PRINCE2_LESSON_12.pdf

PRINCE2® Foundation Lesson 12—Starting up a Project Process

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.

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

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

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

2

●

State the purpose and objective of the Starting up a Project process

●

Identify the activities in the Starting up a Project process

●

Identify PRINCE2® recommendations for the Starting up a Project process

●

Describe the Project Brief and outline Business Case

Copyright 2014, Simplilearn, All rights reserved.

Purpose of Starting up a Project The purpose of the Starting up a Project process is to ensure that the prerequisites for Initiating a Project are in place by

answering the question: do we have a viable and worthwhile project?[1]

3

Copyright 2014, Simplilearn, All rights reserved.

Objective of Starting up a Project The objective is to ensure that: ●

there is business justification for Initiating the Project;

●

sufficient information in the form of a Project Brief is available to define and confirm project scope;

●

individuals are appointed for project initiation and/or for significant project management roles;

●

different options have been evaluated and an approach has

been selected;

4

●

the Stage Plan for initiating project process is prepared; and

●

time is not wasted based on unsound assumptions. Copyright 2014, Simplilearn, All rights reserved.

Starting up a Project—Overview This image gives an overview of Starting up a Project process.

Figure 12.1. Overview of Starting up a Project. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

5

Copyright 2014, Simplilearn, All rights reserved.

Starting Up a Project—Activities PRINCE2® terms the trigger for the project as mandate. The multiple activities that happen during the Starting up a Project process are as follows:

6

●

Appoint the Executive and the Project Manager

●

Capture previous lessons

●

Design and appoint the project management team

●

Prepare the outline Business Case

●

Select the project approach and assemble the Project Brief

●

Plan the initiation stage

●

Prepare the role description for the Executive and the Project Manager

Copyright 2014, Simplilearn, All rights reserved.

Starting Up a Project—Recommendations The project needs the right individual in place, with the authority, responsibility and knowledge to make decisions in time. So, PRINCE2® recommends the following: ●

Design the project management team and prepare the project management team.

●

Create role descriptions for the remaining Project Board roles and Project Assurance.

●

Create role descriptions for the Team Managers, if needed. The Team Manager’s role is optional.

●

Create the role description for the Project Support role, if needed and confirm the reporting and communication lines within the role descriptions.

●

If risks are identified, add them to the Daily Log.

The Business Case states the work is worth doing and, is a crucial element of the project. The Executive drafts the outline Business Case based on the current information of the project. 7

Copyright 2014, Simplilearn, All rights reserved.

Project Brief Project Brief is refined from the project mandate and helps the Project Board to take the decision for initiating the project. Describes

Defines

Includes

●

Project

●

Project scope

●

Outline Business Case

●

Objectives

●

Exclusions

●

Project Product Description

●

Desired outcomes

●

Constraints or assumptions

●

Project approach

●

Project level tolerances

●

Project management team structure and roles descriptions

! 8

For composition of Project Brief please refer PRINCE2® Manual Appendix A. Copyright 2014, Simplilearn, All rights reserved.

Outline Business Case One of the major activities of Starting Up a Project process is to prepare the outline Business Case. The Business Case: ●

contains enough information to enable the Project Board to determine whether the project is worth initiating;

9

●

is a high level view of the detailed Business Case;

●

includes objectives of the project;

●

includes reasons for undertaking the project;

●

includes project’s contribution towards organisation’s objectives;

●

includes funding arrangements for the project; and

●

needs approval from corporate or programme management. Copyright 2014, Simplilearn, All rights reserved.

Starting up a Project Process—Exercise The following questions are designed to test your comprehension of this process. Please solve them as a group activity.

Q

Q Q 10

Which role is responsible for each of the activities of the Starting up a Project process. Write activities and roles responsible.

How are the seven themes applied within the Starting up a Project process?

Which management products are created, developed, used and reviewed in Starting up a Project process? Copyright 2014, Simplilearn, All rights reserved.

Quiz

11

Copyright 2014, Simplilearn, All rights reserved.

QUIZ In PRINCE2®, the trigger for the project is the _____________.

1

a.

Project mandate

b. Project Brief

12

c.

Starting up a Project

d.

Initiation stage

Copyright 2014, Simplilearn, All rights reserved.

QUIZ In PRINCE2®, the trigger for the project is the _____________.

1

a.

Project mandate

b. Project Brief c.

Starting up a Project

d.

Initiation stage

Answer: a. Explanation: In PRINCE2®, the project mandate is the trigger for the project.

13

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

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

2

a.

Project mandate

b. Starting up a Project

14

c.

Managing a Stage Boundary

d.

Managing Project Delivery process

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

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

2

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

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

Which of the following is an objective of the Starting up a Project process?

3

a.

Ensure project management team exists to initiate the project

b. Ensure all Team Managers understand their responsibilities

16

c.

Get approval for the Project Plan from corporate or programme management

d.

Prepare the Project Initiation Documentation for authorization to initiate the project

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

Which of the following is an objective of the Starting up a Project process?

3

a.

Ensure project management team exists to initiate the project

b. Ensure all Team Managers understand their responsibilities c.

Get approval for the Project Plan from corporate or programme management

d.

Prepare the Project Initiation Documentation for authorization to initiate the project

Answer: a. Explanation: An objective of the Starting up a Project process is to ensure project management team exists to initiate the project. 17

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

What is the trigger for the Starting up a Project process?

4

a.

Project Brief

b. Project Plan

18

c.

Project mandate

d.

Outline Business Case

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

What is the trigger for the Starting up a Project process?

4

a.

Project Brief

b. Project Plan c.

Project mandate

d.

Outline Business Case

Answer: c. Explanation: Project mandate is the trigger for the Starting up a Project process. It is typically created by corporate or programme management prior to the start of any project activity. 19

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

What is the aim of the Starting up a Project process?

5

a.

Understand how and when the project's products will be delivered and at what cost

b. Ensure that there is authority to deliver the project's products

20

c.

Ensure it is a viable and worthwhile project

d.

Create the set of management products required to control the project

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

What is the aim of the Starting up a Project process?

5

a.

Understand how and when the project's products will be delivered and at what cost

b. Ensure that there is authority to deliver the project's products c.

Ensure it is a viable and worthwhile project

d.

Create the set of management products required to control the project

Answer: c. Explanation: The aim of the Starting up a Project process is to ensure that the project is viable and worthwhile. 21

Copyright 2014, Simplilearn, All rights reserved.

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

●

The purpose of the Starting up a Project process is to ensure that the project is viable and worthwhile

●

The Project mandate triggers the project and is provided by the responsible authority who commissions the project

●

There are multiple activities in Starting up a Project process including assembling the Project Brief from the project mandate and preparing the outline Business Case

22

Copyright 2014, Simplilearn, All rights reserved.

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.

23

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

Reference [1] Based on Managing Successful Projects with PRINCE2®, by AXELOS. Starting up a Project, Purpose.

24

Copyright 2014, Simplilearn, All rights reserved.