In the context of the PRINCE2 7 'Initiating a Project' process, the activity to 'Assemble the Project Initiation Documentation' (PID) is the focal point where the solid foundation of the project is finalized. This activity involves consolidating all the management products created during the initia…In the context of the PRINCE2 7 'Initiating a Project' process, the activity to 'Assemble the Project Initiation Documentation' (PID) is the focal point where the solid foundation of the project is finalized. This activity involves consolidating all the management products created during the initiation stage into a single, logical set of documents. The PID acts as the primary reference point for the project and serves as the 'contract' between the Project Manager and the Project Board.
The assembly process involves gathering the refined Business Case, the detailed Project Plan, and the various Management Approaches (such as Risk, Quality, Change, and Communication). It also includes the Project Controls and the specific Project Management Team Structure. Crucially, under PRINCE2 7, this documentation must explicitly detail how the methodology has been tailored to suit the specific context and scale of the project, ensuring the governance is appropriate.
The purpose of the PID is to ensure that the project has a sound basis before the Project Board commits to significant expenditure. It defines what the project aims to achieve, why it is needed, who will be involved, how and when it will be delivered, and how risks and issues will be managed. By creating this baseline, the project team establishes the criteria against which performance will be assessed throughout the project lifecycle.
Once assembled, the PID is presented to the Project Board. Its approval authorizes the Project Manager to proceed to the first delivery stage. Without a signed-off PID, the project proceeds without authorized boundaries, significantly increasing the risk of failure.
What is it? The Assemble Project Initiation Documentation activity is the final step in the Initiating a Project process. It is the point where the Project Manager collates all the management products developed during the initiation stage (such as the Management Approaches, the Business Case, and the Project Plan) into a single logical set of documents known as the Project Initiation Documentation (PID).
Why is it important? The PID serves as the primary 'contract' between the Project Manager and the Project Board. It provides the firm foundation required for the project to proceed. Its importance lies in two main areas: 1. Authorisation: It gives the Project Board the information necessary to decide whether to authorize the project. 2. Baselining: It creates the baseline against which the project's performance (time, cost, quality, scope, benefits, risk, and sustainability) will be assessed.
How it works This activity is primarily about consolidation and cross-referencing rather than creating new raw data. The Project Manager: 1. Extracts relevant data from the Project Brief (which ceases to be a living document once the PID is approved). 2. Assembles the Project Plan, Business Case, and all Management Approaches (Risk, Quality, Change, Communication, and Sustainability). 3. Finalizes the project controls and the project management team structure. 4. Crucial Step: Checks that all documents are mutually consistent. For example, the timeline in the Project Plan must align with the benefit realization dates in the Business Case.
How to answer questions in the exam Practitioner questions are scenario-based. You will likely be asked to determine if the PID has been assembled correctly or if the information contained within it is appropriate for the scenario. 1. Identify Inconsistencies: Look for contradictions between the Business Case and the Project Plan in the scenario text. 2. Check Completeness: Ensure all mandatory components (like the newly added Sustainability Management Approach in v7) are included. 3. Assess Tailoring: Determine if the format of the PID is appropriate for the scale of the project (e.g., a single document for a small project vs. a collection of files for a large one).
Exam Tips: Answering Questions on Assemble Project Initiation Documentation Tip 1: The 'Living' Document Trap Remember that the PID assembled here is the original version. While the PID is a living document updated at each stage boundary, questions focusing on this specific activity relate to the initial baseline. If the question asks about the PID during the delivery stages, it refers to the current version, not this activity.
Tip 2: The Project Brief vs. The PID Do not confuse the two. The Project Brief answers 'Is there a viable project?' (Starting Up), while the PID answers 'How will we deliver this project?' (Initiating). If a question suggests keeping the Project Brief updated instead of creating a PID, it is incorrect.
Tip 3: Cross-Reference Management Approaches In v7, 'Strategies' are now called 'Approaches'. A common exam question involves a PID where the Risk Management Approach requires a specific register, but the Project Plan has allocated no resources or time to maintain it. In the 'Assemble PID' activity, the Project Manager's job is to catch this error.
Tip 4: The Decision Gate The output of this activity triggers the first Project Board decision in the 'Directing a Project' process (Authorise the Project). If a question asks what enables the Board to commit resources to the first delivery stage, the answer is the approval of the PID assembled in this activity.