Project Application Documents Process

Overview

This skill guides the creation of three key project application documents:

1. Project Application Form (立项申请表)
2. Project Application Report (立项申请报告)
3. Investment Budget Detail (投资预算明细表)

When to Invoke

Invoke this skill when:

• User needs to create project application documents
• User asks for help with project application form
• User needs to write project application report
• User needs to prepare investment budget details
• User is working on project initiation phase

Input Documents Required

Before starting, ensure these documents are available:

• Project Charter (SYS-PI-PC-000)
• Business Case Summary Report (SYS-PI-BC-014)
• Preliminary Solution Document

Process Steps

Step 1: Create Project Application Form

Document: SYS-PI-PA-001 Owner: Product Manager Time: 0.5 days

Key Sections:

1. Project Basic Information

   • Project Name: System System Basic Platform Project
   • Project Code: SYS-2026-001
   • Project Type: System Construction
   • Duration: 18 months

2. Project Organization

   • Project Sponsor: VP Wu
   • Project Manager: Manager Zhang
   • Technical Lead: CTO Zhou
   • Business Lead: Director Zhang

3. Application Justification

   • Business Background (4 pain points)
   • Project Necessity (business/technical/strategic needs)
   • Risks of Not Implementing

4. Project Objectives

   • Overall Goal: Build unified basic platform
   • 5 Specific Objectives with measurable KPIs
   • 4 Expected Deliverables

5. Investment Budget

   • Total: 4.6992 million RMB
   • Annual Distribution
   • Funding Source

6. Expected Benefits

   • Financial: ROI 231.9%, NPV 6.2399M, IRR 60.3%
   • Non-financial benefits

7. Project Milestones

   • 6 key milestones with dates

8. Risk Assessment

   • Main risks and mitigation measures

Completion Criteria:

• [ ] All project information accurate
• [ ] Justification sufficient
• [ ] Objectives measurable
• [ ] Budget data accurate
• [ ] Benefit analysis reasonable

Step 2: Create Project Application Report

Document: SYS-PI-PA-002 Owner: Product Manager Time: 1.5 days

Key Sections:

1. Project Background

   • Business background (4 challenges)
   • Current situation analysis
   • Project necessity

2. Construction Content

   • Construction goals
   • 5 Functional Modules:
     • User Center (P0)
     • Permission Management (P0)
     • Organization Structure (P1)
     • Data Dictionary (P1)
     • System Monitoring (P1)
   • Non-functional Requirements
   • Project Scope

3. Technical Solution

   • Technical Architecture (4 layers)
   • Core Technology Stack
   • Key Technologies (SSO, RBAC, Microservices)
   • System Integration

4. Implementation Plan

   • Project Milestones
   • Detailed Plan (5 phases)
   • Team Configuration (10 people)
   • Risk Management

5. Investment Budget

   • Budget Overview
   • Development Cost Details
   • Operation Cost Details
   • Other Cost Details
   • Annual Investment Plan

6. Expected Benefits Analysis

   • Benefits Overview
   • Direct Benefits (3.5871M)
   • Indirect Benefits (5.109M)
   • Strategic Benefits (6.9M)
   • Financial Indicators
   • Industry Comparison

7. Risk Analysis

   • Risk Identification (6 types)
   • Risk Assessment
   • Risk Response
   • Risk Monitoring

8. Conclusion and Recommendations

   • Feasibility Conclusion
   • Investment Recommendation
   • Implementation Suggestions
   • Next Actions

Completion Criteria:

• [ ] Content complete and logical
• [ ] Data accurate with reliable sources
• [ ] Solution feasible with controllable risks
• [ ] Conclusion clear with feasible recommendations

Step 3: Create Investment Budget Detail

Document: SYS-PI-PA-003 Owner: Financial Manager Time: 1 day

Key Sections:

1. Development Cost Details (2.2903M)

   • Human Resources (1.8322M)
   • Software/Tools (0.229M)
   • Test Environment (0.1145M)
   • Risk Reserve (0.1145M)

2. Operation Cost Details (1.9143M, 3 years)

   • Human Resources (1.1486M)
   • Cloud Resources (0.4786M)
   • Software License (0.1914M)
   • Other Costs (0.0957M)

3. Other Cost Details (0.4946M)

   • Training (0.24M)
   • Data Migration (0.12M)
   • Project Management (0.0846M)
   • Other Expenses (0.05M)

4. Annual Investment Plan

   • 2026: 2.8M
   • 2027: 1.2M
   • 2028: 0.6992M

5. Funding Source

   • Annual IT Budget

6. Budget Review

   • Preparation Review
   • Financial Review
   • Approval Signature

Completion Criteria:

• [ ] Cost classification clear
• [ ] Calculation accurate
• [ ] Annual distribution reasonable
• [ ] Funding source clear

Output Documents

No.	Document Name	Document Code	Owner	Status
1	Project Application Form	SYS-PI-PA-001	Product Manager	⏳ Pending
2	Project Application Report	SYS-PI-PA-002	Product Manager	⏳ Pending
3	Investment Budget Detail	SYS-PI-PA-003	Financial Manager	⏳ Pending

Document Standards

Format Requirements

• All documents use Markdown format
• Document codes follow SYS-PI-PA-XXX rule
• Documents must be reviewed and signed

Review Process

1. Self-check by author
2. Review by Project Manager
3. Issue fixing
4. Final confirmation and signature

Time Requirements

Task	Time Required
Project Application Form	0.5 work days
Project Application Report	1.5 work days
Investment Budget Detail	1 work day
Total	3 work days

Review Checklist

Before marking complete, verify:

• [ ] All three documents created
• [ ] All documents reviewed and approved
• [ ] Document codes correct
• [ ] Signatures complete
• [ ] Files saved to correct location

Common Issues

1. Inconsistent Data: Ensure budget numbers match business case
2. Missing Signatures: Don't forget approval signatures
3. Wrong Document Codes: Follow SYS-PI-PA-XXX format
4. Incomplete Content: Check all required sections are filled

References

• Project Charter: SYS-PI-PC-000
• Business Case Summary: SYS-PI-BC-014
• Process Standard: project-application-documents-process.md

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Backup Location: 03-skills/project-application-documents-skill.md
Original Location: .trae/skills/project-application-documents-process/SKILL.md
Created: 2026-03-13
Version: 1.0