Suggested Outline for a Project Definition

I. Executive Summary

Provide a brief summary of the business needs addressed, objectives, project approach, and high level cost and schedule estimates.

II. Background and Needs Assessment
Discuss the reasons for the project including items such as:

· Business environment
Describe current services and how they are delivered

· Business needs
Describe the business initiatives to be addressed

· Business opportunities
Describe situations, technologies, synergies, etc., that project can take advantage of

· Business service goals

· Statutory requirements
Is project legislatively mandated or needed to address new federal or state requirements?

· Other

III. Objectives
Explicitly state the objectives of the project in measurable and achievable terms including items such as:

· Problems to be solved
(e.g., Eliminates referrals to other state office locations)

· Service delivery/customer satisfaction enhancements
(e.g., Reduces job application time by 20 percent)

· Response to statutory requirements
(e.g., Reduces error rate to 2% federal standard)

· Other

IV. Assumptions

Document project assumptions and constraints.

V. Impacts (as applicable)
Identify the entities that will be impacted by the proposed project such as:

· Inter-agency

· Intra-agency

· Program(s)

· Subprogram(s)

· Customers of agency activities (i.e., clients, constituents, taxpayers, etc.)

· Other

VI. Organizational Effects (as applicable)

Discuss how the implementation of the proposed project may affect the organization, such as:

· Impact on work processes

· Training needs

· Job content

· Impact on organizational structure

· Other

VII. Project Management and Organization

· Project Organization
Include an organization chart and describe the reporting relationships of collateral organizations including steering committees, policy committees, etc.

· Roles and Responsibilities

· Management and Technical Qualifications
Provide a summary of the qualifications and experience of principal project managers and staff.

· Decision Making Process

· Communication Plan

· Quality Assurance Process

· Risk Management Plan

VIII. Conformity with Agency IT Portfolio and State Technology Standards

· Strategic focus on business and IT goals

· Effect on technology infrastructure

· New IT organization structures and processes necessary to support implementation

· Security and Disaster Recovery considerations

IX. Estimated Financial Plan

Describe budget, funding sources and spending plan needed through the feasibility study phase. If the project has completed the feasibility study, provide estimated budget, funding sources and spending plan through implementation.

X. Estimated Work Plan

Provide an estimated timeframe and high-level work plan with estimate of resources needed.

XI. Major Project Deliverables
Provide a high level summary of project deliverables and milestones.