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Lesson 14—Initiating a Project Process
Objective
After completing this lesson, you will be able to:
● State the purpose and objective of the Initiating a Project process ● Identify the activities in the Initiating a Project process
Purpose of Initiating a Project
The purpose of the Initiating a Project process is to establish solid foundations for the project, enabling the organization to understand the work that needs to be done to deliver the project’s products before
Objective of Initiating a Project
The objective is to ensure that there is a common understanding of :
● the reasons for undertaking project. ● the scope of project work.
● cost and timescales. ● expected benefits.
● risks, issues and their management. ● quality expectations and management. ● decision making authorities.
Initiating a Project—Overview
Figure 14.1. Overview of Initiating a Project. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.
Initiating a Project activities are Project Manager oriented. The process comprises the following activities:
Initiating a Project—Activities
● Prepare the Risk Management Strategy
● Prepare the Configuration Management Strategy ● Prepare the Quality Management Strategy
● Prepare the Communication Management Strategy ● Set up the project controls
● Create the Project Plan ● Refine the Business Case
The Risk Management Strategy describes the goals of applying risk management. It defines the following:
● Risk management procedure ● Roles and responsibilities ● Risk tolerances
● Timing of risk management activities ● Tools and techniques
● Reporting requirements
Risk Management Strategy
For composition of Risk Management Strategy please refer PRINCE2® Manual Appendix A.
Configuration Management Strategy defines the following:
● Configuration Management procedure, E.g. planning, identification, control, status accounting,
verification and audit
● Issue and change control procedure, E.g. capturing, examining, proposing, deciding and
implementing
● Timing of configuration management activities and issue and change control activities
● Roles and responsibilities for the procedures (consider if a Change Authority and/or change budget
should be established and the scales for priority and severity of issues)
Configuration Management Strategy
For composition of Configuration Management Strategy please refer PRINCE2® Manual Appendix A.
The Quality Management Strategy describes the expectations and standards to be followed during project and the means of assessing the products of the project. The Quality Management Strategy includes the following:
● Quality management procedure (e.g. quality planning, quality control, quality assurance) ● Roles and responsibilities for quality management activities
● Timing of quality management activities ● Tools and techniques
The Communication Management Strategy includes the following:
● Communication management procedure ● Timing of communication activities
● Roles and responsibilities for communication activities ● Stakeholder analysis
The organisations have a mission to achieve and so the business strategies are developed by the corporate/programme management.
● The strategies are derived from corporate/programme management strategies, standards and
practices.
● The strategies are defined by the Project Manager. ● Project Assurance reviews the strategies.
● The Project Board approves the strategies.
● Project Support creates Quality Register, Configuration Item Records and the Project Manager
approves these documents.
Initiating a Project—Assemble the PID
The image shows the process of assembling the PID.
Initiating a Project Process—Exercise
Which role is responsible for each of the activities of the Initiating a Project process? Write activities and roles responsible.
Q
How are the seven themes applied within the Initiating a Project process?
Q
Which management products are created, developed, used and reviewed in Initiating 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.
QUIZ While preparing the Configuration Management Strategy, the Project Manager
recommended that the selected external supplier as Change Authority be authorised to approve and implement all changes. Is it a correct application of PRINCE2®?
False True 1
a. b. QUIZ
Answer: b.
Explanation: Change Authority should be capable of representing the business, user and
supplier stakeholder interests. The external supplier only represents the supplier interest. False
True 1
While preparing the Configuration Management Strategy, the Project Manager
recommended that the selected external supplier as Change Authority be authorised to approve and implement all changes. Is it a correct application of PRINCE2®?
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 2
QUIZ a. b. c. d. Answer: b.
Explanation: The Initiating a Project process establishes solid foundations for the 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?
Initiating a Project Starting up a Project Controlling a Stage Directing a Project 2
a. b. c. d. QUIZ
Which of the following is established within the Initiating a Project process?
Those who require project information have been identified
All the information required to develop the Project Brief is available Any constraints which could affect the project have been removed The various ways in which the project can be delivered
QUIZ a. b. c. d. Answer: b.
Explanation: An objective of the Initiating a Project process is to ensure that those who
require project information have been identified. This is established within the Initiating a Project process.
Which of the following is established within the Initiating a Project process?
Those who require project information have been identified
All the information required to develop the Project Brief is available Any constraints which could affect the project have been removed The various ways in which the project can be delivered
● The purpose of the Initiating a Project process is to enable the organisation
to understand the work that needs to be done before committing to spending on it
● Initiating a Project activities are Project Manager oriented
● Strategies for risk management, configuration management, quality
management and communication management are defined in the Initiating a Project process
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.
[1] Based on Managing Successful Projects with PRINCE2®, by AXELOS. Initiating a Project, Purpose.