AI Project Brief Template
A one-page project brief template that captures the essential information needed to kick off an AI project. Ensures business and technical teams are aligned on objectives, scope, constraints, and success criteria before work begins.
Overview
What's included
Project Overview
Project Overview
Project name: Project code: Date: Author: Version:
Problem Statement
What problem are we solving? (2-3 sentences, written for a non-technical audience)
Proposed Solution
How will AI address this problem? (2-3 sentences at a high level)
Business Context
- Strategic priority this supports:
- Current cost of the problem: £ /year (or hrs/week)
- Expected benefit: £ /year (or % improvement)
- Urgency: Low / Medium / High / Critical
Objectives (SMART)
Success Criteria
How will we know this project succeeded?
| Criterion | Target | Measurement Method |
|---|---|---|
Scope & Constraints
Scope & Constraints
In Scope
Out of Scope
Constraints
| Constraint Type | Detail |
|---|---|
| Budget | £ total; £ approved for Phase 1 |
| Timeline | Must deliver MVP by |
| Technology | Must integrate with |
| Regulatory | Must comply with |
| Data | Limited to data sources |
Assumptions
Dependencies
| Dependency | Owner | Status | Impact if Delayed |
|---|---|---|---|
Stakeholders & RACI
Stakeholders & RACI
Key Stakeholders
| Name | Role | Interest | Influence |
|---|---|---|---|
| Executive Sponsor | High | High | |
| Project Lead | High | High | |
| Technical Lead | High | Medium | |
| Business Owner | High | Medium | |
| Data Owner | Medium | Medium | |
| End User Representative | Medium | Low |
RACI Matrix
R = Responsible, A = Accountable, C = Consulted, I = Informed
| Activity | Sponsor | Project Lead | Tech Lead | Business Owner | Data Owner |
|---|---|---|---|---|---|
| Define requirements | I | R | C | A | C |
| Data preparation | I | A | C | I | R |
| Model development | I | A | R | C | C |
| Testing & validation | I | A | R | R | C |
| Deployment | I | A | R | I | C |
| Go/No-go decision | A | R | C | C | I |
| Post-launch monitoring | I | R | R | C | C |
Timeline & Milestones
Timeline & Milestones
Project start date: Target completion date:
Milestone Plan
| # | Milestone | Target Date | Owner | Status |
|---|---|---|---|---|
| 1 | Project kick-off | Not started | ||
| 2 | Requirements sign-off | Not started | ||
| 3 | Data preparation complete | Not started | ||
| 4 | Model v1 ready for testing | Not started | ||
| 5 | User acceptance testing | Not started | ||
| 6 | Go/No-go decision | Not started | ||
| 7 | Production deployment | Not started | ||
| 8 | Post-launch review (4 weeks) | Not started |
Approvals
| Role | Name | Signature | Date |
|---|---|---|---|
| Executive Sponsor | |||
| Project Lead | |||
| Technical Lead | |||
| Business Owner |
Instructions
How to use this template
Start with the problem, not the solution
Write the problem statement first. If you cannot articulate the problem clearly, the project is not ready to start.
Define scope boundaries explicitly
List what is out of scope as clearly as what is in scope. This prevents scope creep and manages expectations.
Agree on success criteria upfront
Define measurable targets before the project starts. This avoids moving goalposts and ensures objective evaluation.
Get formal sign-off
Circulate the brief to all stakeholders and get written approval before starting. This creates accountability and shared ownership.
Watch Out
Common mistakes to avoid
FAQ
Frequently asked questions
Aim for 2-4 pages. The brief should be concise enough that every stakeholder will read it. Detailed specifications belong in separate requirements documents.
The business case justifies why the project should be funded (ROI, strategic value). The project brief defines what will be delivered and how. The business case comes first; the brief comes after approval.
Not for every small experiment, but yes for any initiative that requires more than one person or more than two weeks of effort. Even a lightweight one-page brief prevents misalignment.
Use a change request process: document the requested change, assess its impact on timeline and budget, get approval from the project sponsor, and update the brief accordingly.
The project lead or business analyst, with input from the technical lead and business owner. The executive sponsor reviews and approves it.
Need a custom AI template?
Our team can build tailored templates for your specific business needs. Book a free strategy call.