What is a project initiation document?

A project initiation document, also referred to as PID, is a document that is similar to the project charter and that presents the project thoroughly. As such, the PID is created in the initiation phase of the project but is one of the last documents of this phase (before the project brief). This is because it feeds from other initiation phase documentation, such as project scope, project team, project planning, etc. The document is particularly useful to present the project to senior teams as it gives a well-rounded view of the project and helps achieve buy-in from key stakeholders. It may even be used to get the project signed off.

Project initiation documents are mostly used in the UK and are part of the PRINCE2 methodology. PRINCE2 stands for Projects IN Controlled Environments. The methodology breaks down the project into phases with key milestones to achieve. Another important characteristic of the PID is that it is not a linear document. Although the core content will stay the same, the associated documentation will change throughout the project and be tweaked and adapted according to the project life cycle.

Purpose of a PID

The project initiation document is a great tool for project managers. Its purpose is to define the project. It creates the framework that summarises the project for management teams. This can also be used to assess project performance. The PID also:

Guarantees that the project has a strong foundation

When creating the project initiation documentation, the project manager and project team reflect on the starting point of the project. They assert that it is sound and worth conducting. They also prepare to defend the project and ensure commitment from the board.

Forms a baseline to refer back to throughout the project

The document is created at the very beginning of the project and clearly lays out the state of play. As such, it forms a baseline to refer back to. Once approved by the board, the document will not be changed, only its associated documentation will.

Provides an ongoing status for the project

As mentioned earlier in this article, the documentation associated with the PID will evolve with the project and be dynamic. As such, the documentation pack provides a good view of where the project is compared to the baseline.

Answers some key questions for anyone joining the project partway through

For anyone joining the project partway through or anyone who needs to remind themselves of the project foundation, the project initiation document is the go-to deliverable. It will answer some key questions that are essential to grasp the purpose of the assignment. The PID will answer the following:

• Why was this project launched?
• What is the end goal? What are we trying to achieve?
• Why is the project important for the business?
• What is included in the project scope?
• What is the budget allocated to the project?
• Who is the project lead? Who is part of the project team? Who is the senior sponsor?
• What are the stakeholders’ responsibilities and at what phase of the project?
• What is the planned timeline of the project?
• Are there any risks to the success of the project?
• How will project success be measured?

What is the typical content of a project initiation document?

To be able to create your project initiation document, you need to know what goes in it. In this section, we provide a template for the PID outlining the different sections that you would usually see.

The project scope and project definition

Defining the scope of the project right from the beginning ensures that there is no scope creep. It also helps manage expectations. This part of the PID should be detailed and clear. It needs to define what is part of the project and what isn’t. It should also describe the aim of the project.

The approach chosen to deliver

There might be many ways to achieve the desired goal. The project approach is the chosen method for the team to get the work done.

The project business case

The business case is the rationale for the assignment. It explains the benefits of the project and why it is so important for the organisation. In a way, it is an internal sales pitch.

The project team roles and responsibilities

Defining who is involved in the project and what their roles are is critical. Doing so from the start ensures ownership of the tasks. It avoids any surprises and allows for the project to run smoothly. Make sure the team is versatile and agile. Have a look at our guide to agile teams for further content on this topic.

It may be the case that the project team is remote. For the project lead, this brings additional challenges. For guidance, have a look at our 22 ways to motivate your teams when leading a dispersed workforce.

The project threats or risks

Reflecting on the risks to the project before launching it will avoid a lot of hassle. This anticipation of the threats to the project can be done through a brainstorming session with key stakeholders. At this stage, make sure the threats are referenced and clear to all members of the team. The senior sponsor should be particularly familiar with those threats as they might be the one able to address roadblocks with the board.

For your brainstorming session, try to encourage critical thinking. Have a look at our article on the importance of critical thinking and how to encourage it for more.

The project roadmap and plan

The project roadmap answers the ‘How?’. It lays out all the steps that need to be taken to achieve the desired goals. This assignment needs to be detailed and an owner and deadline need to be assigned to each task. This is critical to the successful delivery of the tasks.

The project communication planning

Communicating on the progression of the assignment throughout the project is essential to keep everyone engaged. The project manager is responsible for the communication planning. They lead the project team during regular meetings and update the project sponsor as well. Structuring the communication makes the project more formal and will lead to better outcomes.

Use the sections above as your project initiation document template.

The PID versus other project management documentation

The project initiation document is one of many project deliverables. To avoid any confusion, the section below explains how the PID differs from other project management deliverables.

The PID versus the project plan

There are a lot of similarities between these two documents. In fact, some elements are the same in the two documents. However, the project initiation document is a high-level deliverable. On the other hand, the project plan is detailed and often also includes a Gantt chart. In short, one (the PID) is a project summary, whereas the other one (the project plan) is a roadmap.

The PID versus the project brief

Again, there are a lot of similarities between these two documents. The difference mainly lies in the audience that the documents are intended to address. The PID is built for the board. It aims to get the project approved. On the other hand, the project brief is constructed for the project team.

In short, the project initiation document is a guide. It justifies the project, explains how the assignment will be delivered and who is involved. By implementing the creation and use of a project initiation document for every project, your business is more likely to ensure successful outcomes.