In Step 0, the predominate IPMC process group is Initiating. (See Appendix B for a detailed discussion of the Initiating process group.) The purpose of Concept Definition is to evaluate projects proposed for the next planning cycle and to reach consensus from the EIB or the appropriate senior leadership to proceed with the project. During this phase in the IPMC Project Management approach, it is important to have a clear understanding of the problem that needs to be solved and how solving that problem supports a strategic objective of the Department.

The Project Concept Paper defines the project’s reason for being and ensures the project is consistent with the organizational business plan. It defines a high-level approach and other top-level planning information. Ideally, the information contained in the Concept Paper provides management with the information necessary to decide if the project can be supported. The Concept paper should not be a collection of product or process deliverables, but it should define what is to be done, why it is to be done, and what business value it will provide to the when the project is completed.

New IT projects/initiatives require submission of Concept Papers and acceptance of the Concept Papers at a Project Initiation Milestone 0 Review. Each paper is meant to be a high-level, conceptual description of new proposed projects that broadly identify project goals and benefits. Once the Concept Paper is submitted, a Milestone 0 review will be scheduled with the Enterprise Information Board (EIB). A decision to proceed by the EIB authorizes the submitting office to prepare a “planning” or “full acquisition” Capital Asset Plan and Business Case (OMB Exhibit 300).

If a new IT project/initiative is not approved during the Milestone 0 review, the originating office will have 14 calendar days to reschedule and conduct the review. Rescheduling a review will not postpone the date for completion of the OMB Exhibit 300 in Capital Asset Management System (CAMS). The results of all Milestone 0 reviews will be reported to the Strategic Management Council. A sample Concept Paper can be found in the Appendix.

The primary task of the concept definition step is the “initiating” or “chartering” of the project . The PM documents produced during concept definition serve as the equivalent of what IPMC would call a project charter. The project charter process at the has several steps and incorporates several organizational-specific documents. These include the Concept Paper, Milestone 0 Review Briefing, and the Milestone 0 Decision memo. Combined, these documents:

▲    identify the business need for the project,

▲    give the Project Sponsor, Business Sponsor, and/or Project Manager (if one has been assigned to the project yet) the authority to expend resources necessary to lead the project into the next phase or step in the life cycle,

▲    describe the project,

▲    provide a mapping of the project goals to the enterprise goals, and

▲    provide a high-level discussion of the project’s work breakdown structure, schedule, major risks, benefits, critical success factors, acquisition strategy, IT security, and order of magnitude life cycle cost estimates.

A  project is considered to be “chartered” once these three artifacts exist and the project has been received Milestone 0 approval from the governing bodies or appropriate senior management.

Milestone 0: Project Initiation Approval

Milestone 0 is intended to have the Project Sponsor, Business Sponsor, or Project Manager address the basic areas necessary to warrant project initiation approval. It does not presume any significant prior investment in analysis (either business or technical), concept or requirements definition or design; rather, it seeks answers to these most basic questions even before committing to that level of investment. The Project Manager should have a clear understanding of the problem that needs to be solved and how solving that problem supports a strategic objective of the Department. Based on a successful Milestone 0 review, the Project Manager will be authorized to expend the resources necessary to establish the project’s business case and prepare for the project’s Milestone I review.