What Is A Project Initiation Document (PID)?
Starting a project is not an easy job; it is the most confusing part. When more than one mind is involved anywhere, chances of conflict or difference of opinion are likely to result. Getting onto one page is a tough task. Project Initiation Document helps from the planning stage to finally set up a solid framework of the project.
After the brainstorming session’s stakeholders, project managers, and decision-makers narrow down ideas, and visibility of the project is made on a realistic basis. It basically sets the direction of a project.
PID is considered a living document that means it can be reviewed and according to the current situation of the project modifications can be done.
The clarity of PID is the stepping stone for the progress of a project. The Project Manager is responsible for this project initiation document.
Project Management Life Cycle Phases
The basic framework or outline of every project remains the same. Each project has its own uniqueness depending upon the nature of the tasks. The outline or core of a project remains the same. There is always a start, middle body, and conclusion. Here are all the life cycle phases of a project.
This is the foundation of a project in which critical decisions are likely to happen. According to the nature of the project whether it’s a business idea or construction plan few things are concluded in the initiation phase of the project.
Major stakeholders, the business body, and the special tools that can be used are decided. Also, the selection of a project manager is done. The Project Manager plays a key role in setting the project in the right direction.
By now, the project manager has a great understanding of the project. After the understanding, he leads the project and carefully builds up the road map of the project.
The draft for the project is set, further goals are brought to light. Also, division of roles and risk analysis takes place in the planning phase. Timings for the future meeting are settled as it helps to measure the progress of the project.
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As per the defined roles and the allocated budget tasks are done. This is the most happening phase of any project. Most of the things are happening in this phase.
A final meeting is done just at the start of this phase to clear the agenda and review the deadlines to keep up with the targets.
It is very important to keep a check on the performance, budget, risks, gap analysis, and progress of the project. At times some unforeseen risks occur during the project such as any natural disaster or technical disability that may hamper the productivity of the team.
In the analysis phase, all these points are brought into consideration, and changes are made if the project is not meeting the targets. By carefully analyzing the current situation of the project alterations are expected to be done in the plan of action.
The wrap of the project is a tough phase. In this phase resources of the project are counter-checked. Cash balancing is done. All the documents made are signed by the stakeholders so that in the future no dispute can happen about the payables.
In this phase accomplishment of the team members and the success of the project is celebrated which marks the closure of the project.
What is Project Initiation Checklist?
Project Initiation Checklist is broken down into categories and subcategories for smooth management.
1st Category: Nature of the project
- Purpose and objectives are defined
- Scope of the project
- Deadlines for task completion
- Limitations of the project
2nd Category: Why is the project needed?
- Expected project benefit
- Risk analysis and its management
3rd Category: Working body of the project
- Project Manager
- Investors and stakeholders
- Team members and their roles and responsibilities
4th Category: How long will the project take to be delivered?
- Progress follow-ups
- Performance review
Types of project Initiation Document
You can use different templates in different software to make a project initiation document. All of them have their unique properties. Project managers can opt for the best-suited template according to the need of the project. Few of them are mentioned briefly.
Agile Project Initiation Document Template
If you have a project manager who can proficiently use agile software then you don’t have to look for any other options for a project initiation template. It helps to form a comprehensive initiation document with all major required details like project title, start and finishing dates of the task, estimated cost, and team members.
Prince2 Project Initiation Document Template
Another software Prince2 is used for project management. If we talk more specifically it is a great tool for project initiation documents. PID clears all why, when, and what related to a project. By using templates for project management you can save your time and energy.
Project Initiation Request Form Template
Similar details like project title, starting and ending date and the rest of the project data are added in the PIR. Also, the benefits of project initiation are clearly mentioned to convince the business partners and stakeholders to get on board.
How to Write Project Initiation Document?
Not all the project initiation documents are exactly the same. But the outline remains more or less the same. And alteration can be done in the template according to the nature of the project. Follow the easy steps to write the project initiation document.
- Define the background of the project
- Find a Professional Project manager
- Self-explanatory project title
- Set the budget
- Look for the suitable team members
- Scope of the project
- Task breakdown
- Assign task according to individual’s skill
- Risk analysis and management
- Formally present your project initiation document
Format of Project Initiation Document
Project Document Details
|Name||Role||Date of Issue||Version|
This section will include assumptions made before the requirements specifications have been documented. It may look something like this:
Risk Management Strategy
This section will include the risk mitigation and management techniques and strategies that will be applied to the project. This may be presented in the following format:
Issue Management Strategy
This section should summarise the issues associated with the project. This may be presented in the following format:
Project Quality Strategy
This section should define the quality expectations the project is expected to achieve, including the quality techniques that will be applied.
This section will include all dependencies on the project and may look something like this:
This section will include the way in which documents will be created, stored, and distributed during the entirety of the project.