1
Starting the Project

There is no doubt that starting a project off right is the first step in delivering a successful project. Because projects vary greatly in size, methodology, criticality, and stakeholders, there are several ways you can compile and document the initial project information.

The templates in this section document high-level information that is later elaborated in project plans and project documents. Templates that are commonly used to document the initial project information include

• Project proposal
• Business case
• Project startup canvas
• Vision statement
• Project charter
• Project brief
• Project roadmap

The project proposal, business case, and project startup canvas are usually developed prior to a project being formally approved. They have information that helps relevant stakeholders determine if the need for and benefits of the project justify the investment of time, budget, and resources. These templates may be developed by a project sponsor because the project has not yet been approved and a project manager has not been identified.

The vision statement, project charter, and project brief templates are typically completed once a project has been approved. They provide a high-level view of the project. They may be developed by the project sponsor, the project manager, or by both of them working together.

A project roadmap takes information from the previous documents and creates a summary level graphic display of information. It is developed by the project manager.

Most projects are good with using two or three of these templates to get the project started. Much of the information in these templates is found in multiple templates. Therefore, you should determine the best template for your project and then tailor it to meet the needs of your project by editing, combining, or revising the template.

Project startup templates are usually developed once, before, or shortly after the project is authorized. They provide information on the business environment, justification for the project, financial expectations, and high-level information about the project. If there is a significant change in the environment or the project, the need for the project may be revisited and these documents may be updated.

1.1 PROJECT PROPOSAL

The project proposal is a proposition that describes an opportunity, a solution to a problem, or an approach for undertaking a mandatory project. Ideally, it is no more than one or two pages. A project proposal provides information about the environment, why a project is needed, and presents the proposed response and approach for the project. It is used to provide high-level information so decision makers can determine if the project should be undertaken.

Typical information includes

• Executive summary
• Project background
• Solutions and approach
• Financial information
• Resource requirements
• Conclusion

It may provide information to

• Business plan
• Project startup canvas
• Project charter
• Project brief
• Project roadmap

It is developed once, and then only changed if there are significant changes in the market, the environment, or the need.

Tailoring Tips

Consider the following tips to help tailor the project brief to meet your needs:

• For new product development projects, you can combine the vision statement with the project proposal.
• For smaller projects, the project proposal and business case may be combined.
• If there is relevant research or studies, this information can be included in an appendix.

For hybrid projects, you may include information on methodologies that will be used to deliver effectively.

Alignment

The project brief should be aligned and consistent with the following documents:

• Business case
• Vision statement
• Project startup canvas
• Project charter
• Project brief
• Project roadmap

Description

You can use the element descriptions in Table 1.1 to assist you in developing a project proposal.

TABLE 1.1 Elements of a Project Proposal

Document Element Description Executive summary A succinct overview of the problem or opportunity the proposed project will address along with the ways it will address it. Includes a synopsis of the background, project objectives, and deliverables. Project background Information that provides context for the project. May include history, environmental considerations, market conditions, significant events, or other information that shows a compelling need for the project. Solutions and approach A summary of the goals and scope of the project, the expected timeline for delivery and a brief description of the methodology that will be used to deliver the project. Financial information High-level project funding requirements. May include financial metrics. Resource requirements Brief description of the physical resources required, including material, equipment, and sites. A summary of the skill sets and number of team members required. Conclusion A summary of the key points.

PROJECT PROPOSAL

Proposed Project Title: _____________________________ Date: _______________________________

Executive Summary:

Project Background:

Solution and Approach:

Goals Scope

Financial Information

Resource Requirements

Physical Resources Team Resources

Conclusion

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1.2 BUSINESS CASE

The business case describes the business rationale for undertaking a project. It describes the current situation, future vision, threats, opportunities, costs, and benefits. A business case contains market information, financial metrics, and alternatives to consider.

Typical information includes

• Executive summary
• Background information
• Project objectives
• Project benefits
• Project definition
• Market assessment
• Alternatives analysis
• Financial analysis
• Risk overview
• Appendices

The project business case can receive information from

• Project proposal
• Vision statement

It may provide information to

• Project charter
• Project startup canvas
• Project brief
• Project management plan

It is developed once, and then only changed if there are significant changes to the market, financial analysis, or project definition.

Tailoring Tips

Consider the following tips to help tailor the business case to meet your needs:

• For large projects, the alternatives analysis may be a separate document.
• You can include information on project governance for large projects.
• Projects that will use a hybrid approach may want to include a section on project approach to define which aspects of the project will use a predictive approach, which will use an adaptive approach, and how they will integrate.

Alignment

The business case should be aligned and consistent with the following documents:

• Project proposal
• Project charter
• Project management plan

Description

You can use the element descriptions in Table 1.2 to assist you in developing a project business case.

TABLE 1.2 Elements of a Project Business Case

Document Element Description Executive summary Provide a summary description of the business case. Give stakeholders a brief overview of the project. Background information Describe the environment and business context for the project. Identify the problem or opportunity. Document how the project aligns with the organization's strategic plan. Project objectives The measurable objectives that project intends to achieve. Project benefits Describe the intended benefits, such as gaining efficiencies, improving quality, increasing revenue, etc. Project definition Describe the key deliverables and the project boundaries. As appropriate, describe the approach to achieve the deliverables. Market assessment Provide an overview of the marketplace, including technology availability...