Assembling a Project Foundation Document

There needs to be a focal point at which all information relating to the 'what, why, who, how and when' of the project is gathered for agreement by the key stakeholders, and then for guidance and information for those involved in the project.

Context

The process takes all the information from the other IP processes and produces the Project Foundation Document.

Process Description

The objectives of this process are to:

	Provide a basis for the decisions to be made in Authorising a Project
	Provide a basis for all the other management decisions which need to be made during the life of the project
	Provide an information base for everyone who needs to know about the project.

In order to achieve these objectives it is important to understand that the information will need to be held and presented in various ways, and the Project Foundation Document is unlikely to be one physical document. The steps required to achieve these objectives will include the following:

	Decide how the information can best be packaged and held so that the objectives above can be met for this particular project
	Assemble the information from the previous processes
	Add any narrative, explanatory, or navigational information required
	Create the Project Foundation Document
	Forward the information required for Authorising a Project.

Where the project is part of a programme, the Project Foundation Document must be examined by programme support staff for any changes affecting the programme's portfolio. Where there are changes that have been agreed, these need to be reflected in the portfolio. If the changes are likely to have an impact on other projects (e.g. a product required by another project will be produced later than previously scheduled) then the changes should be disseminated.

Responsibilities

The Project Manager is responsible for the production of the document, assisted by project support and advised by those with project assurance responsibilities as required. There should be close consultation with the Project Board on the content as it is developed.

Information Needs

Management information	Usage	Explanation
Project Directive	Input	Provides information which will be extracted / developed into the Project Foundation Document
Project Management Team structure and job definitions	Input	Part of the PFD
Project Approach	Input	Part of the PFD
Project Quality Plan	Input	Part of the PFD
Project Plan	Input	Part of the PFD
Business Case	Input	Part of the PFD
Risk Log	Input	Part of the PFD
Project Controls	Input	Part of the PFD
Project filing structure	Input	Part of the PFD
Project Foundation Document	Output	Final end product of Assembling a PFD and of Initiation

Key Criteria

	Is the Project Foundation Document going to provide all the information needs of the recipients?
	Is it easy to update those parts of the Project Foundation Document that are dynamic?