<Project Name> Project Brief

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

Template version 2.0

1. Mandate
Project Background Rationale for Action
Please summarize the project background

<project name> <project ID>

Project Governance Governing Body
Project Manager Project Board Executive Sr. User Sr. Supplier Sponsor

Name(s)

Project Objectives
Please summarize the project objectives in a list (1-5) and link them to your company KPIs (e.g. risk, profit, cost)

Project Planning
Milestone
Start date End date Launch date:

Budget / Resources
Date EUR x 1000
Cash out 2011

Next step (specify 1,2,3) Overall project

xx-xx-xxxx xx-xx-xxxx xx-xx-xxxx +n/-n

P&L 2011
Cash out 2012 P&L 2012 Tolerance (%) Benefits Resources Int n mandays n mandays n mandays n mandays Resources Ext +n% / -n% +n% / -n%

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

Tolerance (calendar days):

Constraints & Risks

Please describe any limitations you can think of

Project Dependencies In Scope

Please summarize what is in scope

Out of Scope
Please summarize what is out of scope

Project

Dependency

Document Management
Revision History
Version Revision Date Status Summary of Changes

<project name> <project ID>

By

Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file. Name Signature/Approved
Executive Senior User Senior Supplier

Title

Date of issue

Version

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

Distribution
This document has been distributed to.
Name Title Date of issue Version

3. Project Background / Dependencies

Context of the Project
<< Why is it needed, whats the history, how does it fit in a project programme (which?)? >>

<project name> <project ID>

Project name

Project name

This Project
Project name Project name
Waiting for output from Delivers output to

Project name

4a. Scope (1/2)

Geographic Area
Benelux CRE AP IM global Country x Country y

<project name> <project ID>

Involved Processes
Process name 1> <Process name 2>

Client Groups

Distribution Channels
Agent Broker Bank Direct Flex Force

Involved Systems
<System name 1: Interface change, Set up New module decom>
<System name n : Interface change, Set up New module decom>

Involved Departments
<dep. name>

Involved Products

?
<xxx name 1> <xxx name 2>

<Process name n>

<xxx name n>

Key deliverable
<name deliverable>

Point of Value
Weight %*

Depth (project execution phases - deployment - handover benefit realization)

<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

4a. Scope (2/2)

Key deliverable
<name deliverable>

<project name> <project ID>

Point of Value
Weight %*

Depth (project execution phases - deployment - handover benefit realization)

<description of the steps to be carried out>

Total PoV

100%
<description of the out of scope items>

Out of Scope

4b. Product Breakdown Structure

1 Milestone 2 Milestone

<project name> <project ID>

1.1 Key deliverable

1.3 External deliverable

2.1 Group A

2.2 Group B

2.2.1 Sub deliverable 1.1.1 Sub deliverable 1.1.2 Sub deliverable 1.1.3 Sub deliverable 2.1.1 Sub deliverable 2.1.2 Sub deliverable 2.2.2 Sub deliverable

1.1.3.1 Sub deliverable

1.1.3.2 Sub deliverable

2.2.3 External deliverable

Legend Milestone Group (Sub) Product/ deliverable External deliverable

5. Acceptance Criteria
(to accept completed project)
MoSCoW M/S/C/ W Topic
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 8

<project name> <project ID>

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.

Current level (situation before the project)

Acceptance level (acceptable at hand-over)

6a. Impact Analysis

Impact Level Description of the Impact

<project name> <project ID>

Low

Commerce

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

Medium

People

(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?

6b. Project Approach

Developed In House Project name Package Based on Specific Technology Based on existing product
Legend

<project name> <project ID>

Big Bang implementation In stages, rolling wave planning

Alternative A

Alternative B

Road to follow

Alternative path (not chosen)

Alternative C

Comments

10

6c. Assumptions
A/A
1 2 3 4 5 6

<project name> <project ID>

Title

Description

Project Critical Date

Impact on the Project

Low Medium High

11

7b. Risks
Risk description
Provide a description of the risk

<project name> <project ID>

Impact assessment
Provide a description of the impact

Probability
Rare / Unlikely / Possible / Likely / Almost certain

Impact
Insignificant / Minor / Moderate / Major / Catastrophic

Priority
Low / Medium / High / Critical

Mitigating action
Provide a description of the mitigating action

Date to be Risk owner resolved

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

Low Medium

High
Critical

To be reported to Project Board

Risk Priority Levels
once a month (almost certain) once a quarter (likely) once a year (possible) once every 5 years (unlikely) once every 10 years (rare) 5 4 3 2 1 Medium High Medium Medium low Medium low low low low Insignificant High Critical High High Medium High Medium Medium low Medium Minor Critical Critical Critical Critical High Critical High High Medium High Moderate IMPACT Critical Critical Critical Critical High Major Critical Critical Critical Critical Critical Critical Critical Critical Critical Critical Catastrophic
PROBABILITY

12

8a. Cost and Benefit Cash Flow Streams

<project name> <project ID>

13

9. Organisation
Sponsor

<project name> <project ID>

Project Board <project name>

Executive/Owner Sr. User Sr. Supplier

Other Stakeholders

Project Manager <name> Project Assurance <name> (PMO) <name> (Expert) <name> (Architecture) Project Team <project name>

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

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

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

14

10. Project Plan / <date>

2011 Jan Feb Mar Apr May Jun Jul Aug Sept
Requirements gathering
Business requirements Functional requiremetns

<project name> <project ID>

Oct

Nov

Approval of requirements by Project Board Product design and build of prototype

First design Review design

Build prototype

Testing
FAT UAT

Roll out / implementation

Prepare for roll out

Legend
Milestone Stage 2 Tolerance: =/- xx days 15 Stage 3 Stage 4
Local communication and training local organization

20. Initiation Stage Plan / <date>

2011 date date date date date date date date date
PID preparation
Detail Business requirements Define PoVs and deliverables

<project name> <project ID>

date

date

Detail functional requirements

Detail System requirement s

Prepare Quality Plan Prepare Comm. Plan Resourc e Planning Create Project Plan Refine Business Case PID quality approval

PID Approval by Project Board

Legend
Milestone

Tolerance: =/- xx days

16

11. Resources / <date>

Needed for PID creation

<project name> <project ID>

Deliverable

Name

Role

Department / Vendor name

Mandays/ week

Start-date

Enddate

Purch. Tariff incl VAT

Total planned Mandays

Total cost

Total cost

17

14. Budget Details / <date>

Needed for PID creation

<project name> <project ID>

Project Budget Details

Cost Category
CAPEX (Investments) Software Hardware Other (IT or depreciated assets) OPEX (cost out of pocket)

Currency:
Budget Approved
0

EUR
Budget Forecast (total)
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N/A

Change Requests (+/-)

0

Actual Costs
0

Committed Costs
0

Estimated to Complete
0

Contingency RESOURCES MDs Internal Staff MDs - IT Internal Staff MDs - non IT Total Cost (OPEX incl. internal staff cost) 0 0 0 0 0

N/A

N/A

N/A

N/A

N/A

OPEX Budget approved Actual Costs Commited Costs Remaining Budget Budget usage [%] 0 0 0 0 N/A

Resources 0 0 0 0 N/A Estimated to Complete Budget Forecast (total) Bugeted - Forecasted Forecasted Budget Usage [%]

OPEX 0 0 0 N/A

Resources 0 0 0 N/A

18

<Project Name> Project Initiation Documentation

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

Version 2.0

Document Management
Revision History
Version Revision Date Status Summary of Changes

<project name> <project ID>

By

Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file. Name Signature/Approved
Executive Senior User Senior Supplier

Title

Date of issue

Version

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

Distribution
This document has been distributed to.
Name Title Date of issue Version

20

PID

Please include all building blocks from the PB except the initiation stage plan, resources and budget.

21

11. Resources
Deliverable Name Role Department / Vendor name Mandays/ week Startdate Enddate

<project name> <project ID>

Purch. Total Resource Tariff planned Total Resources manager incl Mancost commited? name VAT days

Total cost

22

12. Budget Details / <date>

Project Budget Details
Cost Category
CAPEX (Investments) Software Hardware Other (IT or depreciated assets) OPEX (cost out of pocket)

<project name> <project ID>

Currency:
Budget Approved
0

EUR
Budget Forecast (total)
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N/A

Change Requests (+/-)

0

Actual Costs
0

Committed Costs
0

Estimated to Complete
0

Contingency RESOURCES MDs Internal Staff MDs - IT Internal Staff MDs - non IT Total Cost (OPEX incl. internal staff cost) 0 0 0 0 0

N/A

N/A

N/A

N/A

N/A

OPEX Budget approved Actual Costs Commited Costs Remaining Budget Budget usage [%] 0 0 0 0 N/A

Resources 0 0 0 0 N/A Estimated to Complete Budget Forecast (total) Bugeted - Forecasted Forecasted Budget Usage [%]

OPEX 0 0 0 N/A

Resources 0 0 0 N/A

23

13a. Quality Plan

Key Deliverable
<key deliverable 1>

<project name> <project ID>

Quality Criteria (Business Requirements)

<Quality criteria 1> <Quality criteria 2> <Quality criteria n>

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

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

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

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

<key deliverable 2>

<Quality criteria 1> <Quality criteria 2> <Quality criteria n>

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

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

24

14. Benefits Review Plan

Quantification (non) Financial Benefits (KPI) Who is accountable When to achieve Resources needed to carry out review Baseline measures

<project name> <project ID>

How will the performance of the projects products (deliverables) be reviewed

25

15a. Stakeholders Map

Position stakeholders on the map
1 Importance of the stakeholders to the organisational activity

<project name> <project ID>

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

Low

Medium

High
Name

Participation project board Sign-off business requirements

Demo product
Potential impact of organisational activity of the stakeholders

High

Name

Risk

Name Compliance

Weekly highlight reports & issue log Regular business update meetings Operational acceptance
2

Stakeholders need to agree the translation of objectives into activities

Medium

Name

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

PMO
(Audit)

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

Name

limited monitoring or evaluation Progress updates via newsletters

4

Low

Stakeholders notified of milestone completion

limited monitoring or evaluation

Progress update via newsletters

26

15b. Communication Management Strategy

Project Background What should be known on forehand?
Please summarize the project background

<project name> <project ID>

Analysis

What is the communication issue?

Please summarize the communication issue

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

Project Communication Action Plan Actions What

1 2 3 4 5 6 Newsletters <milestones> Presentations at (informal) meetings Public newsletter Mass media clippings Lessons learned

Requirements How Responsible Agree with Preparation Approval Adressee

When

27

<Work package name> <Project name>

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

Document Management
Revision History
Version Revision Date Status Summary of Changes

<project name> <project ID>

By

Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file. Name Signature/Approved
Project Manager Senior Supplier

Title

Date of issue

Version

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

Distribution
This document has been distributed to.
Name Title Date of issue Version

29

Work Package

Please include Mandate + Scope + Product Breakdown building blocks from the PID

30

21. Work Breakdown - <project name>

Work Package - <work package name>

<project name> <project ID>

1 Milestone

1.1 Key deliverable

1.3 External deliverable

1.1.1 Sub deliverable

1.1.2 Sub deliverable

1.1.3 Sub deliverable

1.1.3.1 Sub deliverable

1.1.3.2 Sub deliverable

Legend
Milestone Group (Sub) Product/ deliverable External deliverabl e

31

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

<project name> <project ID>

Depth (project execution phases - deployment - handover benefit realization)

<description of the steps to be carried out>

<description of the out of scope items>

Out of Scope

32

22. Product Description - <project name> Work Package - <work package name> (2/3)
Quality criteria
<Quality criteria 1>

<project name> <project ID>

Quality method
<description of how criteria will be checked>

Reviewed by (on behalf of Sr.User)

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

Reviewed by (on behalf of Sr.Supplier)

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

<Quality criteria 2>

<description of how criteria will be checked>

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

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

33

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

<project name> <project ID>

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

<<Fill in here and replace>>

Techniques

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.>>

<<Fill in here and replace contact names>>

Contacts

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

Delivery requirements

<<Fill in here and replace>>

Additional requirements / Assignments

34

Highlight Report

Please include budget details building block from PID

35

Project Name - Highlight 1/2

Reporting period dd/mm/yyyy dd/mm/yyyy
Objectives of the Project

Project Manager: xxx Project Owner: yyy Project ID: id

Project Cost Center: CC

Project Progress
Start Date: End Date: Revised End Date: Phase [T0-T6]: PoV%: mm/yyyy mm/yyyy mm/yyyy Tx x%

KPI Status Planning Cost Scope Resources Risk Level G G G G L

Milestone/ Main Result

1 <Key Deliverable 1> 2 <Key Deliverable 2>

PoV%
%

Due date
dd/mm/yy

Revised date
dd/mm/yy

Indicator
GREEN AMBER GREEN GREEN

% Complete
70% 40% 100% 0%

Explanation
<brief comments on recent results / scope altered / blocking events

done reporting period

n <Release into production>

n+1 <End Project Report>

dd/mm/yy

dd/mm/yy

Issue
1 2 3

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

Mitigation Actions

Decisions Needed

36

Project Name - Highlight 2/2

Reporting period dd/mm/yyyy dd/mm/yyyy
Activities executed in the Reported Period
Actvitity

Project Manager: xxx Project Owner: yyy Project ID: id

Project Cost Center: CC

Activities Planned for the Next Period (dd/mm/yyyy dd/mm/yyyy)

Activity

Change requests
Requested date Estimated added/ diminished effort ( +/mandays)

Reason for the change

Description

Status

Estimated added cost

1 2

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

37

<Project Name> End Stage Report

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

Document Management
Revision History
Version Revision Date Status Summary of Changes

<project name> <project ID>

By

Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file. Name Signature/Approved
Executive Senior User Senior Supplier

Title

Date of issue

Version

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

Distribution
This document has been distributed to.
Name Title Date of issue Version

39

End Stage Report

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

40

25. Recapitulation
Key Deliverables

<project name> <project ID>

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

Scope Changes
.(PM) # (Total number of changes)

Project Team

Main Reasons for Budget/Time overrun

...

Budget (Euros)
Actual Budget Original Budget 45000 50000 55000 60000

Duration (Weeks)
Actual Duration Original Duration 0 10 20 30

41

26. Follow-on Action Recommendations

Action
Solve Project Issue 1 Solve Project Issue n Mitigate Risk 1 Mitigate Risk n Recommendation 1 Recommendation n

<project name> <project ID>

Description/Rationale

AO-scan Due date

Y/N Y/N Y/N Y/N Y/N Y/N

Who

Post Project Review Plan Post Project Review meeting

Describes who is going to measure the business case benefits (including how and when) Date and participants for the post project review plan meeting

N.A. N.A.

PM, stakeholders, PMO department PM, PMO department

42

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?

<project name> <project ID>

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?

43

<Project Name> End Project Report

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

Document Management
Revision History
Version Revision Date Status Summary of Changes

<project name> <project ID>

By

Approvals
This document requires the following approvals. Signed approval forms are filed in the Management section of the project file. Name Signature/Approved
Executive Senior User Senior Supplier

Title

Date of issue

Version

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

Distribution
This document has been distributed to.
Name Title Date of issue Version

45

End Project Report

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

46

25. Recapitulation
Key Deliverables

<project name> <project ID>

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

Scope Changes
.(PM) # (Total number of changes)

Project Team

Main Reasons for Budget/Time overrun

...

Budget (Euros)
Actual Budget Original Budget 45000 50000 55000 60000

Duration (Weeks)
Actual Duration Original Duration 0 10 20 30

47

26. Follow-on Action Recommendations

Action
Solve Project Issue 1 Solve Project Issue n Mitigate Risk 1 Mitigate Risk n Recommendation 1 Recommendation n

<project name> <project ID>

Description/Rationale

AO-scan Due date

Y/N Y/N Y/N Y/N Y/N Y/N

Who

Post Project Review Plan Post Project Review meeting

Describes who is going to measure the business case benefits (including how and when) Date and participants for the post project review plan meeting

N.A. N.A.

PM, stakeholders, PMO department PM, PMO department

48

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?

<project name> <project ID>

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?

49