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Project Feasibility Document

By Lloyd Burns,2014-05-17 11:17
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For feasibility studies please indicate how the team involved will communicateHighlight Report (monthly for the project board with financial summary)

     Project No.:

    Document No.: PROJECT FEASIBILITY DOCUMENT

Project name insert project name

Release Draft/Final

    Date:

    Author:

    Project

    Director:

    Project

    Champion:

    Accountable

    Body:

Executive Summary

    (Purpose, Scope, Funding Required, Source and Timeline max 200 words)

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DOCUMENT HISTORY

    Document This document is only valid on the day it was printed. Location The source of the document is:

    Revision History

    Revision Author Summary of Changes New

    date Version

Distribution This document has been distributed to:

    Name Title Date of Issue Version

PURPOSE

    To define the project and establish the basis for its management,

    To gain approval to move ahead with a feasibility study and secure necessary funding,

    To seek agreement on the assessment of overall success,

CONTENTS

    Background ................................................................................................... 2 Project Feasibility Definition .......................................................................... 2 Project Organisation Structure ....................................................................... 3 Communication Plan ..................................................................................... 5 Quality Plan ................................................................................................... 5 Project Tolerances ........................................................................................ 5 Project Controls ............................................................................................. 5 Initial Business Case ..................................................................................... 5 Attachments: ................................................................................................. 6 Project Funding For Feasibility Study ............................................................ 7

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    BACKGROUND Expand from Project Brief… An explanation of why feasibility is needed

    Is there any history or previous feasibility studies?

    Is this related to / derived from any other project?

PROJECT FEASIBILITY DEFINITION

    Objectives

    Expand from Project Brief….what are what are the main objectives

    for feasibility?

Defined method of approach

    There are various possible approaches or options, detail your selected one. For example:

1. Contract Out: the project work is contracted out to an external group

    2. Bespoke: developing a new solution with in-house staff

    3. Modify existing product

    4. Off-the-shelf: the purchase of an existing solution

Scope

    What are the boundaries of the feasibility study?

    How will the feasibility study work with the longer term goal, is this part of a phased approach?

    Within what period will the project be delivered?

    Is accessibility or security likely to be a problem?

Deliverables

    Describe the deliverable within the scope considered, the end deliverable and others, for

    example the end deliverable may be an evaluation document with recommendation

    What questions will be answered from the feasibility study?

Exclusions

    Is the project making any exclusions that the reader might expect to see?

Constraints & Assumptions

    Is it likely that the project will need to work within certain constraints?

    Are any imposed constraints likely to be problematical?

    Should the reader be aware of any assumptions that the project has made or will make?

Interfaces

    Does the project need to interface into any other project, systems, departments, companies etc?

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    PROJECT ORGANISATION STRUCTURE If your feasibility study includes only a small team, simply detail it here using this section as

    necessary, potentially remove the diagram/table below and simply list the project

    manager/director and any involved parties.

Project roles are not indicative of a staff position, the person with the most suitable experience

    and character will be selected for the most appropriate role, regardless of their position in the

    College. The Project Management Office can assist you with role assignment.

Update below to reflect the projects/workstreams, you may also have a user committee that

    feeds into the project manager.

The roles:

Please insert names in diagram below.

     OPTIONAL Programme Accountable Body (M) Director (Management Board or Ops Committee) i.e. the Chief Coordinating Officer has fulfilled this rile where a small group of projects are inter-dependent Project Board (M) OPTIONAL Advisory Board Key stakeholders assisting the Quality Project Director Project Champion Senior Project Director and Project Assurance Project Champion Senior Supplier(s) Supplier(s) Manager(s) (PMO ) Project Manager(s) (M) Ideal to have one for accountability, only if necessary have more

     Workstream Lead(s)

    (this will vary if you are delivering multiple products or PMO Support activities) Business Workstream 1 Workstream 2 Workstream 3 Community

     Should you require role definition for assistance please reference: http://www3.imperial.ac.uk/portal/page?_pageid=210,2522582&_dad=portallive&_schema=POR

    TALLIVE

(M) Indicates Mandatory Roles

Project Board: Advisory Board:

    Project Champion xxx xxx Project Director xxx xxx Senior Supplier xxx xxx Senior Supplier - xxx

Workstream Leads: Project Manager:

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Workstream Name xxx xxx

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    COMMUNICATION PLAN If yours is a small project you may indicate that parties involved will be part of the project team

    and meet weekly with a written report issued every x weeks etc.

For feasibility studies please indicate how the team involved will communicate and the method

    to determine whether you move into a full project, e.g. a presentation, evaluation

Checkpoint Report (weekly team based progress)

    Highlight Report (monthly for the project board with financial summary)

    Technical Reviews

    Quality Reviews (monitoring against objectives, acceptable standards)

QUALITY PLAN

    List any standards you are aware of that will need to be met for this feasibility study. E.g.

    building standards, coding standards, that may form part of the success criteria for this to move

    into a full project.

    PROJECT TOLERANCES This may not be applicable for small projects, in which case the section should be removed.

Have the Project Board set any tolerances that the Project Manager must work within? Does

    this feasibility study become invalid if it does not meet certain timelines?

For example, if the timeline has been set at 10 months, is there a 5% tolerance which allows the

    project to deliver 2 weeks early or 2 weeks late without needing to seek approval, but using the

    normal project communication channels.

    PROJECT CONTROLS If your feasibility study impacts areas such as security, health and safety then you will need to

    detail the gateways or controls that are applicable to this project, otherwise remove the section

    INITIAL BUSINESS CASE Take and expand from Project Brief

Reasons for undertaking the project

Expected benefits to be gained, both quantitative and qualitative.

An estimation of likely cost and timeframe of the full project

Refer to the approaches or options to be considered and look at them against benefits, costs,

    timeframe and risks

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    Option Benefits Negatives / Risks Cost Timeframe

Risk Log

    Make reference to your risk log, url to your project library is also sufficient

Project Schedule (E.G MS Project Plan)

    Make reference to your project plan and provide a high level i.e. rolled up copy of MS Project

    Plan

ATTACHMENTS:

    Attach any information that may prove relevant including diagrams.

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PROJECT FUNDING FOR FEASIBILITY STUDY

    This form is only used to seek funds for feasibility projects.

    1. PROPOSED FINANCIAL PROGRAMME: The financial start date will usually be well in advance of the start date as consultancy fees are often incurred from inception. Financial Start Date: Financial End Date: 2. ESTIMATED TOTAL PROJECT COST / SAVING SOURCE OF QUOTE (not only feasibility study)

    Total costs likely to be incurred (as a ?xx - ?xx range)

    Total savings likely to be made (as a ?xx - ?xx range)

    3. FEASIBILITY FUNDING COST SOURCE OF QUOTE Consultant Costs ?

    Other Costs ?

    Total costs to move to Business Case ?

    4. PROPOSED SOURCES OF FUNDING POTENTIAL VALUE COMMENTS

    (RANGE)

     ?xx - ?xx 5. CONFIRMATION: In signing this form the Project Director requests funding for the feasibility

    study.

    Funding Source Value Confirmed by

     ? .

    ……………………….. Position Project Director Project Champion Project Manager Name: Signature:

    …………………………… …………………………… …………………………… Date:

6. APPROVAL FOR FEASIBILITY FUNDING

    Threshold Accountable Approval Please Tick

    Body

     Management Finance

    ? ?0-250k PRB Any PRB Member Director of Finance

    ? ?250k-500K PRB PRB Chairman Director of Finance

    Chief Operating Officer

    Director of Strategy &

    Planning

    Name:

    Signature: ……………………… ……………………… Date:

    7. PROJECT ADMINISTRATION

    Received by Finance: Date:

Finance code allocated:

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