The program brief typically is the single document that will be used to gain approval to proceed to program initiation. The program charter will then be the desired output of the (hopefully) subsequent program initiation phase. The Standard for Program Management—Second Edition (2008) also uses the term pro
gram mandate.
Program Brief Instructions
The program brief includes the following:
Purpose: A brief introductory statement defining the purpose of the program brief, such as:
The program brief describes the importance for this program to be part of the organization’s portfolio.
The Pre-Program Preparations Phase 15
The program brief is often the first program document that is prepared before the program is initiated. The program sponsor typically prepares the program brief, since he or she is the person who will provide funding for the program, with input from other key stakeholders. A client may suggest that the program be undertaken and may provide supporting details concerning its importance. It serves as the document that is provided to members of the organization’s portfolio review board or comparable group to approve the program and to put it in the portfolio. It is followed by the program business case, which then leads to the formal initiation process.
This template provides guidance for the generic factors that should be included as part of the program brief, recognizing that it will be tailored, since each organization will have different criteria that it uses to select and prioritize programs, projects, and ongoing operations. The program brief should address these specific criteria used by the organization.
Program importance: This section sets the stage for the remainder of the docu-ment, as it shows the importance of the program to the organization. It pro-vides a description of what the program is intended to achieve and why this initiative should be managed as a program rather than as a project.
Program vision: This section contains the vision for the program or its end state to provide more details as to what the program will achieve.
Program strategic objectives: This section states the strategic objectives of the program and shows how each objective relates to the organization’s strategic objectives and strategic plan. It shows how these objectives then will achieve the program’s vision. This section also shows how this program will interface with other programs and projects in the organization that are under way and are part of the overall strategic initiatives.
Program benefits: A benefit is an outcome of the program, such as an improve-ment to the overall operations of the organization or a desired product or service for clients. This section describes the benefits of the program to the organization and how they will be realized through the various components of the program—projects and nonproject work.
Program scope and components: This section states the scope of the program in terms of the products, services, and results that will be delivered in order to realize the benefits. It describes identified components, which will comprise the program and how they will relate to one another; often these components already are under way as individual projects. If this is the case, this section shows how these components, if managed as a program, will achieve more benefits than if they were continued as individual projects. This section also describes what is considered to be outside of the scope of the program.
Assumptions and constraints: This section states the assumptions and con-straints that are expected to affect the proposed program. Assumptions are those items that are considered to be true, real, or certain without any backup
16 Implementing Program Management: Templates for Success
documentation, while constraints represent any milestones to be imposed on the program or limits in terms of schedule, costs, and resources.
Program schedule: This section presents a high-level schedule of the program’s deliverables and key milestones.
Resource requirements: This section states the resource requirements for the program and includes all resources, not just people. It also notes when specific resources will be required according to the high-level schedule.
Risks and issues: Various risks and issues will affect the program. This section presents those risks and issues that may affect the program, positively or nega-tively, and that have been identified at the time the program is proposed in order that the organization can determine whether the level of risk is accept-able before proceeding further.
Stakeholder considerations: Stakeholders play a key role in any program. This section presents a list of those stakeholders that are expected to influence the program, positively or negatively, and others who will have an interest in the program at certain phases in the life cycle.
Governance requirements: This section states the governance requirements for the program as it specifies the use of a governance board or similar group and suggests key members for this board. It states whether it is necessary to modify existing governance procedures used in the organization for the pro-gram and shows how the board will meet to oversee the propro-gram according to the schedule. This section also states the governance processes at the program level that are proposed to oversee the various components. It describes report-ing requirements to the governance board from the program manager, and to the program manager from component managers.
Approvals: This section contains the written approval of the program brief by the members of the portfolio review board or similar group and any other key stakeholders as appropriate.
Program Brief Template
<Insert Program Name>
Program Brief
Program name:
Program sponsor:
Proposed start date:
Proposed end date:
Date prepared:
Revision history:
Business unit:
The Pre-Program Preparations Phase 17
A. PurPoSe
A brief introductory statement defining the purpose of the program brief, such as:
The program brief describes the importance for this program to be part of the organization’s portfolio.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
B. ProGrAM IMPorTAnCe
This section provides a description of the program and why it is important to the organization. It also states why the initiative should be managed as a program rather than as individual projects.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
C. ProGrAM vISIon
This section contains the vision for the program or its end state.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
D. ProGrAM STrATeGIC oBjeCTIveS
This section states the strategic objectives of the program and shows how each objective relates to the organization’s strategic objectives and strategic plan. It shows how these objectives will achieve the program’s vision and describes how this proposed program relates to other programs and projects under way in the organization.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
e. ProGrAM BeneFITS
This section describes the benefits of the program to the organization and how they will be realized through the various program components.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
18 Implementing Program Management: Templates for Success
F. ProGrAM SCoPe AnD CoMPonenTS
This section states the scope of the program in terms of the products, services, and results to be delivered to realize benefits. It also describes what is considered to be outside of the scope of the program.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
G. ASSuMPTIonS AnD ConSTrAInTS
This section describes the assumptions and constraints that are expected to affect the proposed program.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
h. ProGrAM SCheDule
This section presents a high-level schedule of the program’s deliverables and key milestones.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
I. reSourCe requIreMenTS
This section states the resource requirements for the program and notes when they will be required according to the high-level schedule.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
j. rISkS AnD ISSueS
This section presents the possible risks and issues that could affect the program, positively or negatively, that have been identified at the time the program brief is prepared.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
The Pre-Program Preparations Phase 19
k. STAkeholDer ConSIDerATIonS
This section presents a list of those stakeholders that are expected to influence the program, positively or negatively, or have an interest in its outcome.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
l. GovernAnCe requIreMenTS
This section states the governance requirements for the program at the program level and also at the component level.
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
M. APProvAlS
This section contains the approval of the program brief by the members of the portfolio review board and other key stakeholders as required.
SignatureSand date approval obtained
Portfolio review chairperson ____________________________________
Portfolio review board member 1 ____________________________________
Portfolio review board member 2 ____________________________________
Portfolio review board member 3 ____________________________________
Stakeholder 1 ____________________________________
Stakeholder 2 ____________________________________
Stakeholder N ____________________________________
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