Based on AXELOS PRINCE2® material. Material is reproduced under licence from AXELOS Limited. All rights reserved. PRINCE2® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved. AXELOS® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.
The Swirl logo™ is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved. Copyright 2014, Simplilearn, All rights reserved.
Lesson 13—Directing a Project Process
PRINCE2
®
Foundation
● Identify who is responsible for the Directing a Project process ● State the purpose and objective of Directing a Project process
● Identify and describe the activities in the Directing a Project process
Objectives
After completing this lesson, you will be able to:
According to PRINCE2® methodology, the Project Board is responsible for making all the decisions in the project.
● Depending on the size and complexity of the project, the Project Board can control the project
formally via written reports and a signed stage approval.
● The Project Board can also exercise control informally by verbal communication of information and
decisions.
The purpose of the Directing a Project process is to enable the Project Board to be accountable for the project’s success by making key decisions and exercising overall control while delegating day-to-day management of the project to the Project Manager.[1]
Objective of Directing a Project
The objective is to ensure that:● there is authority to initiate the project and deliver the
project’s products;
● management direction and control are provided throughout
the project’s life, and the project remains viable throughout its life;
● corporate or programme management has an interface to the
project; and
Directing a Project—Overview
Directing Project activities are Project Board oriented. It comprises the following activities:
Directing a Project—Activities
● Authorise initiation ● Authorise the project
● Authorise a Stage or Exception Plan ● Give ad-hoc direction
While authorising the initiation, the Project Board performs the following actions:
● Reviews and approves the Project Brief and the Project Product Description ● Confirms the customer’s quality expectations and the acceptance criteria ● Verifies that the outline Business Case demonstrates a viable project ● Reviews and approves the Stage Plan for the initiation stage
● Obtains or commits the resources needed by the Stage Plan for the initiation stage ● Informs all stakeholders and the host locations that the project is being initiated ● Authorises the Project Manager to proceed with the initiation stage
The following is the activity summary of Authorise Initiation:
Authorise Initiation
Figure 13.2. Authorise initiation: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.
The second activity that is performed during Directing a Project is to authorise the project.
● The Project Manager requests for authorisation to deliver the project.
● The Project Board must confirm that an adequate and suitable Business Case exists and that it
demonstrates a viable project.
● If the project is not authorised by the Project Board, it should be prematurely closed. ● While authorising the project, the Project Board also confirms that the Quality, Risk,
Communication and Configuration Management Strategy are sufficient.
● It also reviews and approves the Benefits Review Plan.
The following is the activity summary of Authorize the Project:
Authorise the Project
Figure 13.3. Authorise the project: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.
One of the important activities of Directing a Project process is to authorise a Stage or Exception Plan.
● During the project, the tolerances may be forecast to exceed for different reasons, and an
exception is raised.
● If an exception has occurred during the stage, the Project Board may request the Project Manager
to produce an Exception Plan for the Project Board’s approval.
● Deviations from the Project Plan may require corporate or programme management approval. ● Deviation within Work Packages is managed by the Project Manager using the Controlling a Stage
process.
The following is the activity summary of Authorize a Stage or Exception Plan:
Authorise a Stage or Exception Plan
Figure 13.4. Authorise a Stage or Exception Plan: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.
In response to an escalated issue, the Project Board seeks advice from corporate or programme management, or takes decision regarding:
Give Ad Hoc Direction
Asks Project Manager to prepare Exception Plan or provide guidance
Problem/concern
Approves, defers, rejects or asks for more information and checks whether exception report is required
Request for change
Grants a concession; defers, rejects or asks for more information; checks
The following is the activity summary of Give Ad Hoc Direction:
Give Ad Hoc Direction
Figure 13.5. Give ad hoc direction: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.
Authorized closure is the last activity undertaken by the Project Board and may require endorsement from corporate or programme management.
● Steps are taken to review the original and current versions of the Project Initiation Documentation
to understand the project’s initial baseline and current strategies and controls.
● The End Project Report is prepared by the Project Manager and reviewed by the Project Board. ● The Project Board confirms who receives each follow-on action recommendation summarised in
the End Project Report, as well as the Lessons Report.
● The Project Board reviews and gains approval for the updated Benefits Review Plan.
The following is the activity summary of Authorise a Project Closure:
Authorise a Project Closure
Figure 13.6. Authorize project closure: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.
Directing a Project Process—Exercise
Which role is responsible for each of the activities of the Directing a Project process? Write activities and roles responsible.
Q
How are the seven themes applied within the Directing a Project process?
Q
The following questions are designed to test your comprehension of this process. Please solve them as a group activity.
a. b. c. d. QUIZ
Which process enables the Project Board to exercise overall control of a project?
Directing a Project Starting up a Project Initiating a Project Controlling a Stage 1
QUIZ
a. b. c. d.
Which process enables the Project Board to exercise overall control of a project?
Answer: b.
Explanation: Project Board exercises control over the project using the Directing a Project
process. 1 Directing a Project Starting up a Project Initiating a Project Controlling a Stage
a. b. c. d. QUIZ
Which is a purpose of the Directing a Project process?
Prepare a solid foundation for the project
Establish the prerequisites for the initiation of a project Assign Work Packages
Enable the Project Board to exercise overall control of a project 2
QUIZ a. b. c. d. Answer: a.
Explanation: The purpose of the Directing a Project process is to enable the Project Board
to be accountable for the project’s success by making key decisions and exercising overall control while delegating day-to-day management of the project to the Project Manager.
Which is a purpose of the Directing a Project process?
Prepare a solid foundation for the project
Establish the prerequisites for the initiation of a project Assign Work Packages
Enable the Project Board to exercise overall control of a project 2
a. b. c. d. QUIZ
When does the Directing a Project process start?
On completion of the Starting up a Project process On completion of the Initiating a Project process When the Starting up a Project process commences After the project has been authorised
QUIZ a. b. c. d. Answer: b.
Explanation: The Directing a Project process starts on completion of the Starting up a
Project process and is triggered by the request to initiate a project. When does the Directing a Project process start?
On completion of the Starting up a Project process On completion of the Initiating a Project process When the Starting up a Project process commences After the project has been authorised
a. b.
QUIZ The production cost forecast should be reviewed by the Project Board during the Directing a Project process to determine whether the project should continue.
False True 4
a. b. QUIZ
Answer: a.
Explanation: All Project Board decisions are made during the Directing a Project process. This
includes review of the production cost forecast by the Project Board.
The production cost forecast should be reviewed by the Project Board during the Directing a Project process to determine whether the project should continue.
False True 4
a. b. c. d. QUIZ
What process is triggered by the Project Manager's request to initiate a project?
Initiating a Project Directing a Project
Managing a Stage Boundary Starting up a Project
QUIZ a. b. c. d. Answer: c.
Explanation: When the Project Manager requests to initiate a project, it can be approved
only by the Project Board in line with the activities in the Directing a Project process.
What process is triggered by the Project Manager's request to initiate a project?
Initiating a Project Directing a Project
Managing a Stage Boundary Starting up a Project
● The purpose of the Directing a Project process is to enable the Project Board
to be accountable for the project’s success.
● The Directing a Project process starts on completion of the Starting up a
Project process and is triggered by the request to initiate a project.
● Directing a Project activities are Project Board-oriented.
● The activities include authorise initiation, authorise the project, authorise a
Stage or Exception Plan, give ad-hoc direction and authorise the project closure.
Summary
Here is a quick recap of what we have learnt in this lesson:
Thank You
Based on AXELOS PRINCE2® material. Material is reproduced under licence from AXELOS Limited. All rights reserved. PRINCE2® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved. AXELOS® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved. The Swirl logo™ is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved.
[1] Based on Managing Successful Projects with PRINCE2®, by AXELOS. Directing a Project, Purpose.
