PID Large

Managing IT Projects

Example of Large-scale Project PID

COMMUNITY INTERNET CENTRES PROJECT ("CICP")

Project Initiation Document

December 2003

PID SECTIONS

	Introduction
	Definition
	Management
	'External' Factors
	Justification and Approval

INTRODUCTION

Project Objective

To establish a series of community-based Internet centres, managed by ABC Limited on behalf of both the community management committees and the East Caledon Local Authority Consortium. The Centres must be fit for purpose and delivered on time and to budget.

The project will be split into two phases:

	Phase 1 - to facilitate, open and establish an IT Hub and complete initial training, communication and development activities by Easter 2001
	Phase 2 - to develop and implement ongoing strategies for management, training and use of the IT Hub

1.2 Project Context

	The South Milton IT Hub project is part of the Training and Enterprise element of the South Milton Community Regeneration scheme.
	The Ł15 million scheme, which combines public, private and community companies and groups is due to span 6 years from 2001. It is divided into four distinct elements - Housing and Environment, Training and Enterprise, Community and Education and Sports and Leisure.
	In particular, the South Milton IT Hub project is to relate to the 2000/2001 strategic objective "to enhance the employment prospects, education and skills of local people, particularly the young and those at a disadvantage, and promote equality of opportunity."
	The South Milton IT Hub project can also be contextualised as part of the worldwide, IT-based development of community networking. In the UK, Communities Online are aiming to facilitate this through partnership and collaborative projects - such as this one.
	It is hoped that this project can assist this process through learning with, and from similar, current projects and helping to develop a model for future community networks in the UK.
	The project has been sponsored by Nevis Junior plc (a major financial services advisor based in East Caledon).

2.0 DEFINITION

2.1 Objectives

	to provide a focus for improved community access to information and advice
	to facilitate the involvement, development and independent management of the IT Hub by local people / community organisations
	to provide IT experience, advice and training

2.2 Other Benefits

Training provision through outreach work and promoted specialist training available elsewhere

Data links - through Internet, WWW to a wide range of information, advice and databases

Electronic and printed publishing capabilities eg for

	up-to-date information about local community activities
	listings of community groups / contacts
	access to existing databases (eg OPEDAT)
	community newsletter - 'South Milton Regeneration News'
	a digital version of the newsletter, using input from Nevis Film and Video makers and record of the development of the CICP
	links to other WWW sites / communities to exchange ideas / material etc

2.3 Deliverables - Phase 1

	In order to simplify management of the project, Phase 1 has been split into the following five 'work packages': IT Hub Training Communication Future Hub Development Project Structure
	The principle deliverables for the five work packages are:

IT Hub

	A renovated and refurbished shop for IT Hub use
	IT equipment requirements specified, procured, installed and tested in the IT Hub
	A Go Live and opening of the IT Hub
	Plan for the use of the IT Hub during Phase 1
	IT equipment installed and live in the 'satellite hub' - South Milton Neighbourhood Centre

Training

	The first 12 week 'Coping with Computers' access course completed and evaluated
	A series of Open Days aimed at raising local awareness and basic skill levels

Communication

To be split into two elements, with the deliverables in some cases iterative in each:

South Milton
externally

Communicate / publicise the following:

	Introduction to the IT Hub
	Initial 'Coping with Computers' course information and advert
	'The shop refurbishment'
	'The IT Hub is open' - and what it can be used for
	South Milton Residents Survey
	'What Happens Next....?'
	The development of the South Milton IT Hub in the wider UK Communities Online programme

Future Hub Development

	Plan for the management of the IT Hub during Phase 2 - to include proposals for ensuring sustainability of the hub
	Plan for the use of the IT Hub during Phase 2
	Plan for IT Hub-based training programmes during Phase 2

Project Structure

	Project Initiation document (this document)
	Phase 1 Plan - to include phase 1 plan, risk analysis and defined deliverables
	Phase 1 'Close' Review
	Plan for Phase 2 Initiation

2.4 Deliverables - Phase 2

	The specific deliverables for Phase 2 will not be defined and agreed until Phase 2 Initiation.
	however, the general areas to cover will include the below (these will be firmed up as part of the 'Future Development' work package in Phase 1):
	to develop and implement an ongoing IT Hub management structure and sustainability / exit plan
	to develop and implement an ongoing IT Hub usage plan
	to develop and implement an ongoing training and education plan
	to develop and implement an ongoing IT Hub communication plan
	to relate lessons learned from the IT Hub project to the wider South Milton Community Regeneration scheme
	to relate lessons learned from the South Milton IT Hub project to the wider UK Communities Online programme

2.5 High Level Plan - Phase 1

2.6 Scope

	Although this project is interdependent with other Public Sector projects - its management and delivery should not be compromised by potentially linked projects such as Women Returns to Work, Start Your Own Business, Customised Recruitment and Training etc.
	Rather, these should be managed as projects in their own right - and issues between them managed at the Public Sector programme level. Although this may be the first of the major projects, let's resist the temptation to keep adding to the scope - and concentrate on delivering what we've set out to do.

3.0 MANAGEMENT

3.1 Organisation

	As covered previously, in order to simplify management of the project, Phase 1 has been split into five 'work packages'. It is suggested that these are managed as below.
	This does not mean that those named are responsible for 'doing' all the work - they will particularly need key inputs from the supporting resources.

Frank Nigriello	Project Sponsor (on behalf of CICP Management Board)
Jon Cross	Projects Director, overall responsibility and South Milton Project Board Member
Ron Ashton	IT Projects Co-ordinator, responsible for day to day management and development of the IT project. Will be based within the unit at South Milton.
Joanne Smith	Community Enterprise Development Officer, with an open brief to develop and support the community in exploring opportunities for enterprise utilising the IT hub as a resource
Administration	TBC

Support Personnel:

Colin Morris	Carpentry and Joinery Craft Instructor
Mike Moreby	Building Craft Operations Instructor
	Several trainees from the Construction Training Centre.
Liam Walsh	Sponsor's Project Structure Consultant
Liz Arthur	Sponsor's Community Partnerships involvement coordinator

3.2 Approach

There are four project management stages within Phase 1:

Initiation	The production, agreement and approval of this document
Planning	Clarifying the deliverables - what we expect to achieve, how and who does what, detailed task planning, risk analysis
Implementation	The 'doing' of Phase 1, and the producing of most of the Deliverables. In reality, this starts up front - and important aspects include how we monitor and control the project, and how we report and communicate progress.
*Close*	A brief review of Phase 1. How have Deliverables, Objectives and Benefits been produced against time, quality and cost requirements? How effective has the project management process been?

	This does not mean that we must wait for each stage to be completed before proceeding.
	They are intended to be discreet management stages - checks to ensure we tackle the project logically and don't miss anything out.

Monitoring and Control

It is recommended that the project team meets on a regular basis - at least fortnightly - to review progress against the plan, issues, agree next steps etc.
Additionally, progress should be reported monthly to the Project Sponsor.

4.0 'EXTERNAL' FACTORS

4.1 Assumptions

	The availability of those named to form the Project Team and undertake tasks as planned.
	The availability of necessary budget to complete the tasks.
	The involvement and buy-in of local community groups to the IT Hub.
	Project Team support of the project management structure.
	That interdependencies with other CICP projects are recognised - but that they do not change the scope or affect Deliverables on the IT Hub project.

4.2 Risks

	Planning to open the IT Hub within a very tight timescale to meet contractual obligations
	Perceived lack of South Milton community involvement during early stages / sceptism about benefits
	Not being able to procure suitable IT equipment
	Sponsor's graduates not available to undertake Team Challenge in early January 2002
	Lack of short term funding available to complete Phase 1
	Difficulty in defining ongoing purpose and management structure for IT Hub
	Trying to do too much and confusing scope with other projects
	Lack of medium / long term funding available to complete IT Hub and related CICP projects

5.0 JUSTIFICATION AND APPROVAL

5.1 Costs

insert (high level) budget figures

5.2 Costs v Return

insert as relevant

5.3 Approval

This Project Initiation should be agreed by the Project Team and approved by the Project Sponsor