PRINCE2_LESSON_17.pdf

(1)

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.

Lesson 17—Managing a Stage Boundary Process

(2)

Objectives

After completing this lesson, you will be able to:

● State the purpose and objective of Managing a Stage Boundary process ● Identify the activities in the Managing a Stage Boundary process

(3)

The purpose of the Managing a Stage Boundary process is to enable the Project Board to be provided with sufficient information by the Project Manager so that it can review the success of the current stage, approve the next Stage Plan, review the updated Project Plan, and confirm continued business

justification and acceptability of the risks. [1]

(4)

Objective of Managing a Stage Boundary

The objective is to:

● assure the Project Board that all products in the Stage Plan

for the current stage have been completed and approved;

● prepare the Stage Plan for the next stage

● review and, if necessary, update the Project Initiation

Document;

● provide the information needed for the Project Board to

assess the continuing viability of the project, including the aggregated risk exposure;

● record information or lessons that can help later stages of

this or other projects; and

(5)

Objective of Managing a Stage Boundary (contd.)

In case of exceptions, the objective is to:

● prepare an exception plan as directed by the Project

Board; and

● seek approval to replace the current stage plan with it.

Managing a Stage Boundary is not used towards the end of the final stage.

(6)

Managing a Stage Boundary—Overview

(7)

As per the PRINCE2® methodology, various management products are updated during this process. The activities of this process are as follows:

Managing a Stage Boundary—Activities

● Plan the next stage ● Update the Project Plan ● Update the Business Case ● Report stage end

(8)

Managing a Stage Boundary—Recommended Actions

The actions recommended by PRINCE2® include updating and reviewing the following records: Updated by the Project Managers and reviewed by Project

Assurance Risk Register and

Issue Register

Updated by Project Support and reviewed by Project Assurance Quality Register

Updated to capture actual progress Project Plan

May be modified to reflect the updated cost and timelines Business Case

Created or updated by Project Manager and reviewed by Project Support and Project Assurance

Configuration Item Records

(9)

Produce an Exception Plan

One of the important activities that may be performed during Managing Stage Boundary is to produce an Exception Plan.

(10)

Managing a Stage Boundary Process—Exercise

Which role is responsible for each of the activities of the Managing a Stage Boundary process? Write activities and roles responsible.

Q

How are the seven themes applied within the Managing a Stage Boundary process?

Q

Which management products are created, developed, used and reviewed in Managing a Stage Boundary process?

Q

The following questions are designed to test your comprehension of this process. Please solve them as a group activity.

(11)

(12)

QUIZ _{How does the Managing a Stage Boundary process support the focus} on products principle?

Documents the agreed level of quality for each of the deliverables of the next stage

Re-plans a stage in response to a forecast deviation from tolerance Reviews and if necessary updates the project management team for the next stage

Prepares and distributes an interim report on what has gone well 1

(13)

a. b. c. d. QUIZ Answer: b.

Explanation: Documenting the agreed level of quality of each of the deliverables of the next

stage ensures that products are up to their specification.

Documents the agreed level of quality for each of the deliverables of the next stage

Re-plans a stage in response to a forecast deviation from tolerance Reviews and if necessary updates the project management team for the next stage

Prepares and distributes an interim report on what has gone well How does the Managing a Stage Boundary process support the focus on products principle?

(14)

QUIZ _{Which process is used to request the Project Board’s approval of the Stage} Plan?

Managing Product Delivery Closing a Project Process Controlling a Stage

Managing a Stage Boundary 2

(15)

a. b. c. d. QUIZ Answer: a.

Explanation: In PRINCE2®, Managing a Stage Boundary is used to request the Project

Board’s approval of the Stage Plan. Managing Product Delivery Closing a Project Process Controlling a Stage

Managing a Stage Boundary

Which process is used to request the Project Board’s approval of the Stage Plan?

(16)

Which activity takes place within the Managing a Stage Boundary process?

Obtain approvals for all completed products

Escalation of Issue Reports created during the current stage Review of the business justification for the project

Periodic review of progress against the Stage Plan 3

(17)

a. b. c. d. QUIZ Answer: d.

Explanation: Review of the business justification for the project occurs within the Managing

a Stage Boundary process.

Obtain approvals for all completed products

Escalation of Issue Reports created during the current stage Review of the business justification for the project

Periodic review of progress against the Stage Plan

Which activity takes place within the Managing a Stage Boundary process? 3

(18)

Which is an objective of the Managing a Stage Boundary process?

Ensure that all threats and opportunities for the current stage have been closed

Make certain that work on products allocated to the team for the next stage is authorised and agreed

Implement actions to resolve tolerance deviations from the Stage Plan Request authorisation to start the next stage

(19)

a. b. c. d. QUIZ

Ensure that all threats and opportunities for the current stage have been closed Make certain that work on products allocated to the team for the next stage is authorised and agreed

Implement actions to resolve tolerance deviations from the Stage Plan Request authorisation to start the next stage

Which is an objective of the Managing a Stage Boundary process?

Answer: a.

Explanation: An objective of the Managing a Stage Boundary process is for the Project

Manager to request authorisation from the Project Board to start the next stage. 4

(20)

When should the Managing a Stage Boundary process be undertaken?

After the completion of each management stage At the end of the final stage

At the end of project start-up

Close to the end of a management stage 5

(21)

a. b. c. d. QUIZ Answer: a.

Explanation: This process should be executed at, or close to the end of, each management

stage. This process is NOT used at the end of the final stage. After the completion of each management stage At the end of the final stage

At the end of project start-up

Close to the end of a management stage

When should the Managing a Stage Boundary process be undertaken? 5

(22)

● The purpose of the Managing a Stage Boundary process is to ensure the

Project Board has sufficient information from the Project Manager to review the success of the current stage, approve the next Stage Plan, review the updated Project Plan, and confirm continued business justification and acceptability of the risks

● According to the PRINCE2® methodology, various management products are

updated during this process

● Managing a Stage Boundary is not used towards the end of the final stage

Summary

Here is a quick recap of what we have learnt in this lesson:

(23)

Thank You

(24)

[1] Based on Managing Successful Projects with PRINCE2®, by AXELOS. Managing a Stage Boundary, Purpose.