PRINCE2_LESSON_11.pdf

PRINCE2® Foundation Lesson 11—Introduction to PRINCE2® Processes

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.

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Objectives After completing this lesson, you will be able to:

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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

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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:

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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

7.

Closing a Project Copyright 2014, Simplilearn, All rights reserved.

PRINCE2® Journey This image shows how each process is used throughout a project’s life.

Figure 11.1. The PRINCE2® processes. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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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 states the level of authority to be delegated to the Project Manager for the initiation stage.

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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),

which is reviewed by the Project Board.

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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 process.

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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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The activities to decommission a project are covered by the Closing a Project process.

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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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Figure 11.2. The PRINCE2® process model. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved. Copyright 2014, Simplilearn, All rights reserved.

Structure of the Process Chapters PRINCE2® processes comprise a set of activities. ●

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

Figure 11.3. Relationship between processes, activities and actions. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Management Products 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. 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.

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Details of each of the management product can be found in Appendix A of PRINCE2® manual where the composition of these products is provided. Copyright 2014, Simplilearn, All rights reserved.

Key to Process Diagrams The symbols used in this image are used for drawing Process Diagrams.

Table 11.2. Key to process diagrams. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Quiz

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QUIZ

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

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a.

Project mandate

b. Starting up a Project

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c.

Managing a Stage Boundary

d.

Managing Project Delivery Process

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QUIZ

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

1

a.

Project mandate

b. Starting up a Project c.

Managing a Stage Boundary

d.

Managing Project Delivery Process

Answer: b Explanation: In PRINCE2® Starting up a Project is used by both the directing and managing levels. 15

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QUIZ

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

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a.

Managing a Stage Boundary

b. Managing Product Delivery

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c.

Closing a Project Process

d.

Controlling a Stage

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QUIZ

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

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a.

Managing a Stage Boundary

b. Managing Product Delivery c.

Closing a Project Process

d.

Controlling a Stage

Answer: a Explanation: In PRINCE2® Managing a Stage Boundary is used to request Project Board’s approval of the Stage Plan. 17

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QUIZ

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

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Reports. a.

Highlight

b. Checkpoint

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c.

Exception

d.

End project

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QUIZ

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

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Reports. a.

Highlight

b. Checkpoint c.

Exception

d.

End project

Answer: a Explanation: PRINCE2® Project Manager informs the Project Board through regular Highlight Reports. 19

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QUIZ

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

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Manager apprised of progress via _________ Reports. a.

Checkpoint

b. Highlight

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c.

Exception

d.

Lessons

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QUIZ

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

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Manager apprised of progress via _________ Reports. a.

Checkpoint

b. Highlight c.

Exception

d.

Lessons

Answer: a Explanation: In the Managing Product Delivery process, the Team Manager(s) keep the Project Manager apprised of progress via Checkpoint Reports. 21

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QUIZ

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

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a.

Project Mandate

b. Project Brief

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c.

Starting up a Project

d.

initiation stage

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QUIZ

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

5

a.

Project Mandate

b. Project Brief c.

Starting up a Project

d.

initiation stage

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

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QUIZ

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

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a.

Starting up a Project

b. Initiating a Project

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c.

Directing a Project

d.

Managing a Stage Boundary

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QUIZ

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

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a.

Starting up a Project

b. Initiating a Project c.

Directing a Project

d.

Managing a Stage Boundary

Answer: c Explanation: Only the Project Board can authorise project initiation, and its activities are covered in the Directing a Project process. 25

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QUIZ

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

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management? a.

Managing Product Delivery

b. Directing a Project

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c.

Controlling a Stage

d.

Managing a Stage Boundary

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QUIZ

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

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management? a.

Managing Product Delivery

b. Directing a Project c.

Controlling a Stage

d.

Managing a Stage Boundary

Answer: b 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. 27

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QUIZ

What process enables an organisation to understand the work that needs to be done to

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deliver a project's products before it is approved? a.

Directing a Project

b. Initiating a Project

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c.

Starting up a Project

d.

Controlling a Stage

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QUIZ

What process enables an organisation to understand the work that needs to be done to

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deliver a project's products before it is approved? a.

Directing a Project

b. Initiating a Project c.

Starting up a Project

d.

Controlling a Stage

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

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

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a.

Starting up a Project

b. Directing a Project

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c.

Initiating a Project

d.

Managing Product Delivery

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

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a.

Starting up a Project

b. Directing a Project c.

Initiating a Project

d.

Managing Product Delivery

Answer: c Explanation: The Risk Management Strategy prepared in the Initiating a Project process identifies the risk techniques and standards to be used. 31

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QUIZ

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

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reviewed? a.

Managing Product Delivery

b. Initiating a Project

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c.

Directing a Project

d.

Starting up a Project

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QUIZ

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

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reviewed? a.

Managing Product Delivery

b. Initiating a Project c.

Directing a Project

d.

Starting up a Project

Answer: c 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. 33

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

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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

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In the PRINCE2® process model, the processes are aligned to the management levels of corporate or programme, direction, management and delivering

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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

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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. The Swirl logo™ is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved.

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Copyright2014, 2014, Simplilearn, All rights reserved. Copyright Simplilearn, All rights reserved.