Project Initiation Document: 12-Month Organization Development Program

This document presents a Project Initiation Document (PID) for a 12-month organization development program focused on automating manual processes to enhance business efficiency. It outlines the project's purpose, change management approaches using the Project Management Body of Knowledge (PMBoK), and tools such as culture mapping and Gantt charts. The document identifies key stakeholders, including the organization, employees, business partners, customers, and vendors, detailing their roles and required competencies. A project design overview includes phases from initiation to closure, with specific tasks, activities, and deliverables. Milestones and measurement criteria are defined for each phase, and the document emphasizes knowledge and skills transfer through documentation, training sessions, and practical hands-on experience. The PID aims to ensure a smooth transition, minimize resistance to change, and maintain business continuity throughout the organization development process.

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Organization Development
Project Initiation Document (PID)
2/3/2019

Project Initiation Document (PID)
Table of Contents
Introduction - Project Approach............................................................................................................2
Project Purpose & Summary..............................................................................................................2
Main Aspects of Change & Change Management.............................................................................2
Summary of Chosen Approach..............................................................................................................2
Tools for Change Management..........................................................................................................2
Stakeholder Summary...........................................................................................................................3
Project Design.......................................................................................................................................3
Description of Project Design............................................................................................................3
Competencies Required for Stakeholder Requirement......................................................................5
Project Monitoring & Evaluation..........................................................................................................5
Milestones & Measurement...............................................................................................................5
Knowledge & Skills Transfer................................................................................................................6
References.............................................................................................................................................8
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Project Initiation Document (PID)
Introduction - Project Approach
Project Purpose & Summary
The purpose of the project is to successfully carry out a 12-month process for organizational
development. The primary change will be done in the conversion of manual processes with
their respective automated counterparts to enhance the business efficiency and accuracy. The
objectives are to implement the changes with schedule & cost compliance.
Main Aspects of Change & Change Management
The main aspects with organization development and change will be to make sure that the
resources associated with the organization are not resistant and the change implementation
does not impact the business continuity in any manner (Karp and Helg, 2008).
The change management and handling may be done through different approaches and depend
upon the primary project management approach being used. For instance, the changes will be
difficult to execute and apply in the case of Waterfall model for Project Management in
comparison with the agile methodology being used for the same purpose.
Summary of Chosen Approach
Tools for Change Management
The use of Project Management Body of Knowledge (PMBoK) will be done as the approach
for change management. It is selected as the approach as the changes in the organization will
be simultaneously integrated with the other organizational and project areas. The changes
will be easy to track and implement with required monitoring and control exerted at every
level.
Culture Mapping will be the primary tool that will be used for change management during
organizational development. It will include organizational values, norms, and objectives with
the change execution processes. Gantt charts will be used as the tool to track the changes and
to keep a track of the timeline as well. The mapping of the resources responsible for carrying
out the changes will be done with the specific activities being executed (Ong, Wang, and
Zainon, 2016). Stakeholder analysis will be the third tool that will be used for the purpose of
change management. In this process, identification and prioritization of the stakeholders will
be done on the basis of the activities to be implemented for organization development. The
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Project Initiation Document (PID)
allocation of roles along with the communication and information sharing cycles will be
accordingly determined. The use of the three tools will be done for change planning,
execution, and management.
Stakeholder Summary
Stakeholder Role
Organization The organization will provide funds and
specifications to carry out the organization
development activities and will also provide
specific policies to adhere to.
Employees of the Organization The employees will be affected by the
introduction of automation and they will be
responsible to provide information on the
organization tools and processes.
Business Partners The approvals and guidance will be required
from the stakeholder group.
Customers The feedback and the expectations in terms
of preferences and demands will be required
from the customer groups. The customers
may be asked for feedback at regular
intervals and continual improvement will be
achieved as a result (Boesso and Kumar,
2016).
Vendors/Supplier Groups The tools and equipment to carry out the
change and organization development will be
needed from these stakeholders. They will be
provided with a list of tools and equipment
and the delivery will be made accordingly.
Project Design
Description of Project Design
Phase Tasks/Activities Deliverables
Initiation  Start-up meeting Project Initiation Document –
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Project Initiation Document (PID)
 Feasibility Determination
 Approvals and proposal submission
 Identification of the team
 Goal setting – SMART short-term and
long-term goals
Document describing the
details of the changes and the
organizational development
activities
Planning  Estimates and forecasts – Schedule,
costs, resources, effort
 Stakeholder identification and mapping
 Scope definition and management
 Risk identification and management
 Communication planning
 Allocation of responsibilities to the
resources
 Development of change management
plan
Project Plan – A detailed
description of the project
activities along with the
project areas to be managed
during the organizational
development tasks (Laslo,
2010).
Execution  Procurement of tools
 Plans in action
 Design and development of information
systems
 Replacement of computing resources
with advanced equipment
 Integration and network implementation
 Migration of data sets and services
Information Systems –
Developed and deployed
information systems for
various business operations
running in the organization
Control  Review of the changes
 Feedback exercises
 Quality management and improvement
 Audits and security checks
 Implementation of the changes
Quality Audit Reports –
Status of the quality reviews
and audits
Closure  Sign-offs on the deliverables
 Lessons acquired
 Performance evaluation
 Final documentation
Closure Reports – Closure
documents comprising of the
lessons acquired and
activities carried out during
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Project Initiation Document (PID)
the period of one year
Competencies Required for Stakeholder Requirement
Stakeholder Role
Organization Effective communication skills, information
sharing, and information security
Employees of the Organization Adaptability to the changes, managerial and
leadership skills to inspire the fellow
resources to adapt the change,
communication skills, analytical skills,
technical skills on the information systems
being implemented, creative thinking skills to
make use of the changes being implemented
(Schneider and Hadani, 2014)
Business Partners Negotiation skills, technical knowledge and
abilities, problem-solving skills, decision-
making skills, analytical skills
Customers Communication skills, adaptability &
scalability to adapt to the new tools and
resources being provided
Vendors/Supplier Groups Marketing skills, sales knowledge, legal &
regulatory knowledge
Project Monitoring & Evaluation
Milestones & Measurement
Milestone ID Milestone Name Project Phase Measurement
1 Project Chartering Initiation The results of the feasibility study
will be used from the different
aspects, such as technical,
operational, legal, social, and
financial. The project values and
cost-benefit analysis will be used to
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Project Initiation Document (PID)
measure the milestone.
2 Project Planning and
Analysis
Planning Earned value analysis to measure the
planned project values in terms of
costs and schedule.
3 Development of the
information Systems
Execution Earned value analysis to measure the
actual project values in terms of costs
and schedule.
4 Implementation of the
Systems
Control Customer response and feedback on
the information systems, employee
acceptance scores to understand the
acceptance from the employees,
defect rate to determine the overall
quality.
5 Project Closure Closure 360-degree feedback to understand
the feedback from all the project all
the project resources and
stakeholders.
There are various milestones that have been set for the project and these will be used to keep
a track of the project progress. The details of the measures that will be used for tracking the
project are stated in the table above.
Knowledge & Skills Transfer
There will be steps that will be carried out to transfer the knowledge and skills gained during
the project. Documentation of the project will be one of the key tactics that will be used. All
the project details and the steps used to conduct the project will be documented and the same
will be used as a reference for the other resources. The documentation will act as a guideline
and knowledge enhancement will be achieved as a result. There will be use of training and
development sessions that will be done for the purpose of knowledge and skills transfer. The
training schedule and training plans will be developed and the training sessions will include
the information on the key learning, primary areas of success and failure, common errors
points, and the best practices that may be used for the execution of the project (Armstrong
amd Landers, 2018). The process will make sure that the knowledge and skills gained are
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Project Initiation Document (PID)
transferred to the fellow resources. There will also be use of practical hands-on that will be
done to provide knowledge on various tools and equipment used along with the ones
implemented as an outcome of the project.
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Project Initiation Document (PID)
References
Armstrong, M. and Landers, R. (2018). Gamification of employee training and development.
International Journal of Training and Development, 22(2), pp.162-169.
Boesso, G. and Kumar, K. (2016). Examining the association between stakeholder culture,
stakeholder salience and stakeholder engagement activities. Management Decision, 54(4),
pp.815-831.
Karp, T. and Helg, T. (2008). From Change Management to Change Leadership: Embracing
Chaotic Change in Public Service Organizations. Journal of Change Management, 8(1),
pp.85-96.
Laslo, Z. (2010). Project portfolio management: An integrated method for resource planning
and scheduling to minimize planning/scheduling-dependent expenses. International Journal
of Project Management, 28(6), pp.609-618.
Ong, H., Wang, C. and Zainon, N. (2016). Integrated Earned Value Gantt Chart (EV-Gantt)
Tool for Project Portfolio Planning and Monitoring Optimization. Engineering Management
Journal, 28(1), pp.39-53.
Schneider, M. and Hadani, M. (2014). Stakeholder Management and Corporate Political
Activity: A Model of Strategic Stakeholder Management. Academy of Management
Proceedings, 2014(1), p.12289.
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