Project Proposal
______
Projects Approval Framework Process
Approval Stage 1 – Identify
Project Proposal
Proposal NameProposal Summary
Proposer
Recommendation / That (insert name of relevant decision making body) consider the information provided in this document and a/ agree that the proposal should progress to Stage 2 (Scoping), and b/ identify a suitable Project Sponsor
Version Number / XX
Date of issue / DD/MM/YYYY(The date that the current daft is circulated for comment, or the final version is submitted for approval).
Status / Draft / Final(delete as applicable)
Guidance on completing the Project Proposal is attached at the rear of this form.
Document Purpose:In order to ensure a consistent approach to Project Assurance across the University, all Projects need to pass through the University’s Project Approval Framework process. The process divides the project’s lifecycle into6 Stages. A potential ‘Decision Gateway’ separates each Stage.
Approval Stage 1: Identify, establishes the rationale for a proposed project and demonstrates how it would support delivery of the University’s Strategic Objectives.
The Project Proposal presents this information, and enables the University to decide whether resource should be committed to developing the proposal further.
Visit for a full guide to the Project Approval Framework process.
Contents
1.0 THE PROPOSAL
1.1. The Project Idea
1.2.Key Project Objectives
1.3. Contribution tothe University’s Strategic Objectives
1.4. Key Dependencies
1.5. Stakeholders
1.6Project Approval Category
1.7Additional Information (Optional)
2.0 PROPOSED NEXT STEPS
2.1. Resource required to complete Stage 2: Scoping (& Potentially Stage 3: Plan)
2.2. Timing implications
3.0 REVIEW & DECISION
3.1. Reviewer Comments
3.2. Decision
3.3.Resource Allocation
Appendices
1.0. Document Control
2.0.Questions asked ahead of the next Decision Stage
3.0.Glossary
1 / The Proposal1.1 / The Project Idea
1.2 / Objectives
Identifier / Objective
OBJ-1
OBJ-2
OBJ-3
OBJ-4
OBJ-5
1.3 / Contribution to the University’s Strategic Objectives
Strategic Objective / How the Project Idea contributes
Research & Knowledge Exchange
Teaching, Learning & the Student Experience
Our Falmer Campus
External Engagement
Economic & Social Impact
Professional Services
Sustainable Operating
1.4 / Dependencies
1.5 / Stakeholders
Stakeholder / Interest
1.6 / Project Approval Category
1.7 / Additional Information (Optional)
2 / Proposed Next Steps
2.1 / Resource Required to complete Next Stage
2.2 / Timing Implications
What happens next?
Once you’ve completed your form, please email it to .
Along with the Finance and Legal teams, we’ll review the document. If we have any questions or suggestions, we’ll come back to you. Once everyone has agreed a final version of the document, we’ll make any recommendations that we feel the University should consider when deciding whether to approve the Report.
We’ll then arrange for, and let you know the outcome of, that Decision.
3 / Review & Decision
3.1 / Resource & Responsibilities
Finance Comments
Finance Reviewer Name:Date:
Procurement Comments
Procurement Reviewer Name:Date:
Estates Comments
Estates Reviewer Name:Date:
Project Services Comments
Project Services Recommendation
Project Services Reviewer Name:Date:
3.2 / DecisionTo be completed by the secretariat of the relevant Decision Making Body following the review of this document.
Decision / Yes/NoApproval to proceed to next Stage / Yes/No
Request for further information. / Yes/No
Rejection / Yes/No
Other (please specify below) / Yes/No
Project Approval Category Agreed
Further comment / clarification (where relevant)
3.3 / Resource Allocation
For projects granted approval to proceed, please identify a Sponsor who will oversee future project Stages on behalf of the University. If projects require funding to progress, please confirm the value and source of funding approved.
SponsorFunding Approved
What happens next?
Once the Decision Form has been completed, please email it to .
We’ll update the proposer on the decision.
Depending on the decision, we’ll arrange for any additional information to be provided or contact the nominated Sponsor to help them identify the Team that can progress the project.
Appendix 1
Version Control
Version / Date / Changes Made / Author/ Editor/ Approval0.1
Appendix 2
Questions asked ahead of the next Decision Stage
Question / Project ScaleMajor / Mid / Minor
Strategic Case
Organisational Overview / /
Organisational Needs / /
Objectives / / /
Benefits / / /
Scope / / /
Contribution to the University’s Strategic Objectives / / /
Contribution to wider Strategies / /
Constraints / / /
Dependencies / / /
Risks / / /
Service Requirements / /
Economic Case
Initial Option Assessment / / /
Shortlisted Options /
Delivery Arrangements /
Preferred Option / /
Commercial Case
Procurement Route / /
Financial Case
Funding & Affordability /
Financial Implications /
Management Case
Project Management Arrangements / /
Project Plan / /
Business Assurance Arrangements /
Benefits Realisation Monitoring /
Risk Management /
Post Project Evaluation / /
Contingency Plans /
Stakeholders / /
Stage 2 Resource Requirements, Responsibilities & Plan /
Appendix 3
Glossary
The following Glossary summarises some of the terms used in this template. If anything is missing or still unclear, contact and we’ll be glad to help.
Affordability: Affordability relates to whether it is feasible for the University to meet the initial costs or longer term financial implications of a project proposal.
Assessment Criteria: In a project context, Assessment Criteria are most often used to compare different project or procurement options. In most instances, Assessment Criteria will comprise a mixture of Quality and Cost implications against which options can be scored, with weightings designed to reflect the relative importance of different considerations.
Assumptions: In a Project context, Assumptions are often described as ‘low level risks’ - things beyond the direct influence of the project that have potential to impact on a project’s success – but only to a minor extent.
Benefits: Benefits are positive project outcomes that can be measured. E.g., Student satisfaction with lecture facilities improved by 23% / Provision of new Projector meeting school requirements.
Constraints: Fixed parameters within which the Project needs to be delivered. Constraints can relate to both resource (time, budget etc) and quality (for example, minimum statutory standards).
Critical Success Factors: Critical Success Factors are quality standards that the Project Output must achieve in order to meet Project Objectives. The MoSCoW process - which essentially sorts project requirements into categories of Must Have, Should Have, Could Have and Won’t Have (or Would Like) - is a helpful way for the Project Team to prioritise project requirements.
Financial Needs / Financial Implications: The Financial Needs of a Project refers to the financial resource required to deliver the project. Financial Implications of a Project include potential savings or ongoing maintenance requirements (etc) resulting from the change created by the Project.
Output: A thing created during the course of the Project to achieve Project Objectives - for example, the Output of a new café facility may achieve the objective of giving staff and students a place to meet and get a coffee. The term is interchangeable with Specialist Product and Deliverable, but not Product. (As well as Specialist Products, which are Outputs, Products include Project Management tools created during the course of the project – which are not).
Project Team: The core group tasked with delivering the project on behalf of the Sponsor, the Project Team includes the Project Board, Project Manager and any Project Support.
Risks: Risks are aspects outside the Project Team’s direct control that have potential to negatively (or positively) impact on Project success. The Project Team manage risk by identifying, quantifying and as far as possible developing mitigating strategies to minimise possible issues.
Scope: Establishing the Scope of the Project involves clarifying what the Project needs to achieve and how that work will be achieved. Establishing clarity of scope at project outset ensures the project stays focussed on its core objectives (and avoids scope drift).
Value for Money: Establishing a Project’s Value for Money involves comparing the values and costs of the existing situation and the change targeted by a project. Where possible, targeted benefits (and implications of maintaining the status quo) are monetised and assessed alongside cash-flow considerations such as the cost of putting a Project Team together.
Guidance on completing the Project Proposal
Front Sheet
Proposal Name: A suitable name for your proposal – ideally something that indicates what the proposal aims to achieve / deliver, and is unlikely to be confused with anything else.
Proposal Summary:Provide a couple of lines explaining what your proposal aims to achieve and why.
Proposer: The name of the person proposing the project and completing the document. Anyone can suggest a project idea, but project proposals should be submitted by Heads of School / Directors of Professional Services Departments.
Recommendation: Insert the name of relevant decision making body. This will depend on the nature and scale of your project. If you are unsure, contact Project Services for advice.
Version Number: Each time a draft of the document is shared and then updated, changes made should be summarised in Appendix 1, and the document’s version number should be updated. This ensures everyone is always referring to the latest draft and can easily check where changes have been made.
Date of issue: The date that the current daft is circulated for comment, or the final version is submitted for approval.
Status: Delete as applicable.
Main Document
1.0: THE PROPOSAL
1.1: The Project Idea: Briefly explain your project idea and why it is needed. This section should be kept to a maximum of 200 words.
1.2: Key Project Objectives: List the Objectives that the Project wants to achieve. Objectives (sometimes called Goals or Aims) are specific things that the University wants to achieve, and can be Outputs, Outcomes or Benefits.
1.3: Contribution to the University’s Strategic Objectives: Provide a quick summary of how the Project idea would contribute towards each of the University’s ‘Making the Future 2013-18’ Strategic Objectives (listed below). (Write N/A against any Objectives that are not relevant to the Proposal).
1.4: Key Dependencies: In this context, Dependencies refers to external dependencies - things beyond the project’s scope that nonetheless have a direct relationship in terms of enabling success. For example, a project to provide a new building may be dependent on successful completion of a Masterplan project, and in turn be key to enabling a future project – such as expansion of library facilities.
1.5: Stakeholders: Please provide details of the potential Project Stakeholders, and their likely interest in the Project. Stakeholders are people or groups with an interest in a project and can include Suppliers (people who provide things delivered by the project), Customers (people who will benefit from or be impacted by the change created by the project), Influencers (People outside the project who could nonetheless inform or influence it), and Governance (people inside or outside the University who make decisions or oversee regulations relevant to the project).
1.6: Project Approval Category:To keep things as simple as possible whilst ensuring all projects have an appropriate level of Assurance, the University divides projects into 4 approval categories, depending on considerations such as financial value and complexity. The table below is intended to help you identify which approval category your project is likely to fall within. If you need help identifying the most appropriate scale category for your project, the Project Services Team will be happy to help.
1.7: Additional Information (Optional): If there is anything else you feel may aid the decision making process at this stage, please add it here.
2.0: PROPOSED NEXT STEPS:
If this Project Proposal is approved, resource will be allocated to develop the Proposal further. For Major Scale projects, the next step will be to complete the second Approval Framework Stage: Scoping, and prepare a Strategic Outline Case for approval to progress to Stage 3. Mid-Tier and Minor Scale Projects will complete Stage 2 and Stage 3 (Plan) before the next formal Approval is required.
The information in the following section helps the Project Decision Makers understand what work they will be committing to if they approve this Proposal.
2.1: Resource required to complete Stage 2: Scoping (& potentially Stage 3: Plan). Explain what resource will be required to answer the questions asked at the next Decision Stage (listed in Appendix 2). Include details of who will undertake the work, how long it is likely to take and whether any costs are likely to be incurred. If you need any help please contact the Project Services Team.
2.2: Timing implications. Provide details of any time implications of your project – for example dates that statutory requirements come into effect, or closing dates for funding opportunities. If there are no Timing Implications, put N/A.