How to Write a Project Definition Report

A Project Definition Report describes the scope of the work ahead.

The Project Definition Report provides a narrative description of the project deliverable, tasks and/or services; the approach to the project work; the project organization and performance requirements; the time, resources and costs constraints; and the time frame for the duration of the project. The goal of the Project Definition Report is to document the project scope, describe project requirements related to client and sponsor operations and strategies, address quality requirements and establish acceptance criteria for the project's end result.

Instructions

1. Review documents that are relevant to the background of the proposed project; including change requests, specifications, standards, policies and other historical records. Identify other projects that may impact or be impacted by this project. Meet with project sponsors, business-process analysts, subject-matter experts and clients. Assess how well existing processes and operations meet the needs of the current environment.

2. Develop a preliminary statement of project scope. Define the key deliverables required to bring the project to its successful conclusion. Outline the project phases, the sequences to execute the work, and the resources and skills required.

3. Document the business objectives and strategies relating to this project. Note the business areas and related objectives, strategies and policies affected by the project. Describe how the project will help achieve business objectives.

4. Approximate the costs to develop the proposed project. Summarize client assessments and expectations of the benefits of the proposed project. Describe the impact that the project will have on the business and how it is expected to affect the work of organization members.

5. Identify the risks associated with the project, outlining their potential effects. Describe how the risks can be mitigated.

6. Obtain approvals of sponsors, senior management, clients and other project stakeholders. Review the Project Definition Report, particularly project scope, tasks, timing, deliverables, costs and resource requirements.

Tips & Warnings

• Create a preliminary version of the Project Definition Report as soon as you know the sponsor's expectations and requirements. Refine and revise the document throughout project planning, to stay relevant. Modify it as needed thereafter, to conform to changes in project scope, business arrangements and the contract. You will probably have to revise the cost estimate several times.

References

• Project Management Institute