Project Definition

Note that:

  • If an appropriate level of detail is already available, it is possible for the process to start at the Project Definition phase.
  • The same template (which you can download by clicking the link at the bottom of this article) can be used as a template for a Small Business Case

The Project Definition phase is an expansion of the project concept as the result of:

  • Circulating the project concept to all parties which might be interested in that specific initiative or may have an interest allied to it (e.g. have proposed an initiative which might align with this one)
  • As a collaboration, having one organisation – usually the originator of the project concept – to lead a collabrative exercise to bring together all the ideas the interested parties have and to create a project definition which includes:
    • A background statement describing the problem or opportunity, and which is expressed in language which all parties understand (e.g. no ‘techno-speak’
    • An agreed scope (a list of the deliverables which, when successfully delivered, would result in the project’s objectives being met
    • An estimated timeline and cost (including potential sources of funding and/or contributions provided in kind (that is, having value but not as funding)
    • How the initiative aligns with the FFCoVE’s game plan (the ‘FFCoVE Test’)
    • A high-level approach (how the project would be delivered and what the success characteristics would be)

Once all parties are agreed, the completed Project Definition is emailed to the FFCoVE.

Options for the FFCoVE Portfolio Manager include:

  • If it’s a relatively simple project, and there’s sufficient detail in the Project Definition, it might be converted it into a Simple Business Case and submitted to the FFCoVE Board for approval. The lead organisation will be informed if that is what’s going to happen (and they will inform the other parties)..
  • If the Portfolio Manager believes there are potential issues with the proposal or that it still falls short in terms of potential benefits, the project definition could be:
    • Returned to the lead organisation for further work; or
    • Referred to the Technical Reference Group for review and recommendations. If the Technical Reference Group is asked to be involved, it has the authority to directly involve the collaborative working group.)

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