Involved

Processes

Involved

Systems

Involved

Departments

Involved

Products?

BeneluxCREAPIM globalCountry xCountry y…

AgentBrokerBankDirectFlex Force

Process name 1><Process name 2>

<Process name n>

<System name 1:Interface change,Set upNew moduledecom>

<System name n :Interface change,Set upNew moduledecom>

<dep. name> <xxx name 1><xxx name 2>

<xxx name n>

Key deliverablePoint of Value

Weight %*Depth (project execution phases - deployment - handover – benefit realization)

<name deliverable> <description of the steps to be carried out>

Total PoV

Out of Scope <description of the out of scope items>

PoV: ‘Business capabilities to measure project execution success’

<project name>

<project ID>

6

4a. Scope (2/2)

Key deliverablePoint of Value

Weight %*Depth (project execution phases - deployment - handover – benefit realization)


Total PoV 100%

Out of Scope<description of the out of scope items>

<project name>

<project ID>

77

4b. Product Breakdown Structure

2.1.1 Sub deliverable



2 Milestone


2.1 Group A 2.2 Group B

2.2.3 External

deliverable

(Sub) Product/ deliverable

Legend

MilestoneExternal

deliverableGroup




1 Milestone

1.3 External deliverable

1.1.3.1 Sub deliverable


1.1 Key deliverable

<project name>

<project ID>

8

5. Acceptance Criteria (to accept completed project)

MoS-CoW

Definition in measurable terms of what must be done for the final product to be acceptable to the customer and staff who will be affected.

Topic Current level (situation before the project) Acceptance level (acceptable at hand-over)

M/S/C/W Target dates

Major functions

Appearance

Personnel level required to use/operate the product

Performance levels

Capacity

Accuracy

Availability

Reliability

Development costs

Running costs

Security

Ease of use

Timing

<project name>

<project ID>

9

6a. Impact Analysis

Impact Level Description of the Impact

CommerceLow What is the most important from a commerce perspective (e.g. client satisfaction, increased saels, new products,

….)

PeopleMedium (incl. culture & performance): What has the most important impact on the people? What main

departments/functions will be affected? Approximately how many people are affected by the solutions set in your project (change targets)? To what extent are you aiming to hire, retain or lay off people? How does the realization of your project help in achieving a common winning performance culture? (one aligned organizational culture and mindset, and act and think as one team with local teams focused on the customer)

Organisation Medium What are the most important organizational changes? E.g. structure, roles & responsibilities, competencies, payment structure?

Processes High What are the most important process changes? Which processes are you changing? Are you aiming at modifying or fully redesigning processes?

Technology High What are the most important system changes? Are you aiming at replacing, modifying or building new systems?

Facilities, Legal, Housing

Low What are the most important changes in facilities / locations? E.g. centralizing, opening new locations, closing locations?

<project name>

<project ID>

10

6b. Project Approach

Comments

•…•…•…•…•…

Project name

Package

Based on existing product In stages,

rolling wave planning

Alternative C

Developed In House

Based on Specific

Technology Big Bang implemen-

tation

Alternative A

Alternative B

Legend

Road to follow

Alternative path (not chosen)

<project name>

<project ID>

11

6c. Assumptions

A/A Title Description Project Critical Date Impact on the Project

1 Low

2 Medium

3 High

4

5

6

<project name>

<project ID>

12

7b. Risks

To be reported to Project Board

Risk description Impact assessment Proba-bility Impact Priority Mitigating action Date to be

resolved Risk owner

Provide a description of the risk

Provide a description of the impact

Rare / Unlikely / Possible /

Likely / Almost certain

Insignificant / Minor /

Moderate / Major /

Catastrophic

Low / Medium /

High / Critical

Provide a description of the mitigating action

xx-xx-xxxx Provide the name of the risk owner

Low

Medium

High

Critical

once a month (almost certain) 5 Medium High High Critical Critical Critical Critical Critical Critical

once a quarter (likely) 4 Medium Medium High High Critical Critical Critical Critical Critical

once a year (possible) 3 low Medium Medium High High Critical Critical Critical Critical

once every 5 years (unlikely) 2 low low Medium Medium High High Critical Critical Critical

once every 10 years (rare) 1 low low low Medium Medium High High Critical CriticalCatastrophic

PR

OB

AB

ILITY

IMPACTInsignificant Minor Moderate Major

Risk Priority Levels

<project name>

<project ID>

8a. Cost and Benefit Cash Flow Streams

13

<project name>

<project ID>

14

9. Organisation

Project Board<project name>

Project Manager<name>

Project Team<project name>

<Lead Team X><name><name><name>

<Lead Team Z><name><name><name>

<Lead Team Y><name><name><name>

Project Assurance<name> (PMO)

<name> (Expert)<name> (Architecture)

Sponsor

Executive/Owner

Sr. User

Sr. Supplier

Other Stakeholders

<project name>

<project ID>

15

10. Project Plan / <date>

Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov2011

Requirements gathering

Product design and build of prototype

Testing

Roll out / implementation

Business requirements

Functional requiremetns

First design

Review design

Build prototype

FAT

UAT

Prepare for roll out

Local communication and training local organization

Approval of requirements by Project Board

Stage 2 Stage 3 Stage 4

Milestone

Tolerance: =/- xx days

Legend

<project name>

<project ID>

20. Initiation Stage Plan / <date>

16

date date date date date date date date date date date2011

PID preparation

Detail Business requirements

Define PoV’s and deliverables

Detail functional requirements

Prepare Quality Plan

PID Approval by Project Board

Detail System requirements

Prepare Comm. Plan

Resource Planning

Create Project Plan

Refine Business Case

PID quality approval

Milestone

Tolerance: =/- xx days

Legend

<project name>

<project ID>

17

11. Resources / <date>

Deliverable Name Role Department / Vendor name

Man-days/ week

Start-date End-date

Purch. Tariff incl VAT

Total planned

Man-days

Total cost

Total cost

Needed for PID creation

<project name>

<project ID>

18

14. Budget Details / <date>

Project Budget Details Currency: EUR

Cost CategoryBudget

ApprovedChange

Requests (+/-)Actual Costs

Committed Costs

Estimated to Complete

Budget Forecast (total)

CAPEX (Investments) 0 0 0 0 0 0Software 0Hardware 0Other (IT or depreciated assets) 0

OPEX (cost out of pocket) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Contingency 0

RESOURCES MDs 0 0 0 0 0 0Internal Staff MDs - IT 0Internal Staff MDs - non IT 0

Total Cost (OPEX incl. internal staff cost)

N/A N/A N/A N/A N/A N/A

OPEX Resources OPEX Resources

Budget approved 0 0 0 0

Actual Costs 0 0 0 0

Commited Costs 0 0 0 0

Remaining Budget 0 0 N/A N/A

Budget usage [%] N/A N/A



Bugeted - Forecasted

Forecasted Budget Usage [%]

Needed for PID creation

<project name>

<project ID>

<Project Name>Project Initiation Documentation

<Date><Project Manager name><Regional Project-id>Version 2.0

20

Document Management

Revision History





Senior User

Senior Supplier



<project name>

<project ID>

21

PID

Please include all building blocks from the PB except the initiation stage plan,

resources and budget.

22

11. Resources

Deliverable Name Role

Depart-ment / Vendor name

Man-days/ week

Start-date

End-date

Purch. Tariff incl VAT

Total planned

Man-days

Total cost

Resource manager

name

Resources commited?

Total cost

<project name>

<project ID>

23

12. Budget Details / <date>

Project Budget Details Currency: EUR

Cost CategoryBudget

ApprovedChange

Requests (+/-)Actual Costs

Committed Costs



CAPEX (Investments) 0 0 0 0 0 0Software 0Hardware 0Other (IT or depreciated assets) 0

OPEX (cost out of pocket) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Contingency 0

RESOURCES MDs 0 0 0 0 0 0Internal Staff MDs - IT 0Internal Staff MDs - non IT 0

Total Cost (OPEX incl. internal staff cost)

N/A N/A N/A N/A N/A N/A

OPEX Resources OPEX Resources

Budget approved 0 0 0 0

Actual Costs 0 0 0 0

Commited Costs 0 0 0 0

Remaining Budget 0 0 N/A N/A

Budget usage [%] N/A N/A



Bugeted - Forecasted

Forecasted Budget Usage [%]

<project name>

<project ID>

24

13a. Quality Plan

Key Deliverable Quality Criteria (Business Requirements)To be reviewed by (on behalf of Sr. User)

To be reviewed by (on behalf of Sr. Supplier)

<key deliverable 1> <Quality criteria 1><Quality criteria 2><Quality criteria n>

<name 1><name 2><name n>


<key deliverable 2> <Quality criteria 1><Quality criteria 2><Quality criteria n>



<project name>

<project ID>

25

14. Benefits Review Plan

(non) Financial Benefits Quantification (KPI)

Who is accoun-

table

When to achieve

Resources needed to carry out

review

Baseline measures

How will the performance of the project’s products (deliverables)

be reviewed

<project name>

<project ID>

26

15a. Stakeholders Map

Importance of the stakeholders to the organisational activity

Lo

w

• Key stakeholders need to accept the objectives and will be fully engaged

•Participation project board

•Sign-off business requirements

•Demo product

•Weekly highlight reports & issue log

•Regular business update meetings

•Operational acceptance

• Stakeholders need to agree the translation of objectives into activities

•Good working relationships to ensure an effective coalition of support for the project

•Careful monitoring and management as they may be a source of significant risk

•Progress updates via newsletters

• Stakeholders be kept informed of progress and remedies taken to achieve the objectives

•limited monitoring or evaluation

•Progress updates via newsletters

• Stakeholders notified of milestone completion

•limited monitoring or evaluation

•Progress update via newsletters

Low

Med

ium

Medium High

Hig

hP

oten

tial i

mpa

ct o

f or

gani

satio

nal a

ctiv

ity o

f th

e st

akeh

olde

rs 1

2

3

4

1

2

3

4

•Name

PMO

•Risk

•Compliance

(Audit)

•Name

•Name

•Name

•Name

Position stakeholders on the

map

<project name>

<project ID>

27

15b. Communication Management Strategy

Actions Requirements

What When How Responsible Agree with Preparation Approval Adressee

1 Newsletters <milestones>

2 Presentations at (informal) meetings

3 Public newsletter

4 Mass media clippings

5 Lessons learned

6

Please summarize the project background

Project Background – What should be known on forehand?

• Please summarize the communication assumptions in a list (1-5)

Assumptions

Please summarize the communication issue

Analysis – What is the communication issue?

Project Communication Action Plan

<project name>

<project ID>

<Work package name><Project name>

<date><Project Manager name><regional project-id>Version 2.0

Document Management

29

Revision History




Name Signature/Approved Title Date of issue Version Project Manager

Senior Supplier



<project name>

<project ID>

30

Work Package

Please include Mandate + Scope + Product Breakdown building blocks

from the PID

21. Work Breakdown - <project name>Work Package - <work package name>

31




1 Milestone

1.3 External deliverable



1.1 Key deliverable

(Sub) Product/

deliverable

Legend

MilestoneExternal

deliverable

Group

<project name>

<project ID>

22. Product Description - <project name>Work Package - <work package name> (1/3)

32

(sub) deliverable Depth (project execution phases - deployment - handover – benefit realization)


Out of Scope

<description of the out of scope items>

<project name>

<project ID>


33

Quality criteria Quality methodReviewed by (on behalf of Sr.User)

Reviewed by (on behalf of Sr.Supplier)

<Quality criteria 1> <description of how criteria will be checked> <name 1><name 2><name n>


<Quality criteria 2> <description of how criteria will be checked> <name 1><name 2><name n>


<project name>

<project ID>


34

Layout, Format

<<Fill in here and replace description of layout, format, often by referring to existing standards or documents>>

Techniques

<<Fill in here and replace>>

Relation to other activities or products

<<Fill in here and replace: activities or products that must be completed first or dependent on the results of this work package.>>

Contacts

<<Fill in here and replace contact names>>

Delivery requirements

<<Fill in here and replace: e.g. deadlines etc.>>

Additional requirements / Assignments

<<Fill in here and replace>>

<project name>

<project ID>

35

Highlight Report

Please include budget details building block from PID

36

Project Name - Highlight 1/2Reporting period dd/mm/yyyy – dd/mm/yyyy

Project Manager: xxx

Project Owner: yyy

Project ID: id

Project Cost Center: CC

Project Progress

Start Date: mm/yyyy

End Date: mm/yyyy

Revised End Date: mm/yyyy

Phase [T0-T6]: Tx

PoV%: x %

Issue Consequences Mitigation Actions Decisions Needed

1 In terms of: planning, budget, resources and for other projects

2

3

Milestone/ Main Result PoV% Due date Revised date Indicator % Complete Explanation

1 <Key Deliverable 1> % dd/mm/yy dd/mm/yy GREEN 70% <brief comments on recent results / scope altered / blocking events

2 <Key Deliverable 2> AMBER 40%

GREEN 100% done reporting period

GREEN 0%

n <Release into production>

n+1 <End Project Report> dd/mm/yy dd/mm/yy

Planning G

Cost G

Scope G

Resources G

Risk Level L

KPI StatusObjectives of the Project

•…

•…

37

Change requests

Reason for the change DescriptionRequested

date Status Estimated added cost

Estimated added/

diminished effort ( +/- mandays)

1 In terms of: planning, budget, resources and for other projects

2

3

Project Name - Highlight 2/2Reporting period dd/mm/yyyy – dd/mm/yyyy

Project Manager: xxx

Project Owner: yyy

Project ID: id

Project Cost Center: CC

Activities executed in the Reported Period

Actvitity

Activities Planned for the Next Period

(dd/mm/yyyy – dd/mm/yyyy)

Activity

<Project Name>End Stage Report


Document Management

39

Revision History





Senior User

Senior Supplier



<project name>

<project ID>

40

End Stage Report

Please include updated building blocks from the Mandate, Business Case and the last Highlight Report and the Risk

building block

41

25. Recapitulation

Budget (Euros)

45000 50000 55000 60000

ActualBudget

OriginalBudget

Duration (Weeks)

0 10 20 30

ActualDuration

OriginalDuration

Key Deliverables Delivered

… please explain what was delivered, who approved, any off-specifations, handover

Project Team

….(PM)

…

Main Reasons for Budget/Time overrun

...

Scope Changes

# (Total number of changes)

<project name>

<project ID>

42

26. Follow-on Action Recommendations

Action Description/Rationale AO-scan Due date Who

Solve Project Issue 1 Y/N

Solve Project Issue n Y/N

Mitigate Risk 1 Y/N

Mitigate Risk n Y/N

Recommendation 1 Y/N

Recommendation n Y/N

Post Project Review Plan Describes who is going to measure the business case benefits (including how and when)

N.A. PM, stakeholders, PMO department

Post Project Review meeting

Date and participants for the post project review plan meeting N.A. PM, PMO department

<project name>

<project ID>

43

27. Lessons Learned

Lessons Learned

Concentrate on items which can be of use to future projects.

Observations on failures and omissions can be as useful as identification of successful elements.

• Which management processes or procedures worked well?

• Which management processes have had problems?

• Was it easy to achieve the required quality?

• Which quality procedures worked well?

• Were there any weaknesses in quality procedures for specific types of product?

• How well did risk strategies work?

• Were there any unforeseen risks?

• How well were the risks managed?

• Was the contingency used?

• Was training in the management, quality and delivery processes and procedures adequate?

• Were there recognisable benefits from the level of training given, or recognisable problems caused by lack of training?

• How well did any support tools work?

• Could anything have been done to improve skill levels before the relevant work was done?

Remarks:•Collecting to be mentioned items during the project life cycle makes life easier at the end. (Lessons Log)•What went well, what could be improved? What would you do different if you have to do it again?

<project name>

<project ID>

<Project Name>End Project Report


Document Management

45

Revision History





Senior User

Senior Supplier



<project name>

<project ID>

46

End Project Report

Please include updated building blocks from the Mandate, Business Case and

the last Highlight Report

47

25. Recapitulation

Budget (Euros)

45000 50000 55000 60000

ActualBudget

OriginalBudget

Duration (Weeks)

0 10 20 30

ActualDuration

OriginalDuration

Key Deliverables Delivered

… please explain what was delivered, who approved, any off-specifations, handover

Project Team

….(PM)

…

Main Reasons for Budget/Time overrun

...

Scope Changes

# (Total number of changes)

<project name>

<project ID>

48

26. Follow-on Action Recommendations

Action Description/Rationale AO-scan Due date Who

Solve Project Issue 1 Y/N

Solve Project Issue n Y/N

Mitigate Risk 1 Y/N

Mitigate Risk n Y/N

Recommendation 1 Y/N

Recommendation n Y/N

Post Project Review Plan Describes who is going to measure the business case benefits (including how and when)

N.A. PM, stakeholders, PMO department

Post Project Review meeting

Date and participants for the post project review plan meeting N.A. PM, PMO department

<project name>

<project ID>

49

27. Lessons Learned

Lessons Learned

Concentrate on items which can be of use to future projects.

Observations on failures and omissions can be as useful as identification of successful elements.

• Which management processes or procedures worked well?

• Which management processes have had problems?

• Was it easy to achieve the required quality?

• Which quality procedures worked well?

• Were there any weaknesses in quality procedures for specific types of product?

• How well did risk strategies work?

• Were there any unforeseen risks?

• How well were the risks managed?

• Was the contingency used?

• Was training in the management, quality and delivery processes and procedures adequate?

• Were there recognisable benefits from the level of training given, or recognisable problems caused by lack of training?

• How well did any support tools work?

• Could anything have been done to improve skill levels before the relevant work was done?

Remarks:•Collecting to be mentioned items during the project life cycle makes life easier at the end. (Lessons Log)•What went well, what could be improved? What would you do different if you have to do it again?

<project name>

<project ID>

Do not put content on the brand signature area Project Brief Template version 2.0.

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Transcript of Do not put content on the brand signature area Project Brief Template version 2.0.