PID – living documentation that provides continuous project guidance

In this article, you’ll learn about creating Project Initiation Documentation – one of the core project documents in PRINCE2 projects.

What is Project Initiation Documentation?

Project Initiation Documentation (PID) is the documentation that defines the ‘contract’ between the Project Manager and the Project Board. It provides:

• Assurance that the project is sound before requesting that the Project Board commits to the project
• A baseline for measurement of progress and success as the project progresses
• The documentation required for temporary or new project stakeholders to quickly come up to date with the project

The PID must be current

The PID is a live document. In other words, it should always reflect where the project is currently. Therefore, all of its parts must be continuously updated. This happens at the end of each project stage.

The first PID – which was used to gain authorisation for the project to start – must be preserved as a baseline for measurement of performance upon closing the project.

PID contents

The PID should cover all of the following:

• Project Definition
• Project Approach
• Business Case
• Project Management Team Structure
• Role Descriptions
• Quality Management Strategy
• Configuration Management Strategy
• Risk Management Strategy
• Communication Management Strategy
• Project Plan
• Project Controls
• Tailoring of PRINCE2

Tips on producing the PID

The PID is produced through discussions with the user, suppliers, customer, and other stakeholders. It is derived from the Project Brief, with input from stakeholders about the methods to be used, the control processes, and standards to be applied.

The PID could be either a single document or a collection of documents, though you should ensure that it:

• Represents the project
• Ensures the project is in line with corporate strategy and is achievable
• Describes the project team, its structure, and its people and their roles and responsibilities
• Provides clear lines of authority
• Describes the project’s objectives, approach, and controls, and that it maintains compliance with any and all project directives

 

When managing a project, the Project Manager must remember that the PID is not simply important to start the project, but that it must be updated at each end stage to initiate the next stage.

For all your project needs, contact Your Project Manager today: