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The Project Brief is to be developed between the Client SRO and the Portfolio Manager and should be approved by the Project Board as the basis for the scheme.
Document History
Revision History
Revision date 08/09/09 Author John London Summary of Changes Locked form & inc develop and update sections New Version Ref: V1.1
Distribution History
Name Title Date of Issue Version
Plymouth City Council Project Management System Project Brief 1. Project Appraisal Stage.....................................................................................................2 2. Project Proposal Stage......................................................................................................3 3. Project Design Stage.........................................................................................................4 4. Project Particulars..............................................................................................................6 Introduction.........................................................................................................................6 Aim/Vision...........................................................................................................................6 Outcomes...........................................................................................................................6 Scope:.................................................................................................................................6 Objectives, Outputs & Targets: .........................................................................................6 Project Success Criteria.....................................................................................................7 Key Assumptions ...............................................................................................................7 Constraints.........................................................................................................................7 External Factors.................................................................................................................7 Project Brief Deliverable Items...........................................................................................7 (Inter)dependencies............................................................................................................7 Key Milestone Dates: .......................................................................................................7 Key Risks: ..........................................................................................................................7 Stakeholders.......................................................................................................................8 Communications.................................................................................................................8 Quality.................................................................................................................................8 Other Comments:...............................................................................................................9 5. Finance...............................................................................................................................9 6. Proposed Project Team...................................................................................................10 7. Approval...........................................................................................................................10 Appendix A Project Brief Deliverables..............................................................................13
Responsibility: Project Manager Output: Business Case Prior to proceeding to Gateway Review No.1 the Project Manager shall ensure that the project has been categorised as a major or minor works project. Responsibility: Project Manager Output: Project Category The Project Manager will undertake an initial risk assessment and develop the Risk Register. Responsibility: Project Manager Output: Risk Register For each viable proposal/option a financial appraisal is to be completed in order to clearly identify the optimum business solution. This should include cost estimates for each construction solution and allowances against some of the risk identified. This information will be fed into an updated business case for approval by the Project Client. Responsibility: Project Manager Output: Updated Business Case
The brief will be submitted to the Project Client for approval. Responsibility: Project Manager Output: Updated Project Brief The Project Manager shall also establish/update the Risk Register and review the status of the risk items as part of the monthly/stage reporting. Responsibility: Project Manager Output: Updated Risk Register The business case will be revised to match the updated elemental cost plan. This is a progressive task as various elements of the design are developed and their specification finalised. Progressive approval for the Project Client should be obtained.
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4. Project Particulars
Project title: References1: Directorate: Ward: Service: 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 Council Priorities):
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. Statement of key benefits expected):
Scope:
What is in the scope of the Project? What is not in the scope of the Project?
Reference Number(s) applied by Department for Project Tracking Project Services team Status: Final Page 6 of 14 Filename: 144267160.doc Comments: Author: John London
Plymouth City Council Project Management System Project Brief 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
Include details of any key Project-level assumptions made during planning / on which plans etc are based 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. 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?
(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 do we need from others / what do they want from this Project again need to identify who owns etc: Other organisation Projects and/or Programmes etc Other Departments / external Programmes or Projects?
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) 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?
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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.
Stakeholders
Who are the Projects key stakeholders / delivery partners 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 Evaluation plan
Plymouth City Council Project Management System Project Brief Other Comments:
5. Finance
Cash flow projection:
Apr 0 0 0 0 0 May 0 0 0 0 0 Jun 0 0 0 0 0 Jul FY08/09 0 FY09/10 0 FY10/11 0 FY11/12 0 FY12/13 0 Aug 0 0 0 0 0 Sep 0 0 0 0 0 Oct 0 0 0 0 0 Nov Total: 0 Total: 0 Total: 0 Total: 0 Total: 0 Overall Total: Dec 0 0 0 0 0 Jan 0 0 0 0 0 Feb 0 0 0 0 0 Mar 0 0 0 0 0
Note: Retention will be accrued in the last month of the financial year in which the scheme completes
Revenue Costs: (Provide details of any ongoing revenue commitment attributable to the scheme)
Comments:
Funding Sources: (give details below and confirm status of funding e.g. secured and approved,
conditional, etc)
Funding Source
08/09
09/10
12/13
Capital Receipt Grants1, Contributions & S.106/Development Tariff2 Unsupported borrowing Supported borrowing Revenue3 Other* Other* Total 1 Provide details below of any time barring on grant funding 3 Confirm status of revenue funding below, provide details of any increase required to the revenue budget.
Future Years
Total
Comments:
Head of Service
Finance Officer
Comments:
7. Approval
Departmental
Project meets the detailed requirements of the Department and the strategic requirements of the Council, financial implications are understood and supportable:
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