Definitions and Guidance
Definitions
Term | Definition |
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Benefits Profile | The purpose of a benefits profile is to describe the benefit in more detail, define the uplift and articulate how management plan to measure and report on its progress. A Benefits Profile guide is available to assist with completion of the Benefits Profile template. |
Business Case | A well-structured document outlining the purpose, scope and justification/s for undertaking a project or program (including its strategic significance and alignment, and the quality and magnitude of potential benefits), and the time, cost, resources, effort, approach and controls that will be required and adopted to deliver the planned outputs and outcomes, manage associated changes and realise the planned benefits. |
Executive Sponsor | The Executive Sponsor is a USET member who champions the project/program and is the primary link between the project and the USET. The USET determines which projects and programs will have Executive Sponsors and nominates the Executive Sponsor. |
Portfolio of Projects and Programs | A Portfolio of Projects and Programs comprises all project proposals, projects and programs at a point in time. The portfolio of projects and programs could be defined at UQ level (UQ-wide portfolio), at divisional level or at functional level. |
Project | A Project is a temporary venture comprising a set of approved, coordinated and controlled activities designed and undertaken to deliver planned outputs, outcomes and benefits. For a project to be recognised, it must:
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Program | A Program comprises two or more projects and associated work that have common or overlapping objectives, outputs, outcomes and benefits. A program facilitates better management of projects interdependencies, changes, issues, risks, resources and benefits. For clarity, this definition excludes academic programs (courses). |
Project/Program Manager | Project/Program Managers propose and determine, in conjunction with the Project Owner and the Project Sponsor (or Steering Committee, if established), the best approach to implement the business case in collaboration with key stakeholders and within approved tolerances to realise the planned benefits. Accountable to the Project Sponsor (or Steering Committee, if established) via the Project Owner, they have overall responsibility for the successful planning and delivery of the project as per approved success criteria and risk thresholds. Project/Program Managers are responsible for:
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Project/Program Owner | The Project/Program Owner owns the business case and is accountable for the planning, execution and delivery of the project/program and planned benefits, and demonstrating proper and authorised use of funds and resources. Project/program ownership is determined by the primary objective/s of the project/program. The project/program owner is responsible for:
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Project/Program Sponsor | The Project/Program Sponsor is accountable for overseeing that the project/program is properly planned, resourced and implemented to deliver planned benefits. The project sponsor is an active leader within the program/project and is held by a senior leader (an appropriate direct report to a USET member) within the University. The project/program sponsor is responsible for:
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Proposal | A Proposal outlines a concept that has the potential to add net value to UQ if it is implemented. The concept may provide, amongst other benefits, a solution to an existing problem, enhanced capabilities or capacity, and/or the strategy to realise an opportunity. |
Steering Committee | The project/program Steering Committee comprises a diverse (preferably cross-functional) group of individuals with appropriate experience, skills, capabilities, attributes and attitude to provide effective leadership, oversight and direction to the project/program. Steering committees are mandatory for projects/programs over $10 million. The USET or VC may direct other projects/programs below $10 million to have properly constituted steering committees. The size and composition of the steering committee will depend on the strategic significance of the project/program, its impact and risk profile. All steering committees will have a duly approved Terms of Reference. Steering committees are responsible for:
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Value | Refers to the financial and non-financial benefits that contribute positively to UQ’s strategic objectives, focus areas and priorities. In the context of programs and projects, benefits are the measurable enhancements or advantages to an organisation, given its vision, mission, values, objectives and strategies. Benefits generally result from the delivery of outputs, outcomes and consequential changes from projects and programs. |
Benefits Profile Guidance
Benefit profiles should be prepared for each benefit that underpins a project/program approved business case.
The purpose of the benefit profile is to describe the benefit in more detail, define the uplift and articulate how the project/program will measure and report on its progress.
Each benefit profile will provide governing bodies with the following:
- Description of the improvement to UQ upon realisation
- Identification of individuals and positions responsible and accountable for delivery of the benefit
- Clarity of outputs and outcomes required to enable the benefit.
- Benefit measurement and reporting
This guide is to be used to assist in the completion of the Benefit Profile template.
BENEFIT DETAILS
Field Name | Field Description |
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Benefit Title | Brief title of benefit being provided |
Benefit Type | The type of benefit that UQ will realise
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Benefit ID | Provided by IT PMO. e.g. PROJ_VRT_00000_BFT_01_01 |
Project Number | Generated by ProTRAC. e.g. PROJ_VRT_00000 |
Primary Classification |
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Secondary Classification |
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Profile Completed By (Position and Name) | Position and Name of the individual who has responsibility for completing the profile |
Benefit Priority (prioritised by Governing Body) | The priority (1-5) of the benefit as prioritised by the governing body. 1 (high) - 5 (low). This may be used to inform scope decisions during the course of the initiative etc. |
Planned Delivery Date | Date the benefit is expected to be realised. |
Financial Benefit | The quantified financial benefit expected upon successful realisation of the benefit. |
Person Responsible for Realising Benefit | Position and name of the individual responsible for realising the benefit e.g. Bert Smith, Project Manager |
Person Accountable for Realising Benefit | Position and name of individual accountable for realising the benefit. E.g. Ernie Doe, Division Director |
BENEFIT DESCRIPTION
Field Name | Field Description/Guidance |
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Benefit Description | Brief summary of the benefit that showcases why this initiative is attractive, meets business objectives and and how it can provide a step-change for UQ. |
Strategic Alignment | Briefly describe how this benefit profile is linked to UQ's Strategic Plan 2022-2025. |
Beneficiaries | List the beneficiaries who will be impacted once realisation has occurred. Indicate those stakeholders who will benefit from the improvement or be affected adversely by a disbenefit). |
Dis-benefits | A disadvantage as a result of pursuing the benefit. |
BENEFIT MEASUREMENT AND TRACKING (measurements should be unique to each profile)
Field Name | Field Description/Guidance |
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Benefit measure/indicator | Description of the measurement. |
Baseline | The current state/starting value from which measurement will commence |
Target Value / Planned Improvement | The future state/target value expected upon realisation of the benefit |
Due Date for Improvement | Target date when improvement can be expected |
Tracking - Frequency | The frequency of how progress will be tracked. |
Tracking - Responsibility | Individual responsible for tracking progress of the benefit |
STRATEGIC CONTRIBUTION
Field Name | Field Description/Guidance |
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UQ Strategic Objectives / USET Level KPI | UQ Strategic Plan 2022-2025 / USET Level KPI or Division/Department. |
Baseline | The current state/starting value from which measurement will commence |
Planned Improvement to Objective or KPI | The future state/target value expected upon realisation of the benefit |
Due Date for Improvement | Target date when improvement can be expected |
ESSENTIAL OUTPUTS, CAPABILITIES and OUTCOMES TO REALISE BENEFIT
Field Name | Field Description/Guidance |
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Output / Capability / Outcome Description | Are there any prerequisites for realising the benefits? Describe the output / capability / outcome that is required to realise the benefit. Without these established, the benefit won't be capable of realisation. |
Due Date for Delivery | Provide the date of when the output / capability / outcome is due for delivery. |
Person Responsible for Delivery | Individual and position of responsible officer providing requirement. |
Project Ref (If applicable) | Provide the project phase and/or project reference ID if dependency outside this initiative is required. |
ENABLING CHANGES REQUIRED TO REALISE BENEFIT
Field Name | Field Description/Guidance |
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Nature and Magnitude of Change Required | Briefly describe the nature and magnitude of the change required to realise the benefits. e.g. System delivery, process training, policy etc. |
Change Management Strategy | Make reference to the Change Management Strategy artefact that provides detail on how the change will be executed. |
Person Responsible for Change Mangement | Identify the person who is responsible for the change. If this is a project role, provide a secondary name of an individual within operations who will take carriage of the change requirements to realise the benefits. |
RISKS TO REALISING THIS BENEFIT
Field Name | Field Description/Guidance |
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Risk to realising benefit | Briefly describe the risks that could prevent the benefit from being realised. |
Level of Risk (Extreme, High, Medium, Low) | Refer to ERMF |
Controls to Manage the Risk | Briefly desribe the controls in place |
Person Responsible for Managing Risk | Individual and position of responsible officer providing requirement. |
REVIEWS and REPORTING TO CONFIRM BENEFITS REALISATION
Field Name | Field Description/Guidance |
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Review Date / Cycle | Dates when formal review of the benefit profiled will take place |
Review Objective and Scope | The objective and scope of the review and how outputs and outcomes to date are contributing to the benefit to be realised. |
Reviewer Name and Position | Name and position of individual responsible for undertaking the review. |
Document and Records Management Guidance
Project documentation should be managed, stored and archived. The principles for determining what is a project/program record and how it should be stored are available in the pages Importance of Record Keeping and Where to store your files and information.
For further information about storing project/program records contact IT Support.
Vital, high risk and high value projects/programs are required to save their records in TRIM, the University's corporate records management system. Visit the Managing Project & Program Records in TRIM page for further assistance in setting up these records.
The approved list of core project artefacts required to be stored beyond the life of the project are listed below:
Project Stage | Project Artefacts (including by not limited to) |
Project Proposal |
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Business Case |
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Project Management Plan |
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Execution |
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Closure |
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Benefits Realisation |
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Other |
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