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					Plymouth City Council Project Management System
Project Brief


<Project Title>
Project Brief
Purpose of this document
To provide a firm foundation for the initiation of the project. If approval is given to proceed to production of a
Capital Programme Business Case (CPBC), the Project Brief is extended and refined into the Project
Execution Plan.


For construction projects, the Project Brief is a formal statement of the objectives and functional and
operational requirements of the finished project. It should be in sufficient detail to enable the construction
team to execute the design and specification of the work and is therefore an essential reference for the
construction team.


The Project Brief is a key document in its own right. It is the basis of the Project Initiation Document, which
gives the direction and scope of the project and forms the 'contract' between the project team and corporate
or programme management. Any significant change to the material contained in the Project Brief will thus
need to be referred to corporate or programme management.


For construction projects the Project Brief is a key component of the Project Execution Plan.


Fitness for purpose content:
      Does the Project Brief accurately reflect the mandate for the project?
      Does it form a firm basis on which to initiate a project?
      Does it indicate how the customer will assess the acceptability of the finished product(s)?


The Project Brief is to be developed between the Client SRO and the Portfolio Manager and should be
approved by the Project Board as the basis for the scheme.


Document History
Revision History
    Revision date      Author        Summary of Changes                                                 New Version Ref:
    08/09/09           John London   Locked form & inc develop and update sections                      V1.1




Distribution History
    Name                                  Title                                      Date of Issue          Version




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Plymouth City Council Project Management System
Project Brief



1. Project Appraisal Stage ................................................................................................... 2
2. Project Proposal Stage .................................................................................................... 3
3. Project Design Stage ....................................................................................................... 4
4. Project Particulars ............................................................................................................ 6
   Introduction ...................................................................................................................... 6
   Aim/Vision ........................................................................................................................ 6
   Outcomes ......................................................................................................................... 6
   Scope: .............................................................................................................................. 6
   Objectives, Outputs & Targets: ........................................................................................ 6
   Project Success Criteria ................................................................................................... 7
   Key Assumptions ............................................................................................................. 7
   Constraints ....................................................................................................................... 7
   External Factors ............................................................................................................... 7
   Project Brief Deliverable Items ......................................................................................... 7
   (Inter)dependencies ......................................................................................................... 7
   Key Milestone Dates: ....................................................................................................... 7
   Key Risks: ........................................................................................................................ 7
   Key Issues........................................................................................................................ 8
   Structure (i.e. Governance & Accountabilities) ................................................................. 8
   Stakeholders .................................................................................................................... 8
   Communications .............................................................................................................. 8
   Quality .............................................................................................................................. 8
   Current Status of Project and Plans ................................................................................. 8
   Other Comments: ............................................................................................................. 8
5. Finance ............................................................................................................................ 9
6. Proposed Project Team ................................................................................................. 10
7. Approval......................................................................................................................... 10
Appendix A – Project Brief Deliverables ............................................................................ 12

1. Project Appraisal Stage
The Project Manager will prepare the Project Brief following ongoing consultation with the Client Lead, which
will typically include information on budgets/costs, timing, technical, contractual, legal, safety, fire, disability
requirements, planning/building consents, energy management and servicing/maintenance issues.


Refer to Project Brief Template for Project Brief Standard Format & Contents.


Responsibility: Project Manager
Output: Project Brief


The Project Manager shall produce a briefing report on the requirements of a feasibility study and complete
an Initial Project Proposal to allocate funds for a feasibility study to be completed. The report should include
the following sections:


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Plymouth City Council Project Management System
Project Brief



    Description of facility
    Roles and responsibilities
    Communication
    Extent and deliverables of the study
    Reporting requirements
    Procurement strategy
    Programme


Responsibility: Project Manager
Output: Business Case


Prior to proceeding to Gateway Review No.1 the Project Manager shall ensure that the project has been
categorised as a major or minor works project.


Responsibility: Project Manager
Output: Project Category


The Project Manager will undertake an initial risk assessment and develop the Risk Register.


Responsibility: Project Manager
Output: Risk Register


For each viable proposal/option a financial appraisal is to be completed in order to clearly identify the
optimum business solution. This should include cost estimates for each construction solution and allowances
against some of the risk identified. This information will be fed into an updated business case for approval by
the Project Client.


Responsibility: Project Manager
Output: Updated Business Case



2. Project Proposal Stage
The Project Manager will update the Project Brief following the outcome of the previous stage. At this stage
the following items should have been considered and finalised:


    Operational requirements and any functional relationships
    Size of the facility, i.e. physical area


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Project Brief

    Specific technical requirements, e.g. design life, performance standards, procurement strategy and
    alignment with framework agreements
    Formal communication structure


The brief will be submitted to the Project Client for approval.


Responsibility: Project Manager
Output: Updated Project Brief


The Project Manager shall also establish/update the Risk Register and review the status of the risk items as
part of the monthly/stage reporting.


Responsibility: Project Manager
Output: Updated Risk Register


The business case will be revised to match the updated elemental cost plan. This is a progressive task as
various elements of the design are developed and their specification finalised. Progressive approval for the
Project Client should be obtained.


Responsibility: Project Manager
Output: Updated Business Case


3. Project Design Stage
The project manager will update the Project Brief following the outcome of the previous stage. At this stage
the following items should have been considered and finalised:


    Functional layouts
    Circulation/operational strategy
    Phasing/Demolition/Decanting Strategies
    Design Concept and Proposed Services Strategy
    Procurement Strategy


The brief will be submitted to the Project Client for approval.


Responsibility: Project Manager
Output: Updated Project Brief




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Plymouth City Council Project Management System
Project Brief

The Project Manager shall also establish/update the Risk Register and review the status of the risk items as
part of the monthly/stage reporting.


Responsibility: Project Manager
Output: Updated Risk Register


The business case will be revised to match the updated elemental cost plan. This is a progressive task as
various elements of the design are developed and their specification finalised. Progressive approval for the
Project Client should be obtained.


Responsibility: Project Manager
Output: Updated Business Case




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Plymouth City Council Project Management System
Project Brief


4. Project Particulars

Project title:


References1:


Directorate:


Ward:


Service:

Introduction
Brief outline of any background to Project / (business / political) context.
Include brief outline of rationale, who commissioned by, drivers etc.
Where does it fit within wider Council Priorities):




Aim/Vision
Brief description of the Aim or Vision of the Project (where appropriate link to Programme strategic vision):




Outcomes
Brief description of all key Project-level outcomes which will be / are required to achieve the aim / vision.
Statement of key benefits expected):




Scope:
What is in the scope of the Project?
What is not in the scope of the Project?




Objectives, Outputs & Targets:
What Objectives, Outputs and Targets will this Project deliver – include list key Deliverables and products (with date/s)?




1
    Reference Number(s) applied by Department for Project Tracking

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Plymouth City Council Project Management System
Project Brief

Project Success Criteria
By what / what criteria will allow us to confirm that the Project has delivered all of its Objectives, Outputs etc, etc – i.e. link to measures
of achievement of objectives, outputs & targets?




Key Assumptions
Include details of any key Project-level assumptions made during planning / on which plans etc are based
State level of confidence




Constraints
Include any know difficulties / constraints (e.g. legislative compliance issues etc) that Project may well be liable to.




External Factors
Brief descriptions as to what external factors (e.g. Government reform, No.10 scrutiny, Spending Reviews, Efficiency Review, etc) that
may impact on Project scope etc
Also assess how and what you are doing may impact on externals?




Project Brief Deliverable Items
Provide deliverables as outlined in Appendix A.




(Inter)dependencies
Are there potential overlaps with other Delivery Programmes (or constituent Sub-Programmes or Projects) where ownership or issues
etc needs to be clear?
Are there any interdependencies with – i.e. what do we need from others / what do they want from this Project – again need to identify
who owns etc:
     Other organisation Projects and/or Programmes etc
     Other Departments / external Programmes or Projects?




Key Milestone Dates:
What are the key Milestone Dates that need to be tracked? (detailed Project milestone (and task) plan should be attached as Annex –as
an MS Project GANTT chart)




Key Risks:
What are the key risks to the Project? - these should be attached (as an Annex) as a register and should include details of identified
/developed countermeasure/s and any developed contingency plans (latter may well be developed as separate detailed contingency
plan)
Include short description of how risks to be managed and any escalation (to sub Programme/Programme -level etc) routes / lines
Include review of assumptions – i.e. what happens if assumptions proved wrong?



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Project Brief




Key Issues:
What are the live Project issues? These are problems which are an issue now and need fixing. (Detailed issues register should be
attached as an Annex)
Again include short description of how to be managed / escalation lines etc.




Structure (i.e. Governance & Accountabilities):
Detail how Project to be structured / governed – i.e. by Project Board (include details (as Annexes) of constitution /membership;
Structure; Terms of Reference; reporting formats and cycle/s; include details of meetings on Project plan as management milestones)
Attach Project organisation /structure diagram as Annex (include contact details of key roles – i.e. SRO, Project (and – appropriate)
Support) Manager and key Project / partner leads). If Project fits within larger Programme then outline fit into wider Programme structure
Detail / name:
     Project SRO
     (if appropriate) Project Director
     Portfolio Manager




Stakeholders
Who are the Project’s key stakeholders / delivery partners
Indicate / assess level of interest? Identify key stakeholders. (Suggest construct stakeholder map - including key named contacts - and
attach as Annex.)
How will they be managed / kept in the loop / consulted (links to Communications – see below)




Communications
Brief details of how Project-level communications are to be run / operate etc – i.e. who, what, who? (may be complimented as more
detailed/separate Project Communications Plan / Strategy document (if required/not covered by strategic Programme-level plan etc).




Quality
Brief description as to quality management / assurance
Evaluation plan




Current Status of Project and Plans:
How far have you got with setting up your Project arrangements and creating plans?




Other Comments:



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Plymouth City Council Project Management System
Project Brief




5. Finance

Cash flow projection:
Apr        May         Jun        Jul         Aug         Sep          Oct        Nov        Dec          Jan         Feb           Mar
                                  FY08/09                                         Total:
£0         £0          £0         £0          £0          £0           £0         £0         £0           £0          £0            £0
                                  FY09/10                                         Total:
£0         £0          £0         £0          £0          £0           £0         £0         £0           £0          £0            £0
                                  FY10/11                                         Total:
£0         £0          £0         £0          £0          £0           £0         £0         £0           £0          £0            £0
                                  FY11/12                                         Total:
£0         £0          £0         £0          £0          £0           £0         £0         £0           £0          £0            £0
                                  FY12/13                                         Total:
£0         £0          £0         £0          £0          £0           £0         £0         £0           £0          £0            £0
                                                                                  Overall
                                                                                  Total:
Note: Retention will be accrued in the last month of the financial year in which the scheme completes



Revenue Costs: (Provide details of any ongoing revenue commitment attributable to the scheme)



Comments:



Funding Sources: (give details below and confirm status of funding e.g. secured and approved,
conditional, etc)
                                                               Financial Year
Funding Source                 08/09           09/10           10/11          11/12         12/13           Future          Total
                                                                                                            Years
Capital Receipt
Grants1, Contributions &
S.106/Development Tariff2
Unsupported borrowing
Supported borrowing
Revenue3
Other*
Other*
Total
1
  – Provide details below of any time barring on grant funding
3
  – Confirm status of revenue funding below, provide details of any increase required to the revenue budget.




Comments:




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Project Brief


6. Proposed Project Team

Corporate Director


Head of Service


Senior Responsible Officer


Accountable Project Officer


Finance Officer


Comments:


7. Approval

Departmental
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:

Signed:                                                    Head of Service on behalf of DMT

Date:

Comments:



Stakeholder Name, Title and Role in Project:
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:

Signed:

Date:

Comments:




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Project Brief

Stakeholder Name, Title and Role in Project:
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:

Signed:

Date:

Comments:



Stakeholder Name, Title and Role in Project:
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:

Signed:

Date:

Comments:


Stakeholder Name, Title and Role in Project:
Project meets the detailed requirements of the Department and the strategic requirements of the Council,
financial implications are understood and supportable:

Signed:

Date:

Comments:



A manually signed electronic copy of this form is to be retained by the Project Manager to be kept in the
electronic project file.




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Project Brief




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Project Brief


Appendix A – Project Brief Deliverables

    Project Brief - Deliverable Items A1(Prelim Brief), C1(Stage C Brief), D1(Stage D Brief)
    The following table summarises information which, if applicable, should be included within the
    Project Brief Document.
     Deliverable
    A1 C1 D1 Project Brief - Typical
                      1 - Required Space and Function
     x     x     x        a thorough description of the function or use, including quality standards
     x     x     x        the number of rooms and/or open areas required
     x     x     x        additional access, area for maintenance of equipment
     x     x     x        the numbers of people involved
     x     x     x        the space required for each activity
     x     x     x        the required minimum floor to ceiling height of each space
     x     x     x        frequency of use - continuous, permanent, or intermittent in hours or days
     x     x     x        special equipment, function, type, size, weight
     x     x     x        any requirement for future flexibility or expansion
     x     x     x        statutory and corporate safety requirements
                      2 - Services required by each function
           x     x        telecommunications - BT, Mercury and satellite communications
           x     x        air conditioning
           x     x        ventilation, extract
           x     x        lighting
           x     x        power - low voltage, high voltage, vacuum
           x     x        piped gases
           x     x        effluent treatment
           x     x        wastes
           x     x        water - potable, treated, H&C
           x     x        heating/steam
           x     x        IT
           x     x        public access
           x     x        fibre optic links
                      3 - Environmental control
                          temperature, air changes, pressure zones, dust and particle control, fume
           x     x    extraction, bacteria control
                      4 - Cleanliness standards
           x     x        desired / required standards of cleanliness throughout area
                      5 - Environmental conditions
           x     x        desired / required environmental standards throughout area
                      6 - Security
           x     x        privacy
           x     x        soundproofing
           x     x        safety - theft, access, egress, fire, CCTV
                      7 - Hazardous activities
     x     x     x        radiation
     x     x     x        pollution
     x     x     x        chemicals
     x     x     x        bacteria
     x     x     x        vibrations


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Project Brief

                      8 - Wall, floor, ceiling finishes
           x     x        specify standards and specific type of finishes required
                      9 - Relationships
           x     x        relationships with which room/activity/function
           x     x        define if room/activity/function is associated
                      10 - Interrelationship between function and local environment
           x     x        Interrelationships between function and local environment
                      11 - Facilities provided by others
     x     x     x        services - type, quantity, volume
     x     x     x        waste treatment
     x     x     x        storage
     x     x     x        component/material supplies
     x     x     x        computing, data
     x     x     x        people movement
     x     x     x        access, egress, size, shape, flow rates
                      12 - Environmental factors
     x     x     x        impact on landscape
     x     x     x        security
     x     x     x        visual appearance
     x     x     x        access
     x     x     x        delivery vehicles - size, shape, frequency, time
     x     x     x        parking - permanent, visitors
     x     x     x        protection against pollution of the environment
                          planning restrictions - constraints, public enquiry, conservation areas, listed
     x     x     x    buildings, preservation orders, rights of light
     x     x     x        requirements of statutory authorities and services companies
           x     x        site surveys of available sites




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