Create a PRINCE2 Project › Create Project Initiation Documents

Create Project Initiation Documents

The project initiation document brings together the key information to start the project on a sound basis. The document is used to convey the information to all persons interested in the project. The main purpose of this document is to gather the information for the project to answer the What, Why, How, Where and How Much questions.

Once the Project Board members approve the document, the project initiation document provides the baseline for the project and becomes read-only. The document is then used as a reference whenever a major decision is made about the project. At the conclusion of the project, the document is used to measure if the project is managed successfully and delivered an acceptable outcome.

Project initiation documents include the following sections:

• Business Needs
• Constraints, Assumptions & Exclusions
• Scope and Initial Plan

Follow these steps:

1. Open the PRINCE2 project.
2. Open the Properties menu, and click Project Initiation Document.
3. Click New.
4. Complete the requested information. The following fields require explanation:

   Approval Status

   Displays the current approval status of this report. This field displays only after saving changes. The following indicators indicate status:

   • New (gray indicator). The default selection when the report is not yet submitted for review.
   • Submit For Review (yellow indicator). Displays once the report is submitted for review.
   • Approved (green indicator). Displays if the report is approved during the review process.
   • Rejected (red indicator). Displays if the report is rejected during the review process.

   Submit for Review

   Initiates the document review and approval process for this PRINCE2 control if selected. Submit the report after selecting the check box. This field displays only after you save changes.

   See the PRINCE2 Workbook for descriptions of the following fields:

   • Background
   • Project Objectives
   • Business Case
   • Business Reason
   • Business Reason Details
   • Attachments
   • Constraints
   • Assumptions
   • Exclusions
   • Dependencies
   • Alternatives Considered
   • Project Scope
   • Other Deliverables (Products)
   • Initial Risk Log
   • Project Organization Structure
   • Project Organization Structure Attachments
   • Project Quality Plans
   • Acceptance Criteria
   • Initial Project Plan
   • Project Controls
   • Exception Process
   • Contingency Plans

5. Save the changes.

   The project properties list page displays information, of which the following requires explanation:.

   Days in Review

   Displays the number of days passed from the day the report is submitted for review with the applicable colored indicator. This field is empty if the form was rejected or approved, or if the form is not yet submitted for review. The following determines which indicator appears:

   • A green indicator appears if Days in Review is >0 and < 5 days
   • A yellow indicator appears if Days in Review is >= 5 and < 10 days

   • A red indicator appears if Days in Review is >= 10 day