On-Q template version date 14/03/2006I:\Major Projects\MPU\PMDP (OnQ)\OnQ Website Migration 2006\word docs\Templates\Generic\Onq_template_generic_options_analysis.doc Project name Options Analysis Action statement Date Name Position Action required (Review/Endorse/Approve) Due date Prepared by Name Title Job title Branch/District Branch/District Division/Region Division/Region Location Floor, street, city Version no. 1.2 Version date 16 Sept 2004 Status Draft/Final review/Sign off (delete 2 of) DMS ref. no. DMS reference number File/Doc no. File number/document number Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 2 of 13 Document control sheet Contact for enquiries and proposed changes If you have any questions regarding this document or if you have a suggestion for improvements, please contact: Project Manager Insert Project Manager's name here Phone Insert phone number here Version history Version no. Date Changed by Nature of amendment 09/07/2002 Initial draft. Business Options Analysis approval The following officers have approved this document. Customer Name Position Signature Date Sponsor Name Position Signature Date The following officer has endorsed this document. Name Position Signature Date Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 3 of 13 Contents Executive summary ..............................................................................................................5 1 Introduction ............................................................................................................6 1.1 Purpose of this document..........................................................................................6 1.2 References ................................................................................................................6 1.3 Definitions................................................................................................................6 2 Project Customer, Sponsor and Project Manager.................................................6 2.1 Project Customer ......................................................................................................6 2.2 Project Sponsor.........................................................................................................7 2.3 Project Manager........................................................................................................7 3 Stakeholders............................................................................................................7 4 Background.............................................................................................................7 5 Current situation ....................................................................................................8 6 Purpose/objectives ..................................................................................................8 6.1 Purpose/objectives ....................................................................................................8 6.2 Links with the department’s strategic objectives .......................................................8 7 Scope of project.......................................................................................................8 7.1 In scope ....................................................................................................................8 7.2 Out of scope .............................................................................................................9 7.3 Related projects ........................................................................................................9 7.4 Constraints................................................................................................................9 7.5 Urgency....................................................................................................................9 7.6 Assumptions .............................................................................................................9 8 Impacts..................................................................................................................10 8.1 Internal ...................................................................................................................10 8.2 External ..................................................................................................................10 9 Method to date ......................................................................................................11 10 Overall project risks/issues...................................................................................11 10.1 Risks.......................................................................................................................11 10.2 Issues......................................................................................................................11 11 Options analysis ....................................................................................................11 Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 4 of 13 12 Recommended option ...........................................................................................12 13 Business processes/requirements..........................................................................12 14 Plan to next stage ..................................................................................................12 14.1 Action and key dates...............................................................................................12 14.2 Resources and cost forecast.....................................................................................12 Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 5 of 13 Executive summary The executive summary is mandatory. Summarise the key points of the proposal. Briefly describe the business problem, summarize the key elements of each option identified, cost/benefits of each option, recommendation made and why. To delete this guidance text box, double click mouse in the left margin then press delete. Type here Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 6 of 13 1 Introduction Text in this document which has been copied forward from the previous document has been shown in bold and italic “words copied from previous documents”. 1.1 Purpose of this document The purpose of the Options Analysis is to identify the high level requirements of the project, provide a detailed exploration of the various options available within the scope of the project and to recommend an appropriate course of action. 1.2 References This item lists any documents to which this document refers and could include reports on any previous investigations carried out. Include all previous documents prepared as part of this project. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 1.3 Definitions In the table below define any term which this document’s audience may not understand, including specific terms, abbreviations and acronyms. To delete this guidance text box, double click mouse in the left margin then press delete. Terms, abbreviations and acronyms Meaning 2 Project Customer, Sponsor and Project Manager 2.1 Project Customer Enter the name of the Project Customer. To delete this guidance text box, double click mouse in the left margin then press delete. Insert name is the Project Customer who is responsible for realising the benefits of the project Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 7 of 13 2.2 Project Sponsor Enter the name of the Project Sponsor. To delete this guidance text box, double click mouse in the left margin then press delete. Insert name is the Project Sponsor whose organisation is responsible for delivery of this project. 2.3 Project Manager Enter the name of the Project Manager. To delete this guidance text box, double click mouse in the left margin then press delete. Insert name is the Project Manager who is responsible for the preparation of this document. 3 Stakeholders This section should illustrate the engagement undertaken with stakeholders in developing this document and the key findings of that process as outlined in the completed community engagement planner for the project. List all stakeholders with an interest in this document including internal stakeholders (from regions/districts/divisions/branches with the department) and external stakeholders. Stakeholders may be listed in tabular form (as below) if considered appropriate. Include project customer and politicians as appropriate. Stakeholders may be categorised (internal, external and so on) if appropriate. To delete this guidance text box, double click mouse in the left margin then press delete. Stakeholder Responsibility Interest/context 4 Background Provide a brief history to bring the reader up to date on the subject matter and associated business issues. This section should describe the history of the project. It should include details of: -Who initiated the project and how it was initiated ( Include a clear statement of the real underlying problem to be addressed) (Include a brief history of past community engagement, issues and outcomes) -Describe the products and/or services -Describe any other initiatives carried out previously to address related issues. To delete this guidance text box, double click mouse in the left margin then delete. Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 8 of 13 Type here 5 Current situation Describe here the current situation and the problems, needs and/or opportunities along with their associated impacts on internal and external stakeholders. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 6 Purpose/objectives 6.1 Purpose/objectives A statement of what the project is expected to achieve including potential benefits based upon the current state of knowledge and understanding. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 6.2 Links with the department’s strategic objectives A statement of how the project links to the department’s Strategic Plan and objectives. If the project has not originated from the Strategic Plan then the need/justification for the project should be stated, together with some demonstration that this project is the right one to satisfy the need or to solve the problem. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 7 Scope of project 7.1 In scope This defines the project boundaries to facilitate effective management of deliverables on time and to agreed/approved cost. The scope outlined in any previous document should be confirmed here or updated as necessary. List all items that are included in the scope of this project. To delete this guidance text box, double click mouse in the left margin then press delete. Type here Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 9 of 13 7.2 Out of scope List identified items that will not be delivered as part of this project. This is most important as it specifies items which will not be undertaken as part of this project. This assists in managing/avoiding scope creep. The importance of individual out of scope items should be mentioned. Such items may pose significant risks to the project if they are not done at all by others. This may create risks for the project which need to be recognised and managed. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 7.3 Related projects List any related projects or proposals affecting this project (whether past, current or planned) and their relationship to this project. The impact of these on your project should be described. Such projects may pose significant risks to the project if they are not done at all by others or not completed in time. This may create risks for the project which need to be recognised and managed. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 7.4 Constraints Restrictions which will limit the way the objective is to be achieved (describe anything that might impact on the successful development and/or implementation of the project). This may include restrictions on budget /funding, political issues, limited resources to work on the project, timing constraints or constraints on the implementation of the outcomes of the project. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 7.5 Urgency List any assumptions used to determine the project scope. Assumptions may be the starters of project risk factors. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 7.6 Assumptions List all assumptions made in producing this document. To delete this guidance text box, double click mouse in the left margin then press delete. Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 10 of 13 Type here 8 Impacts This can be completed in narrative or table format. Identify areas of potential impact, the nature of impact and who will be impacted (internal and external). Include both the impacts envisaged during the life of the project (that is, costs, disruptions, temporary arrangements, and so on) and ongoing impacts resulting from the project’s product/deliverables. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 8.1 Internal This item describes when, where and how the project will impact on areas within the department and should include an outline of both positive and negative influences. Consider here the culture change and change management aspects that will be needed to introduce the proposed changes the project will bring. Impacts on staff and likely staff attitudes need to be considered as well as the impacts on the business. To delete this guidance text box, double click mouse in the left margin then press delete. Area within the department Nature of impact 8.2 External This item describes the impact that the project will have outside the department and includes both positive and negative impacts on external stakeholders. To delete this guidance text box, double click mouse in the left margin then press delete. Area external to the department Nature of impact Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 11 of 13 9 Method to date In this section describe the steps taken in developing this document. Describe any investigations carried out, research methodology used and engagement (internal and external) carried out to date. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 10 Overall project risks/issues 10.1 Risks Identify all risks with potential to impact the overall project. Risks specific to individual options should be included in section 11). Include any risks arising from sections 7 and 8. Describe risks which may impact on realisation of the intended project benefits. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 10.2 Issues List known issues to be resolved. Beware of political events, stakeholder issues and influences that may affect the project and in this event, request guidance from the project customer. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 11 Options analysis This section should explain in full all options identified in connection with the project, including those not recommended. Each option should be analysed separately and any available/recent research identified. The following subheadings should be used for evaluation of each option. The information may be presented in order of preference, order of complexity, or in the order in which the information is gathered and the option formulated. The same information can also be presented in serial format or in a table comparing each option. The basis for ranking options should be detailed in this section, e.g. -Strategic fit -Strengths, weaknesses, opportunities, threats -Feasibility -Costs-benefits -Option specific risks -Impacts-timing -Deliverables-others -Assumptions Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 12 of 13 -Dependencies/constraints -Risks To delete this guidance text box, double click mouse in the left margin then press delete. Type here 12 Recommended option This section recommends the preferred option. It should include the reasons why that option is recommended. Where an option involves a number of steps or actions, each should be detailed in the recommendation. This section should outline the costs incurred to date on previous stages of the project (that is, for an Options Analysis, expenditure incurred for the preparation of the Project Proposal and for the Options Analysis and the resources required, cost, and time frame for the next deliverable (the Business Case). Note: A recommendation could also include changing or redefining project scope. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 13 Business processes/functional requirements Provide a summary of the business process changes and/or the functional requirements. Refer to Functional Requirements /Business Process Analysis as an attachment. To delete this guidance text box, double click mouse in the left margin then press delete. Type here 14 Plan to next stage 14.1 Action and key dates Describe the next step recommended in this Options Analysis. Identify the key dates/milestones in the next process (for example, Business Case). To delete this guidance text box, double click mouse in the left margin then press delete. Type here 14.2 Resources and cost forecast Describe the resources (specific item and names where available) and the associated costs to complete the next step (for example, Business Case) and where/how funded. This does not include total project costs or benefits at this stage. To delete this guidance text box, double click mouse in the left margin then press delete. Project name Options Analysis Queensland Transport and Main Roads Version 1. 09 June 2006 Page 13 of 13 Type here When all information has been put into this document and the guidance text boxes have been deleted, it will be necessary to reformat the document taking out any blank lines. Once this is done, right click mouse in the table of content, click Update Fields, Update entire table, then click OK. This will update the table of contents to show the new page numbers. To delete this guidance text box, double click mouse in the left margin then press delete. -----ooooo-----