[name] PROJECT
PROJECT BRIEF
Project Brief - Template 1
[TITLE]
Introduction •
Brief outline of any background to Project / (business / political) context. Include brief outline of rationale, who commissioned by, drivers etc. Where does it fit within wider Detc
Aim/Vision •
Brief description of the Aim or Vision of the Project (where appropriate link to Programme strategic vision) Outcomes
•
Brief description of all key Project-level outcomes which will be / are required to achieve the aim / vision
•
Also statement of key benefits expected?
Scope: •
What is in the scope of the Project?
•
What is not in the scope of the Project?
Objectives, Outputs & Targets: •
What Objectives, Outputs and Targets will this Project deliver – include list key Deliverables and products (with date/s)? Project Success Criteria
•
By what / what criteria will allow us to confirm that the Project has delivered all of its Objectives, Outputs etc, etc – i.e. link to measures of achievement of objectives, outputs & targets? Key Assumptions
•
1
Include details of any key Project-level assumptions made during planning / on which plans etc are based
Notes:
1. For ease of use, the completed document should ideally be less thanc.7-8 pages, but certainly no more than 10 (excluding Annexes).
2. Template is based upon public sector experience of Department for Education and Skills
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[name] PROJECT
•
PROJECT BRIEF
State level of confidence Constraints
•
Include any know difficulties / constraints (e.g. legislative compliance issues etc) that Project may well be liable to. External Factors
•
Brief descriptions as to what external factors (e.g. further Machinery of Government (MOG) changes / Government reform, No.10 scrutiny, Spending Reviews, Efficiency Review etc) that may impact on Project scope etc
•
Also assess how and what you are doing may impact on externals?
Work Strands & Priorities: •
What are the key work strands, within the Project and who owns them?
•
What are the priorities for each? (Inter)dependencies
•
Are there potential overlaps with other Delivery Programmes (or constituent Sub-Programmes or Projects) where ownership or issues etc needs to be clear?
•
Are there any interdependencies with – i.e. what to we need from others / what do they want from this Project – again need to identify who owns etc: o Other organisation Projects and/or Programmes etc o NDPBs and/or other Departments / external Programmes or Projects?
Key Milestone Dates: •
What are the key Milestone Dates that need to be tracked? (detailed Project milestone (and task) plan should be attached as Annex – various formats can be used ranging from simple MS Word / Excel tables to more complex/pictorial MS Power Point ‘Peas & Pods’ or MS Project GANTT chart/s)
Key Risks: •
What are the key risks to the Project? - these should be attached (as an Annex) as a register and should include details of identified /developed countermeasure/s and any developed contingency plans (latter may well be developed as separate detailed contingency plan) Page 2 of 5
[name] PROJECT
PROJECT BRIEF
•
Include short description of how risks to be managed and any escalation (to sub Programme/Programme -level etc) routes / lines
•
Include review of assumptions – i.e. what happens if assumptions proved wrong?
Key Issues: •
What are the live Project issues? These are problems which are an issue now and need fixing. (Detailed issues register should be attached as an Annex)
•
Again include short description of how to be managed / escalation lines etc Structure (i.e. Governance & Accountabilities)
•
Detail how Project to be structured / governed – i.e. by Project Board (include details (as Annexes) of constitution /membership; Structure; Terms of Reference; reporting formats and cycle/s; include details of meetings on Project plan as management milestones)
•
Attach Project organisation /structure diagram as Annex (include contact details of key roles – i.e. SRO, Project (and – appropriate) Support) Manager and key Project / partner leads). If Project fits within larger Programme then outline fit into wider Programme structure
•
Detail / name including where from in DfES / other organisation: o Project SRO o (if appropriate) Project Director o Project and Support Managers (& Deputy/ies) o Strand Managers (if any) Resources
•
Funding o Brief description / outline as to how Project is to be funded over its life etc (simple table showing FY allocation/s may suffice)
•
Staff o I.e. who? what they are doing? are they Full Time Equivalent (FTE) or Part Time (P/T) etc? o Include skills / use consultants etc
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[name] PROJECT
•
PROJECT BRIEF
Other – i.e. ICT or accommodation etc Stakeholders
•
Who are the Project’s key stakeholders / delivery partners (and are they internal to your organisation or external e.g. other NDPBs, Government Departments, Local Authorities, Commercial Partners et al)? Also indicate / assess level of interest? Identify key stakeholders. (Suggest construct stakeholder map - including key named contacts and attach as Annex.)
•
How will they be managed / kept in the loop / consulted (links to Communications – see below) Communications
•
Brief details of how Project-level communications are to be run / operate etc – i.e. who, what, who? (may be complimented as more detailed/separate Project Communications Plan / Strategy document (if required/not covered by strategic Programme-level plan etc). Quality
•
Brief description as to quality management / assurance – i.e. importance and how to check etc?
•
Evaluation plan
Current Status of Project and Plans: •
How far have you got with setting up your Project arrangements and creating plans?
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[name] PROJECT
PROJECT BRIEF
Annexes: A
Project (Milestone / Task) Plan
B
Project Risk Register
C
Project Issues Register
D
Project Organisation
Document Revision History Version
Author/s
Comments / Record of Sign-Off (by who)
0.1 0.2 1.0 1.1 1.2
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Issue Date