This video explains what Project Information Requirements (PIR) are and why they matter in ISO 19650. The written guide below covers how the PIR translates high-level organisational goals into project-specific information needs, why different projects require different decision points and data, and how structured templates and milestone-driven planning make PIR creation practical and repeatable.
Why project information requirements connect strategy to delivery
Every project exists to serve the goals of the organisation behind it. But between the high-level strategic priorities captured in the Organizational Information Requirements (OIR) and the specific deliverables that teams produce day to day, there is a critical gap that needs to be bridged. The Project Information Requirements fill that gap. The PIR defines what information is needed at each stage of a specific project to support the key decisions, approvals, and milestones that determine whether the project progresses, changes direction, or stops entirely. Without a clear PIR, teams produce information without knowing whether it actually supports the decisions the project needs to make, and project leaders are left making critical choices without the data they need.
What makes the PIR different from the OIR is specificity. The OIR asks what information the organisation needs across all its projects and assets. The PIR asks what information this particular project needs, at which stages, and for which decisions. A zoo building a new enclosure needs information at design stage about habitat dimensions, environmental controls, and visitor safety barriers. At procurement stage, the decisions shift to material sourcing, specialist contractor selection, and regulatory permits. At handover, the focus moves to operational readiness, maintenance schedules, and animal welfare compliance. A casino fit-out project has a completely different set of decision points, focusing on security system approvals, gaming equipment certification, and regulatory compliance at each stage. The PIR captures these project-specific needs so that every piece of information delivered has a clear purpose tied to a real decision.
The PIR also connects directly to the Asset Information Requirements (AIR) and the Exchange Information Requirements (EIR). Together with the AIR, the PIR feeds into the EIR, which specifies exactly what information must be exchanged between parties, in what format, and at which milestones. This hierarchy ensures traceability from the organisation’s strategic goals all the way down to specific deliverables. Every requirement in the EIR can be traced back through the PIR and OIR to a genuine business need, which gives the requirements legitimacy and helps tendering parties understand not just what is being asked, but why it matters. Using structured templates to define the PIR ensures that the right questions are asked consistently across projects, reducing the risk of missing critical decision points or duplicating effort.
How to define and manage project information requirements
- Identify the key decision points in the project – Map out the major decisions that will be made at each project stage, from feasibility and design reviews through to procurement, construction, commissioning, and handover. Each decision point defines where specific information must be available.
- Connect each decision to its information need – For every key decision, define what information is required to make it. Design approvals need spatial data and compliance checks. Contractor appointments need cost, programme, and capability information. Handover decisions need verified asset data and maintenance documentation.
- Align the PIR with the OIR – Ensure that every project-level information requirement traces back to a genuine organisational need defined in the OIR. If the organisation prioritises sustainability, the PIR should include energy performance data at design review stages. If cost control is the priority, the PIR should capture budget variance data at each milestone.
- Define information delivery milestones – Specify when each piece of information must be delivered, aligning with the project programme and the Master Information Delivery Plan (MIDP) so that data arrives in time to support the decisions it is meant to inform.
- Structure requirements in the scope module – Capture each PIR item as a structured requirement in the scope module, with clear ownership, delivery dates, and verification criteria so that nothing falls through the gaps.
- Use PIR templates for consistency – Start from a PIR template that captures the standard decision points and information needs, then tailor it to the specific project context rather than starting from scratch each time.
- Feed the PIR into the EIR – Combine the PIR with the AIR to produce the complete Exchange Information Requirements, ensuring that every exchange deliverable traces back to a real project or asset need.
What you’ll learn
- What a PIR is – How Project Information Requirements define the specific information needed at each stage of a project to support key decisions, approvals, and milestones.
- Why every project’s PIR is different – How a zoo, casino, hospital, or school each have fundamentally different decision points and information needs based on their project type, regulatory environment, and operational priorities.
- The connection between OIR, PIR, and EIR – How the PIR bridges the gap between high-level organisational strategy and specific project deliverables, creating a traceable chain from business need to exchange requirement.
- Milestone-driven information planning – How tying information requirements to specific decision points and project milestones ensures that data is delivered when it is actually needed, not just at the end of the project.
- Templates and structured workflows – How ready-made PIR templates with guided questions and smart field automation help teams define project requirements faster and more consistently across multiple projects.
Common questions
What is the difference between the PIR and the OIR?
The OIR defines the high-level strategic information the organisation needs across all its projects and assets. The PIR narrows that focus to a specific project, defining what information is needed at each stage to support the key decisions that determine whether the project progresses. The OIR sets the organisational direction, and the PIR translates that into project-specific requirements tied to real milestones and decision points. For example, the OIR might state that regulatory compliance data is a priority, while the PIR specifies that building permit documentation must be available before the design approval milestone.
How does the PIR relate to the EIR?
The PIR and the AIR together feed into the EIR. The PIR defines what project-specific information is needed and when, the AIR defines what asset-related information is needed for long-term management, and the EIR combines both into a single set of exchange requirements that specifies exactly what must be delivered by appointed parties, in what format, and at which milestones. This ensures that every exchange requirement traces back to a genuine project or organisational need.
When should the PIR be defined?
The PIR should be defined during the assessment and need stage, before the invitation to tender is issued. Defining the PIR early ensures that tendering parties understand what information they will need to deliver and at which stages, leading to more accurate bids and fewer surprises during project delivery. The PIR can be refined as the project evolves, but the core decision points and information needs should be established before any work begins.
Can the same PIR template be reused across projects?
A standardised PIR template can be used as a starting point, especially for organisations that deliver similar types of projects repeatedly. For example, a hospital trust building multiple clinical facilities will have consistent decision points around clinical space, infection control, and medical equipment. The template captures these common requirements, and teams then tailor it to the specifics of each project. Importing templates across projects makes this reuse straightforward and ensures consistency without starting from scratch.
Explore further
- PIR: Project Information Requirements – The full expert course lesson with detailed walkthroughs and practical examples.
- EIR, PIR, and BEP documents with Plannerly – How the complete set of information requirement documents connects and can be managed from templates.
- ISO 19650 concepts and workflows – The full help centre collection covering how each component of ISO 19650 works together.
- ISO 19650 templates localised – How ready-made templates in multiple languages help teams get started with PIR, OIR, AIR, and EIR creation.