Project Initiation Document for [Insert.Project.name] [Insert.Project.number]

This project initiation document outlines the strategic fit, benefits, delivery schedule, specific risks, cost breakdown, project overview, delivery timelines, and key project information for [Insert.Project.name] [Insert.Project.number].

• Project Initiation
• Agile Project
• Strategic Planning
• Project Management

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1. [Insert Project name] [Insert Project number] Agile Project Initiation Document (PID)

2. Document Control 1.1 Document History Version Author Comments Date 1.2 Review Panel Review Panel Name Role 1.3 Approvals Version Approval Date Approver Details

3. <PROJECT NAME> | Executive Summary 3 WHAT DOES THE PROJECT ENTAIL? STRATEGIC FIT BENEFITS OTHER CONSIDERATIONS Strategic Drivers ICT Priority On-premises / Cloud: Tech. Stack: Stnd. Architecture: Testing: <ICT priority> DELIVERY SCHEDULE PROJECT BOARD PROJECT SPECIFIC RISKS H1 Delivery H2 Delivery Low Medium High <Risk Description> Feb 2014 June 2014 H1 Release Dec 2014 H2 release Low Medium High <Project Board Name> <Risk Description> Release: 12.0, 12.3 WHAT WILL IT COST? EXTERNAL VS INTERNAL TOTAL COST PROJECT-SPECIFIC FUNDING External - Internal - TOTAL COST OF OWNERSHIP External Internal Total Business XX Days XX% ICT ICT vs. Business Business ICT TOTAL SPEND TO DATE External - TOTAL XX Days XX% Internal - Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

4. 1.0 Project Information| Project Overview 4 < Project Name> Project Context Information System Change Operation & Policy Change 1. <What system changes are required to deliver this project?>; 2. Xxx. 3. <Include details of any technical changes/upgrades that will impact this project. If these changes require Development and Test effort then these estimates and costs need to be included in the PID > 1. <What impact does the project have on the business processes of the Department and its agents?>; 2. <Does the project require legislation or policy changes?>; 3. No legislation changes or policy changes are required for the implementation of the project. <include this line if no legislation or policy changes are required> Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

5. 1.0 Project Information| Project Delivery and Timelines 5 Project Timelines 2015 High Level Activity Jan Feb Mar Apr May Jun Jul Design Development Central Test Performance Test Business Test Training PIT Test <Insert new activity here above can be edited as appropriate> Go Live Code Freeze The project will be delivered in line with the RDM <waterfall / agile> methodology. Project timelines are summarised above. The key deliverables for each milestone, as well as external factors impacting on the delivery date, are as follows: Summarise milestone Summarise milestone Summarise milestone Summarise milestone Summarise milestone Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

6. 2.0 Benefits and Impact| Strategic Fit & Business Benefit 6 Strategic and Business Programme Fit: The <Project Name> project fits with the Department s Strategic Programmes in the following ways: 1. The <project name> project delivers on the Department s goal of XXX, through 2. The <project name> project delivers on the Department s goal of XXX, through 3. The <project name> project delivers on the Department s goal of XXX, through Business Benefit: Yield Cost Saving Time Saving Assurance/ Satisfaction <Description of benefit> <Description of benefit> <Description of benefit> <Description of benefit> Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

7. 2.0 Benefits and Impact| Benefit Realisation 7 2012 Q3 Aug Sept Oct Nov Dec Jan 2013 Benefits Roadmap Q2 Q4 Q1 Q2 Q3 Q4 April May June July Feb March April May June July Aug Sept Oct Nov Dec Reduced time on administration and customer service of Direct Debit mandates Reduced cost on XX Reduced resources on XX Reduced time on XX Reduced time on XX Go Live Date The Benefits Roadmap is a high level schedule derived from the Benefits Plan. Benefit timelines are summarised above. The key deliverables for each milestone are as follows: Baseline Data Collected 1st Actual Measurement Realised Further information, and the full benefit realisation plan, is available here. Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

8. 3.0 Scope: Extent and Impact| Project Scope 8 Project Scope: <What IT initiatives are necessary to deliver the new abilities?> <What non-IT initiatives are necessary in order to deliver the required project outcomes?> The scope of this project consists of a .. <Include details of any technical changes/upgrades that will impact this project > Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

9. 3.0 Scope: Extent and Impact| Project Scope 9 Project Scope: Xxxxx Further detail on the scope of the project is available here. Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

10. 3.0 Scope: Extent and Impact| ICT System Impact 10 The <Project Name> Project applications will be built on the existing Department application architecture. The Department Stack that will be used for this project is <Standard> Stack. Further information on the Department Stack is available here Non Functional Requirements: XX/XX Availability: Business Continuity: X Back Up: X X Security: Data Retention: X The following links provide further information as to the ICT impact of the change: 1. Project Architecture Document (PAD) 2. Test Scope and Estimates Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

11. 4.0 Governance| Governance Structure 11 Key/ Legend <Name> Project Board Chairman Permanent Project Board Member <Name> <Title> Secondary Project Board Member attend as required <Name> ICT Sponsor <Name> <Name> <Unit> <Name> <Unit> <Name> Business Sponsor <Name> <Unit> <Name> <Unit> <Name> <Unit> <Name> <Unit> <Name> <Unit> <Name> <Unit> <Name> <Unit> <Name> <Unit> Business Managers Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

12. 4.0 Governance| Project Board & Steering Membership 12 Project Board Governance will be under the auspices of the <PB Name> Project Board, with the Steering Committee responsible for the management of the <Project Name> project. <Project Board Name> Project Board <Project Name> Steering Committee Member Division Role Member Division Role <Name> <Name> <Name> <Name> <Name> <Name> <Name> <Name> <Div> <Div> <Div> <Div> <Div> <Div> <Div> <Div> <Role> <Role> <Role> <Role> <Role> <Role> <Role> <Role> <Name> <Name> <Name> <Name> <Name> <Name> <Name> <Name> <Div> <Div> <Div> <Div> <Div> <Div> <Div> <Div> <Role> <Role> <Role> <Role> <Role> <Role> <Role> <Role> Permanent members of the <PB Name> Project Board and <Project Name> Steering Committee are listed above. On occasion, additional resources may be required to attend Project Board or Steering Committee meetings . These resources are listed below. <Project Board Name> Project Board <Project Name> Steering Committee Member Division Role Member Division Role <Name> <Name> <Div> <Div> <Role> <Role> <Name> <Name> <Div> <Div> <Role> <Role> Executive roles are illustrated in the Project Organisation Chart. Detailed descriptions of the different project roles and responsibilities is available here. In addition, a full list of project stakeholders has been defined, and is available here. Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

13. 4.0 Governance| Project Risks 13 For all projects, a set of Generic High Level Risks can be referenced here. Project-specific risks have also been identified and classified during the detailed planning and investigation stages. These are listed below, and will be monitored throughout the project at Steering Group meetings and decisions will be taken or recommended to mitigate these risks. <Project Name> Project Risks Risk Probability of Occurrence Impact Mitigation Strategy Owner <Risk Description> Low Medium <Mitigation Strategy> <Owner> Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

14. 5.0 Estimates and Costs| External Cost Summary 14 EXTERNAL COSTS <Project Name> External Costs % External Resources External Workdays Blended Rate ( ) Team Workdays Cost ( )* ICT Development <System> Development <System> Development % % Development Sub Total (A) Testing System Test Performance Test % % Test Sub Total (B) Project Specific Sub Total (A+B) Application Support Data Centre Test Support Release Management Quality Assurance % % % % Application Support Sub Total (C) ICT&L Sub Total (A+B+C) Business Requirements Definition Business Project Management Testing BPT % % % Business Sub Total (D) % TOTAL (A+B+C+D) % *The Cost column includes the total cost estimate based on workdays and blended rate. It also includes the total spend to date. Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

15. 5.0 Estimates and Costs| Internal Cost Summary 15 INTERNAL COSTS <Project Name> Internal Costs % Internal Resources Internal Workdays Blended Rate ( ) Team Workdays Cost ( )* ICT Development <System> Development <System> Development Development Sub Total (A) Testing System Test Performance Test Test Sub Total (B) % % % % % % Project Specific Sub Total (A+B) Application Support Data Centre Test Support Release Management Quality Assurance Application Support Sub Total (C) % % % % % % ICT Sub Total (A+B+C) % Business Requirements Definition Business Project Management Testing BPT Business Sub Total (D) TOTAL (A+B+C+D) % % % % % *The Cost column includes the total cost estimate based on workdays and blended rate. It also includes the total spend to date. Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

16. 5.0 Estimates and Costs| Other Costs 16 Year External Spend Internal Spend This project, if approved, will incur costs over 2 financial years. The breakdown of project specific costs is detailed in this table. 2014 2015 Task Description <Consider marketing costs, printing, post etc.> Cost Total The below outlines the Total Cost of Ownership for these changes. <Consult Project Support team on Total Cost of Ownership (TCO) tables> TCO Current Year Year 2 Year 3 Year 4 Year 5 Capital Project Y/N This project is a Maintenance project, and does not fall into the Capital project category. <see options in notes below> Percentage Maintenance XX% Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

17. 5.0 Estimates and Costs| Business Resources 17 The <Project Name> Project requires the following business resources to support delivery of the project. <Project Name> Business Resource Requirements Resource Type Skillset Project Role Division / District Resource Count Resource Name(s) Work Basis Timeline <Type> <Type> <Type> <Type> <Type> <Type> <Type> <Skill> <Skill> <Skill> <Skill> <Skill> <Skill> <Skill> <Role> <Role> <Role> <Role> <Role> <Role> <Role> <Division / District> <Division / District> <Division / District> <Division / District> <Division / District> <Division / District> <Division / District> <Count> <Count> <Count> <Count> <Count> <Count> <Count> <Names(s)> <Names(s)> <Names(s)> <Names(s)> <Names(s)> <Names(s)> <Names(s)> <S / FT / PT> <S / FT / PT> <S / FT / PT> <S / FT / PT> <S / FT / PT> <S / FT / PT> <S / FT / PT> <Timeline> <Timeline> <Timeline> <Timeline> <Timeline> <Timeline> <Timeline> Work Basis Key S FT Secondment Full Time PT Part Time Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

18. Document Information| Sign Off & Approval 18 Consultation: Key Contact: Benefits Owner Chief Information Officer <Insert name> <Insert name> Chief Technology Officer <Insert name> Sign Off: Key Contact: Sign Off Confirmation: <Insert name> Project Board Chairperson <Insert name> <Insert name> <Insert name> Business Sponsor ICT Sponsor Representative Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs

19. Additional Documents| Reference Documents 19 Document: Key Contact: Starting Gate Review Project Roles and Responsibilities <Insert RevShare link> <Insert RevShare link> PAD <Insert RevShare link> Scope Document <Insert RevShare link> Testing Scope and Estimates <Insert RevShare link> Project Roles and Responsibilities <Insert RevShare link> Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs Executive Summary Project Information Benefits Scope: Extent and Impact Governance Estimates and Costs