PRINCE2_LESSON_11.pdf

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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 11—Introduction to PRINCE2® Processes

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● List the PRINCE2® processes

● Describe the PRINCE2® journey

● Explain the PRINCE2® process model

● Explain the structure of the process chapters

● List the management products

Objectives

After completing this lesson, you will be able to:

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Seven PRINCE2® Processes

PRINCE2® is a process-based approach for project management.

A process is a structured set of activities designed to accomplish a specific objective. It takes one or more defined inputs and turns them into defined outputs.

The seven PRINCE2® processes are:

1. Starting up a Project

2. Directing a Project

3. Initiating a Project

4. Controlling a Stage

5. Managing Product Delivery

6. Managing a Stage Boundary

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PRINCE2® Journey

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PRINCE2® Journey—Pre-project

The trigger for the project using PRINCE2® is called project mandate, which is based on market intelligence reports, feasibility study or a request for proposal.

● Starting up a Project process helps to identify whether the project is viable and worthwhile

prior to the activity to fully scope the project.

● This also culminates in the production of a Project Brief and a Stage Plan for project initiation.

● The Project Board reviews the Project Brief and decides whether to initiate the project and

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PRINCE2® Journey—Initiation Stage

After it has been decided to proceed with the project, it needs to be planned in detail.

● Funding needs to be obtained and controls should be defined to ensure that the project

proceeds in accordance to the wishes of those people paying for it and those who will make use of what it delivers.

● The initiation stage culminates in the production of the Project Initiation Documentation (PID),

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PRINCE2® Journey—Subsequent Delivery Stages

The Project Board delegates day-to-day control to the Project Manager on a stage-by-stage basis.

● The Project Manager informs the Project Board of progress through the regular Highlight

Reports.

● In the managing product delivery process the Team Manager(s) or team members execute

assigned Work Packages and keep the Project Manager apprised of progress via Checkpoint Reports.

● Towards the end of each management stage, the Project Manager requests permission to

proceed to the next stage by reporting how the stage performed, providing an update to the Business Case and planning the next management stage in detail.

● The activities to manage each stage boundary are covered in the Managing a Stage Boundary

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PRINCE2® Journey—Final Delivery Stage

As a project is a temporary undertaking, at the end of the final stage it is time to decommission the project.

● The Project Board needs to be satisfied that the recipients of the project’s product are in a

position to own and use them on an on-going basis. If they are satisfied, the products can be transitioned into operational use and the project can close.

● The project should be assessed for performance against its original plan and the resources

assigned to the project need to be released.

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PRINCE2® Process Model

This image shows how each process is used throughout a project’s life. Notes:

● Note 1: At the end of the initiation stage, the Initiating a Project process is used to request Project Board approval to initiate the project (with the submission of the Project Initiation Documentation) and in parallel, the Managing a Stage Boundary process is used to request Project Board approval of the Stage Plan for the second management stage.

● Note 2: The closure activities are planned and approved as part of the stage approval for the final stage; therefore the Closing a Project process takes place in the final stage.

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PRINCE2® processes comprise a set of activities.

● PRINCE2® activities comprise a set of recommended actions designed to achieve a particular

result.

Structure of the Process Chapters

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Management products are information sets used by the PRINCE2® processes to enable certain roles to take action and/or make decisions. Most of the baseline products evolve during pre-project and initiation stage activities. The baseline products are reviewed and updated at the end of each stage. There are three types of management products: baselines, records and reports.

Management Products

Baselines

Baseline management products are those that define aspects of the project and once approved are subject to change control. Some examples of baseline products are Business Case, Benefits Review Plan, Communication Management Strategy, Risk Management Strategy and Plans (Project Plan, Stage Plans, Team Plans).

Records

Records are dynamic management products that maintain information regarding project progress. Some examples are Configuration Item Records, Daily Log and Lessons Log.

Reports

Reports are management products providing a snapshot of the status of certain aspects of the project. Some examples are Checkpoint Report, End Project Report and Exception Report.

Details of each of the management product can be found in Appendix A of PRINCE2® manual where the composition of these products is provided.

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Key to Process Diagrams

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a. b. c. d. QUIZ

Which process is used by both the directing and managing levels?

Starting up a Project

Managing a Stage Boundary

Managing Project Delivery Process Project mandate

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

Explanation: In PRINCE2® Starting up a Project is used by both the directing and managing

levels.

Starting up a Project

Managing Project Delivery Process Project mandate

Which process is used by both the directing and managing levels? 1

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a. b. c. d. QUIZ

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

Managing Product Delivery Closing a Project Process Controlling a Stage

Managing a Stage Boundary 2

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

Explanation: In PRINCE2® Managing a Stage Boundary is used to request Project Board’s

approval of the Stage Plan.

Managing Product Delivery Closing a Project Process Controlling a Stage

Which process is used to request Project Board’s approval of the Stage Plan? 2

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a. b. c. d.

QUIZ _{The Project Manager informs the Project Board of progress through regular _________}

Reports. Checkpoint Exception End project Highlight 3

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Explanation: PRINCE2® Project Manager informs the Project Board through regular

Highlight Reports. Checkpoint Exception End project Highlight

The Project Manager informs the Project Board of progress through regular _________ Reports.

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a. b. c. d.

QUIZ _{In the Managing Product Delivery process, the Team Manager(s) keep the Project}

Manager apprised of progress via _________ Reports.

Highlight Exception Lessons Checkpoint 4

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Explanation: In the Managing Product Delivery process, the Team Manager(s) keep the

Project Manager apprised of progress via Checkpoint Reports. Highlight

Exception Lessons Checkpoint

In the Managing Product Delivery process, the Team Manager(s) keep the Project Manager apprised of progress via _________ Reports.

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a. b. c. d. QUIZ

In PRINCE2®, the trigger for the project is called as __________.

Project Brief

Starting up a Project initiation stage Project Mandate 5

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Explanation: In PRINCE2® Project Mandate is the trigger for the project.

Project Brief

Starting up a Project initiation stage Project Mandate

In PRINCE2®, the trigger for the project is called as __________. 5

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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

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

Explanation: Only the Project Board can authorise project initiation, and its activities are

covered in the Directing a Project process. Initiating a Project

Directing a Project

Managing a Stage Boundary Starting up a Project

What process is triggered by the Project Manager's request to initiate a project? 6

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a. b. c. d.

QUIZ _{What process is used to provide an interface with corporate or programme}

management?

Directing a Project Controlling a Stage

Managing a Stage Boundary Managing Product Delivery 7

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Explanation: Directing a Project process ensures that corporate or programme management

has an interface to the project. It is a key role for the Project Board to engage with corporate or programme management and to act as a communication channel.

Directing a Project Controlling a Stage

Managing a Stage Boundary Managing Product Delivery

What process is used to provide an interface with corporate or programme management?

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a. b. c. d.

QUIZ _{What process enables an organisation to understand the work that needs to be done to}

deliver a project's products before it is approved?

Initiating a Project Starting up a Project Controlling a Stage Directing a Project 8

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Explanation: The Initiating a Project process establishes solid foundation for the project.

Initiating a Project Starting up a Project Controlling a Stage Directing a Project

What process enables an organisation to understand the work that needs to be done to deliver a project's products before it is approved?

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a. b. c. d. QUIZ

In what process are the project’s risk management techniques and standards defined?

Directing a Project Initiating a Project

Managing Product Delivery Starting up a Project

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Explanation: The Risk Management Strategy prepared in the Initiating a Project process

identifies the risk techniques and standards to be used. Directing a Project

Initiating a Project

Managing Product Delivery Starting up a Project

In what process are the project’s risk management techniques and standards defined? 9

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a. b. c. d.

QUIZ _{What process ensures that plans for achieving the expected benefits are managed and}

reviewed?

Initiating a Project Directing a Project Starting up a Project

Managing Product Delivery 10

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Explanation: The Plan for achieving the expected benefits should be created in the Initiating

a Project process, but it is an objective of the Directing a Project process to ensure that the plan is managed and reviewed.

Initiating a Project Directing a Project Starting up a Project

Managing Product Delivery

What process ensures that plans for achieving the expected benefits are managed and reviewed?

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● The seven PRINCE2® processes are: Starting up a Project, Directing a Project,

Initiating a Project, Controlling a Stage, Managing Product Delivery, Managing a Stage Boundary and Closing a Project

● In the PRINCE2® process model, the processes are aligned to the

management levels of corporate or programme, direction, management and delivering

● PRINCE2® processes comprise a set of activities, which may run in series or

in parallel and PRINCE2® activities comprise a set of recommended actions designed to achieve a particular result

● There are three types of management products: baselines, records and

reports

Summary

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

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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.