Project Brief – Halls of Life Bible College Student

Management System

RT No: <Project Number>

Sponsor: <Name and Title>
Business Engagement Manager: <Name>
ITS Project Manager: <Name – if known at this stage>

Revision History
Author Date Version Reason For Change
Number
V0.1 Draft. First Issue

Approvals
Name Signature Date

Distribution

Name Title

1 IT PROJECTS AND PROGRAMMES 5/6/16

Contents
1. Project Summary ....................................................................................................... 3
2. Background ............................................................................................................... 3
3. Business Case........................................................................................................... 3
3.1 Reasons .................................................................................................................... 3
3.2 Business Options....................................................................................................... 3
3.3 Expected Benefits...................................................................................................... 3
3.4 Expected Dis-Benefits ............................................................................................... 3
3.5 Timescale .................................................................................................................. 3
3.6 Project Costs and Funding ........................................................................................ 4
3.7 Investment Appraisal ................................................................................................. 4
3.8 Major Risks................................................................................................................ 5
4. Objectives.................................................................................................................. 5
5. Scope and Exclusions ............................................................................................... 5
6. Constraints and Assumptions .................................................................................... 5
7. Dependencies ........................................................................................................... 5
8. Interfaces................................................................................................................... 5
9. Resource Requirements ............................................................................................ 5
10. Deliverables ............................................................................................................... 5
11. Approach ................................................................................................................... 5
11.1 Project Approach ....................................................................................................... 5
11.2 Procurement Approach .............................................................................................. 6
A: Appendices....................................................................................................................... 6

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1. Project Summary
The purpose of the project summary is to provide the reader with an overview of the
project and what it needs to achieve.
<Type here>

2. Background
Provide a short history of the project’s background to date, including any feasibility
study.
Explain where the project fits in with any work already completed and/or with some
wider strategy.
<Type here>

3. Business Case
Insert the relevant information into the sections below, which should provide the
justification for the project based on estimated costs, risks and benefits.

3.1 Reasons
Define the reasons for undertaking the project and explain how the project will enable
the achievement of any corporate strategies and objectives.
<Type here>

3.2 Business Options

Provide analysis and reasoned recommendation for the base business options of; do
nothing, do the minimum or do something. State why a particular option has been
selected.
<Type here>

3.3 Expected Benefits

Provide the benefits that the project will deliver expressed in measurable terms
against the situation as it exists prior to the project. Benefits should be both
qualitative and quantitative, and they should be aligned to corporate or programme
benefits. Any benefits realisation requirements should also be stated. Think of a
benefit as an improvement resulting from a positive outcome of the project.
Example: “Improve foreign student attendance by 50% at the University’s annual
careers fair” within two years as indicated by daily registers of attendees.”
<Type here>

3.4 Expected Dis-Benefits

Define the outcomes perceived as negative by one or more stakeholders, which will
need to be valued and incorporated into the investment appraisal. Think of a dis-
benefit as an actual consequence of an activity whereas, by definition a risk has some
uncertainty about whether it will materialise.
Example of a dis-benefit: “a packaged solution will require system upgrades to a
schedule outside the University’s control”
<Type here>

3.5 Timescale
Provide the timescale over which the project will run (summary of the project plan)
and the period over which the benefits will be realized. This information is
subsequently used to help timing decisions when planning.
<Type here>
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3.6 Project Costs and Funding
A summary of the project costs, Include:
 The estimated costs of software, hardware and/or infrastructure change costs.
 The estimated costs of staff time, within ITS and within the customer
department.
 The ongoing operation and maintenance costs and their funding
arrangements.
 Any other costs, e.g. consultancy, support fees etc.
 The source(s) of funding.
 Any contingency.

Example Table…….
Budget Operational/Capital? Contingency
Capital Funding

Direct Funding (from Faculty)

IT Service Costs

Other Non IT Service Costs

Staff Time (i.e. x days/hrs)

Total

The definition of what can be classed as capital expenditure is defined by legislation.

It is therefore necessary to be careful about what is charged to Capital and what is
charged to Revenue (Operational). Capital expenditure includes:
- Acquisition of equipment (including installation costs e.g. cabling costs and staff
time)
- Expenditure incurred on the acquisition or preparation of a computer program or
system (including the acquisition of the rights to use such a system for a period of at
least one year e.g. licence cost). This will include staff time developing and
implementing a new system.
- If there is a start-up or commissioning period for the system or program then these
costs associated with this period can be capitalised if the asset is available for use but
incapable of operating normally without such a period. This will cover staff time
implementing a system and some initial training costs.
- Feasibility work where at the end of the study a system or some equipment is
acquired or developed. However, abortive feasibility work should be charged to
revenue and this can be sorted out retrospectively.

If the proposed expenditure does not fit into the above definition then it is a Revenue
(Operational) cost.
<Type here>

3.7 Investment Appraisal

Compares the aggregated benefits and dis-benefits to the project costs and ongoing
incremental operations and maintenance costs. The analysis may use the following
examples:
 Return on Investment
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 Net Present Value
 Internal Rate of Return
 Payback Period
<Type here>

3.8 Major Risks

Summarise the major risk associated with the project and the likely impact and plans
should they occur. Insert a section of the Risk Log table.
<Type here>

4. Objectives
Provide short and concise statements of the overall aims of the project, expressed in
functional or operational terms. Objectives specify the desired end results of the
project, not how those results will be accomplished.
Example: “Provide multi-language content on careers webpages”

<Type here>

5. Scope and Exclusions

Define in precise terms the project boundaries by listing areas included and excluded
from the project.
<Type here>

6. Constraints and Assumptions

Define any assumptions about the project i.e. circumstances and/or events that need
to occur for the project to be successful.
Define any constraints within the project i.e. things that might restrict, limit, or regulate
the project.
<Type here>
7. Dependencies
Consider whether the project or any of its deliverables have a dependency on
something else that is outside the project’s control but needs to take place.
<Type here>

8. Interfaces
Define the formal and informal boundaries and relationships among people,
departments, organisations, or functions.
<Type here>

9. Resource Requirements
List and quantify (in number of days work) the staffing resources required. The
resources should be referred to by role or specialisation, not named individuals at this
stage.
Include any resources that the customer will need to provide.
<Type here>

10. Deliverables
Identify all deliverables that the customer can expect from this project. Major
deliverables should be closely linked to the Project Objectives. Deliverables are
specialist products that are handed over to the user(s).
Example: Multi-language content on careers webpages.
<Type here>

11. Approach
11.1 Project Approach

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Define the choice of solution that will be used in the project to deliver the business
option selected from the Business Case, taking into consideration the operational
environment into which the solution must fit.
<Type here>

11.2 Procurement Approach

Define the means that will be used in procuring services/software i.e. developing a
procurement plan, engaging with those involved in procurement for the University of
Sussex.
<Type here>

A: APPENDICES
List appendices and provide links or locations/sources as appropriate.
<Type here>

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