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PRINCE 2 FOUNDATION REVISION NOTES

 

  
PRINCE 2
Definition
‘’ Temporary organization that is created for the purpose of delivering one or more business products according to an
agreed business case’
7 Themes
•
Organization
•
Business case
•
Plan
•
Risk
•
Quality
•
Change
•
Progress
7 Principles
•
Tailor to suit the environment
•
Manage by stages
•
Manage by exception
•
Continued business justification
•
Learn from experience
•
Defined roles and responsibilities
•
Focus on products
7 Processes
•
SU – Starting Up a project
•
DP – Directing a project
•
IP – Initiating a project
•
CS – Controlling a Stage
•
SB – Managing a Stage Boundary
•
MP – Managing product Delivery
•
CP – Closing a project
Integrated Elements
•
Themes
•
Processes
•
Principles
•
Tailoring
Variables to control
•
Time
•
Cost
•
Scope
•
Quality
•
Risk
•
Benefits
Benefits of Prince2
•
Established and proven best practice
•
Any type of project
•
Common language
•
Roles and responsibility
•
Structured methodology

Distinguish it from Business As Usual
•
•
•
•

 

Change
Temporary
Cross functional
Uncertainty

  
4 Areas of Project Management
1
...

3
...


 
 
 
 
 
 
 
 
 
 
 
 
 
 

Plan
Delegate
Monitor
Control

  
Organization Theme
Purpose: Defines and establishes the project’s structure of accountability and responsibilities
...
It’s role include
•
Provide the PM
•
Appoint the Executive
•
Set Project tolerances
Project Management consists of:
•
Project Board (made up of Senior supplier, senior user and Executive)
•
Team Manager
•
Project Manager
Project Board
•
Make decisions
•
Provide strategic direction
•
Their work takes place in Directing a Project process (DP)
Team Manager
•
Execute work packages from the PM
•
Takes direction from the PM
•
Plans the work at team level
•
Reports progress via checkpoint reports
Project Manager
•
Manages the project on a daily basis
•
Ensures the project produces the required products
•
His work includes SU, IP, SB, CS and CP
...

•
Created during IP by the PM
•
Updated at the SB process
Project Assurance
There are 3 types of project assurance
•
Business
•
User
•
Supplier
These roles align with the project board roles of Executive, senior supplier and senior user
...

 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

  
Business Case Theme
Purpose
The purpose of the BC is to establish mechanisms to judge weather the project is
- Viable
- Achievable
- Desirable
As a means to support the decision for continued investment
...
g
...
g
...
g
...

2
...

4
...

Quality Planning – concerned with documenting the way the QMS is applied to the project
Quality Control – Inspection and Quality Reviews
...

Project Assurance – Checks that the product is being managed in accordance with the standards laid down in the
projects Quality Management Strategy (QMS)
Quality Assurance – Checks that the projects direction and management are adequate for the project and that it
complies with the corporate management standard and policies
...

1
...
g
...


Product Breakdown Structure – A graphical tool that helps the PM team identify all the products that will be
delivered within a plan

3
...
These can be sued to confirm the right product has been delivered
...


Product Flow Diagram – takes the products identified in product breakdown structure and puts them in
order they will be delivered
...

2
...

4
...

6
...


 

Design the plan
Design and analyze the products
Identify activities and dependencies
Prepare estimates
Prepare the schedule
Document the plan
Analyze the risks

  
Purpose of SU
•
•
•
•

Initiated by the Project Mandate from Corporate/Programme Management
Answers the question ‘do we have a worthwhile and viable project’?
Ensure there is business justification for the project
Understanding the scope of the project

Purpose of IP
•
•

Establish a solid foundation for the project that enables stakeholders to understand the work that needs to be
done to create the projects products
Main activities include PM creates the PID, Project Plan and detailed business case

Project Brief
•
Developed in the SU process by the Executive and PM and reviewed in DP by project board
•
The PB provides a full and firm foundation for the initiation of the project
...

•
Contains: outline business case, project product description, job descriptions, project management team structure
and project approach

Project Initiation Documentation (PID)
•
The PID forms the contract between the PM & the Project Board regarding the definition of the project
...

•
Developed in the IP stage by the PM
•
Reviewed by the PB in the DP stage

 
 
 
 
 
 

 

  
Risk Theme
Prince 2 definition of Risk – An uncertain event or set of events that, should it occur will have an effect on the
achievement of objectives
...

2
...

4
...


Identify
Assess
Plan
Implement
Communicate

Risk Cause – is the source of the risk or sometimes called risk driver e
...
alarm clock does not ring
Risk Event – is the uncertain event that may occur following the risk cause e
...
if alarm clock does not ring, you may
be late for the meeting
Planned Risk Reponses to Threats
•
•
•
•
•
•

Avoid
Reduce
Fallback
Transfer
Accept
Share

Planned Risk Reponses to Opportunities
•
•
•
•

Exploit
Enhance
Share
Reject

Risk Roles
PM – ensures that all risks are identified, assessed and controlled
Executive – ensures that effective risk management is carried out
Risk Register – log of all risk s identified, includes details such as risk probability, impact, risk owner, counter
measure
Risk owner – allocated to each risk
...

Project Support is responsible for updating the CIR
Issue register – the purpose of the IR is to track all information regarding all issues in the project
...

Tolerance: Is a permissible deviation above and below a plan’s target for time and cost without escalating the
deviation to the next level of management
...

Lines of authority – C/PM – PB – PM - TM
Work Package – created by the PM in CS stage – accepted by the TM in MP
Daily log – used to record informal issues, required actions
...
g
...
Uses it to collate lessons from previous initiatives
Lessons Report – created by the PM to pass lessons to those who might usefully employ them
...

Factors to consider when dividing a project into management stages:
1
...
Where the key decisions points are in a project
3
...
Balancing too many stages against too little
5
...


Business Case
Purpose: The purpose of the BC is to establish mechanisms to judge weather the project is Viable, Achievable,
Desirable
Plans
Purpose: Facilitate communication and control by defining the means of delivering the products

Risk
Purpose: Too design and embed a project risk management procedure that identifies, assesses and goes on to
control project risk that threaten or enhance one or more of the projects objectives
...


 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

  
 
 
Activities
Appoint the executive
Design & assign the PM
Capture previous lessons
Prepare the outline BC
Plan the Initiation Stage
Assemble the Project Brief

SU

Create

Update

Approve

Daily log
Lessons log
PID
Project Brief
Outline Business Case

Authorize Initiation
Give ad-hoc direction
Authorize an Exception or
Stage Plan

DP

Prepare the RMS
Prepare the CMS
Prepare the CMS
Prepare the QMS
Create the Project Plan
Assemble the PID
Authorize work packages
Review WP status
Received completed WP

IP

Issue register
Benefits Review plan
Project Plan
Risk Register

Work Packages
Highlight Reports
Issue Report
Exception Report

CS
Plan the next stage
Update the project plan
Update the Business Case
Produce an Exception
Plan
Produce an End Stage

SB

End Project Report
Updated Business
Case
Lessons Log
Benefits Review Plan

PID
Risk Register
Business Review Plan
Business Case
Quality Register
Issue Register

Accept work packgaes
Execute a WP
Deliver a WP

Team Plans
Checkpoint Reports

Quality Register
Team Plans
WP
Configuration Records

Work Packages

Prepare Planned Closure
Hand over products
Recommend Planned
closure

Lessons log
Follow on Actions
Recommendations

PID
Project Plan
Issue Register
BRP
Configuration Records

CLOSE

MP

CP

 
 
 
 
 
 
 
 
 
 
 

Risk Register
Issue Register
Lessons Log
Daily Log

  
 
Purpose
Do we have a viable and worthwhile project?
Is it Desirable, Achievable, viable (Business Case)

SU

Purpose: enables the Project Board to delegate day-to-day responsibility the project to a Project
Manager, while taking important decisions and exercising ultimate control over the project
...


DP

IP

Purpose - Is to establish a solid foundation for the project that enables all stake holders to understand
the work that needs to be done to create the projects products
Purpose - CS is for the PM to assign work to be done, monitor such work , deal with issues, report
progress to the project board and take corrective action to ensure the project remains within tolerance
...
This includes creating a Stage Plan (or an Exception Plan), and updating the
Project Initiation Documentation
...

Purpose – To confirm the objectives set out in the PID have been confirmed
CP
Objective – Gain user and operational acceptance for the products, review the project against its
baseline, and ensure post project benefit reviews are planned

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

  
Questions & Answers
The incorporation of the primary stakeholders on the project management team supports which principle?
Defined Roles and Responsibilities
What is the purpose of the Configuration Item Record?
Record the development status of products in a completed Work Package
What is the purpose of the organizational theme?
Define responsibilities for managing teams
What is the purpose of the Risk Management Strategy?
Describe the procedures and techniques for managing project risk
Which is not a recommended response type to a threat?
Reject
What is the objective of the Managing a Stage Boundary process?
Request authorization to start the next stage
What is the purpose of the daily log?
Record informal issues
What plan is mandatory?
Project plan
What is funded from the change budget?
A request for change
The purpose of an issue report include:
(i) Document off specification
(ii) Record an issues resolution
(iii) Capture recommendations for r handling request for change
What is the goal of Identity context within the recommended risk management procedure?
Understand the specific objectives that are at risk
What is the purpose of controlling a Stage process?
Take action to make sure the stage remains within tolerance
What process enables an organization to understand the work that needs to be done to deliver projects
products before it is approved?
Initiating a Project
When is it confirmed that projects objectives have been achieved?
During the Closing a Project process
When would the Team Manager be required to produce a Checkpoint Report?
At the frequency agreed in the Work Package
Project Assurance provides assurance to the project’s stakeholders whereas quality assurance provides
assurance to the wider corporate or programme management
What assists the Project Board in assessing project viability at certain points as defined in the Project Plan?
Authorizing one stage at a time
What product would confirm the version numbers of all products being developed within a given stage?
Product Status Account
When should the Managing a Stage Boundary process be undertaken?
Close to the end of the management stage

 

  
Which product establishes the baseline against which the projects actual performance is compared?
PID (Project Initiation Documentation)
What is identified when creating a product breakdown structure?
Resources required to produce the products
Prince2 management stages relate to the?, which is a factor that differentiates them from technical stages
Commitment of resources
What principle is supported by the Project Product Description?
Focus on products
Quality planning provides the definition of the required products with their ? as a foundation for the project
board agreement?
Quality Criteria
Which is not a purpose of the Product Description?
Define the time and cost needed to produce the product
Which is a purpose of the Communication Management Strategy?
Defining the communication method between the Project Board and corporate or programme management
...

What is the purpose of the Starting Up a Project?
Confirm that there are no know restrictions that would prevent the project from being delivered
Which process is used to provide interface with Corporate or Programme Management?
Directing a Project
Which is not a purpose of End Project Report?
Prompt the board to authorize the next stage
Which process enables the Project Board to exercise overall control of a project?
Directng a Project (DP)
Which is the first Plan to be created?
Initiating a Stage Plan
Which is not an objective of the MP delivery process?
Ensure Project Board is is kept informed at the progress on the products
What is the objective of the Quality Review Technique?
Involve interested parties to promote wider acceptance of the product
What is the purpose of the Configuration Management Strategy?
Define the method of communication between the project and it’s stakeholders
Which is a recommend quality review technique?
Presenter
Which Prince2 principles use tolerances to establish the limits of delegated authority?
Manage by Exception
Which is a purpose of SU process?
Ensure that the pre requisites for the initiating the project are in place
Which is not a responsibility of the project board?
Allocate tolerances to specialist teams
Who sets Project Tolerances?
Corporate/Programme Management
Which of the following are described in the Product Description?
(i) Component part of the product
(ii) Products that are derived from the product
(iii) method required to check the product

 

  
What is the funded by the Change Budget?
Changes to the base – lined products
What is Risk Appetite?
An organization’s attitude towards risk
What is the purpose of Configuration Item Record?
Provide any details of important links between configuration items
Which is not a purpose of Controlling a Stage Process?
Recommend tolerances for the next stage
What is the purpose of the Risk Management Strategy?
Defines the techniques to be used in assessing project risks
Which role can the PM also perform?
Change Authority
What term is used to describe when a risk occurs?
Proximity
If the PM has the appropriate skills and knowledge, they may also perform the role of
Team Manager
What statement is true of stakeholders?
Some have decision-making authority within the project management environment
Which is not an objective of Controlling a Stage Process?
Produce the Stage Plan for the next stage
What is a risk cause?
A known situation, which creates uncertainty
What is the purpose of the Project Product Description?
Explain what the project must hand over to achieve customer approval
What is the purpose of Change Authority?
Reduce the number of requests for change that need to be escalated to the project board
To which team role does the Team Manager report on exception situations?
Project Manager

 
 
 
 
 
 
 
 
 
 
 

 

  
Self-Test Questions
1
...
What is the purpose of the configuration management strategy?
3
...
What is a quality review technique?
5
...
Which principle uses tolerances to establish limits of delegated responsibility?
7
...
what is funded from a change budget?
9
...
what is the purpose of the risk management strategy?
11
...
what is the goal of identity context within the recommended risk management strategy?|
13
...
what product would confirm the version numbers of all products being developed within a given stage?
15
...
what process allows the project board overall control of the project?
17
...
what term describes when a risk occurs?
19
...
what is a risk cause?

 



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