Assembling Project Initiation Documentation (PID) is a crucial activity within the Initiating a Project Process in PRINCE2 7. The PID serves as the foundational document that provides the comprehensive baseline for the project, enabling informed decision-making by the Project Board regarding projec…Assembling Project Initiation Documentation (PID) is a crucial activity within the Initiating a Project Process in PRINCE2 7. The PID serves as the foundational document that provides the comprehensive baseline for the project, enabling informed decision-making by the Project Board regarding project authorization.
The PID brings together all the key information developed during initiation into a single, cohesive document. This includes the project definition, business case, project management approach, and various management strategies and controls that will govern how the project operates.
Key components assembled in the PID include:
1. Project Definition - outlining what the project aims to achieve, including objectives, scope, deliverables, and constraints.
2. Business Case - providing justification for the project, including expected benefits, costs, risks, and timescales.
3. Project Approach - describing how the work will be delivered and the chosen solution.
4. Project Management Team Structure - defining roles, responsibilities, and communication lines.
5. Role Descriptions - clarifying what each team member is accountable for.
6. Management Strategies - covering quality, risk, change, and communication approaches.
7. Project Controls - establishing how progress will be monitored and managed.
8. Project Plan - showing the major products, activities, resources, and timeline.
The Project Manager is responsible for assembling the PID, ensuring all components are consistent and aligned. Once complete, the PID is submitted to the Project Board for approval through the authorization process.
The PID acts as a contract between the Project Manager and Project Board, establishing clear expectations and providing a reference point throughout the project lifecycle. It enables the Project Board to make an informed go or no-go decision and serves as the baseline against which project progress and success can be measured during subsequent stages.
Assemble Project Initiation Documentation
The Assemble Project Initiation Documentation activity is a critical component of the Initiating a Project process in PRINCE2. This guide will help you understand its importance, mechanics, and how to tackle exam questions on this topic.
What is Assemble Project Initiation Documentation?
The Project Initiation Documentation (PID) is a collection of documents that define the project, form the basis for its management, and serve as a reference throughout the project lifecycle. The assembly activity involves bringing together all the key management products created during the Initiating a Project process into a coherent package.
The PID typically includes: • Project Definition • Project Approach • Business Case • Project Management Team Structure • Role Descriptions • Quality Management Approach • Risk Management Approach • Change Control Approach • Communication Management Approach • Project Plan • Project Controls • Tailoring of PRINCE2
Why is it Important?
The PID serves several essential purposes:
1. Foundation for Decision Making: It provides the Project Board with all necessary information to authorize the project to proceed.
2. Contract Between Parties: It acts as an agreement between the Project Manager and Project Board regarding what the project will deliver and how it will be managed.
3. Baseline Reference: Throughout the project, the PID serves as a baseline against which progress and success can be measured.
4. Communication Tool: It ensures all stakeholders have a common understanding of the project's objectives, scope, and approach.
How Does it Work?
The assembly process follows these steps:
1. The Project Manager gathers all management products created during initiation 2. These documents are reviewed for consistency and completeness 3. The assembled PID is submitted to the Project Board for review 4. The Project Board uses the PID to make the authorization decision in the Directing a Project process
The PID remains a living document that may be updated at stage boundaries when significant changes occur.
Exam Tips: Answering Questions on Assemble Project Initiation Documentation
Tip 1: Know the Components Memorize the typical contents of the PID. Questions often ask which documents form part of the PID or which management approach should be included.
Tip 2: Understand the Purpose Remember that the primary purpose is to enable the Project Board to authorize the project. Questions may test whether you understand this decision-making function.
Tip 3: Know the Timing The PID is assembled at the end of the Initiating a Project process, before the first delivery stage can begin. Questions may ask about sequencing of activities.
Tip 4: Distinguish from Project Brief The Project Brief is created during Starting up a Project and provides input to the PID. The PID is more detailed and comprehensive. Exam questions often test this distinction.
Tip 5: Remember Responsibility The Project Manager is responsible for assembling the PID. The Project Board approves it. Know these roles for scenario-based questions.
Tip 6: Recognize Baseline Function When questions mention comparing actual progress against plans or reviewing the original project scope, think of the PID as the baseline document.
Tip 7: Watch for Update Triggers The PID may be updated and re-baselined at stage boundaries if there are significant changes. Questions may present scenarios where updates are appropriate.
Common Exam Question Formats: • Which document contains the Project Plan? (Answer: PID) • Who is responsible for assembling the PID? (Answer: Project Manager) • When is the PID created? (Answer: During Initiating a Project) • What is the relationship between Project Brief and PID? (Answer: Project Brief provides input; PID expands and details it)