Project Initiation Documentation (PID) is one of the most critical management products in PRINCE2 7, serving as the foundation for the entire project. It is created during the Initiating a Project process and acts as a comprehensive reference document that defines the project and forms the basis fo…Project Initiation Documentation (PID) is one of the most critical management products in PRINCE2 7, serving as the foundation for the entire project. It is created during the Initiating a Project process and acts as a comprehensive reference document that defines the project and forms the basis for its management throughout the lifecycle.
The PID brings together all the key information needed to start and manage the project successfully. It consolidates various elements including the Business Case, which justifies the project's existence and investment. It also incorporates the Project Plan, detailing how and when objectives will be achieved, along with resource requirements and costs.
Key components of the PID include the project definition, which outlines scope, objectives, deliverables, and exclusions. It contains the project approach, describing how the work will be undertaken. The PID also includes project controls, specifying tolerances, reporting arrangements, and decision-making authorities.
The management strategies form essential parts of the PID, covering risk management, quality management, communication management, and change control approaches. These strategies ensure consistent handling of these aspects throughout the project.
The Project Board uses the PID to authorize the project to proceed. It provides them with sufficient information to make an informed decision about committing resources. Once approved, the PID becomes the baseline against which project progress and success are measured.
During the project, the PID may be updated at stage boundaries if significant changes occur, though any modifications require formal approval. It serves as the single source of truth for project stakeholders, ensuring everyone understands what the project will deliver, how it will be managed, and what constitutes success.
The PID essentially answers fundamental questions: why, what, who, how, when, and how much regarding the project.
What is the Project Initiation Documentation (PID)?
The Project Initiation Documentation (PID) is one of the most critical management products in PRINCE2. It serves as the definitive reference document for the project, bringing together all the key information needed to start and manage the project on a sound basis. Think of it as the project's 'contract' between the Project Manager and the Project Board.
Why is the PID Important?
The PID is essential for several reasons:
• It provides a stable foundation for the project by documenting what the project is trying to achieve • It acts as a baseline against which project progress and success can be measured • It ensures all stakeholders have a common understanding of the project • It enables the Project Board to make an informed decision about whether to authorize the project • It provides a reference point throughout the project for decision-making • It facilitates handover when project personnel change
What Does the PID Contain?
The PID is a compilation document that includes or references:
• Project Definition - explaining what the project needs to achieve, including objectives, scope, and deliverables • Business Case - justifying the project in terms of costs, benefits, and risks • Project Approach - how the work will be delivered • Project Management Team Structure - roles and responsibilities • Role Descriptions - for key project roles • Project Plan - showing how and when objectives will be achieved • Project Controls - how the project will be controlled, including tolerances • Tailoring of PRINCE2 - how the method has been adapted for the project • References - to associated strategies and plans
How Does the PID Work in the Process Model?
The PID is created during the Initiating a Project process. The sequence works as follows:
1. The Project Brief from Starting up a Project provides the foundation 2. During Initiation, the Project Manager develops and refines all components 3. The completed PID is presented to the Project Board at the end of initiation 4. The Project Board reviews the PID to decide whether to authorize the project 5. Once approved, the PID becomes the baseline for the project 6. The PID may be updated at stage boundaries if significant changes occur
The Relationship Between Project Brief and PID
The Project Brief is an outline document created during Starting up a Project, while the PID is the complete and refined version created during Initiation. The PID takes the preliminary information from the Project Brief and develops it into comprehensive documentation suitable for authorizing the project.
When is the PID Updated?
The PID is a living document that should be kept current. It is typically reviewed and potentially updated:
• At the end of each management stage • When Exception Plans are produced • When significant approved changes affect the project baseline
Exam Tips: Answering Questions on Project Initiation Documentation (PID)
Key Points to Remember:
• The PID is created in the Initiating a Project process - not in Starting up a Project • The PID is used to gain authorization from the Project Board to proceed with the project • The PID provides the baseline against which progress is measured • The PID is owned by the Project Manager but approved by the Project Board • The PID brings together information from multiple sources into one reference document
Common Exam Traps to Avoid:
• Do not confuse the Project Brief with the PID - the Brief comes first and is less detailed • Remember that the PID includes or references other documents - it does not necessarily contain everything in full • The PID is not a one-time document - it can be updated throughout the project • Authorization to proceed with the project requires an approved PID
Typical Question Themes:
• Which process creates the PID (Answer: Initiating a Project) • What is the purpose of the PID (Answer: To provide a baseline and gain authorization) • Who approves the PID (Answer: Project Board) • What is the difference between Project Brief and PID (Answer: Level of detail and timing) • When should the PID be updated (Answer: At stage boundaries or when significant changes occur)