PRINCE2_LESSON_13.pdf

PRINCE2® Foundation Lesson 13—Directing 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. The Swirl logo™ is a trade mark of AXELOS Limited, used under the 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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●

Identify who is responsible for the Directing a Project process

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State the purpose and objective of Directing a Project process

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Identify and describe the activities in the Directing a Project process

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Directing a Project Process—Project Board According to PRINCE2® methodology, the Project Board is responsible for making all the decisions in the project. ●

Depending on the size and complexity of the project, the Project Board can control the project formally via written reports and a signed stage approval.

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The Project Board can also exercise control informally by verbal communication of information and decisions.

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Purpose of Directing a Project The purpose of the Directing a Project process is to enable the Project Board to be accountable for the project’s success by

making key decisions and exercising overall control while delegating day-to-day management of the project to the Project Manager.[1]

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

there is authority to initiate the project and deliver the

project’s products; ●

management direction and control are provided throughout the project’s life, and the project remains viable throughout its life;

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corporate or programme management has an interface to the

project; and ●

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the Benefits Review Plan is managed and reviewed.

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

Figure 13.1. Overview of Directing a Project. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Directing a Project—Activities Directing Project activities are Project Board oriented. It comprises the following activities:

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Authorise initiation

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Authorise the project

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Authorise a Stage or Exception Plan

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Give ad-hoc direction

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Authorise the project closure

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Authorise Initiation While authorising the initiation, the Project Board performs the following actions:

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Reviews and approves the Project Brief and the Project Product Description

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Confirms the customer’s quality expectations and the acceptance criteria

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Verifies that the outline Business Case demonstrates a viable project

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Reviews and approves the Stage Plan for the initiation stage

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Obtains or commits the resources needed by the Stage Plan for the initiation stage

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Informs all stakeholders and the host locations that the project is being initiated

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Authorises the Project Manager to proceed with the initiation stage

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Authorise Initiation The following is the activity summary of Authorise Initiation:

Figure 13.2. Authorise initiation: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Authorise the Project The second activity that is performed during Directing a Project is to authorise the project. ●

The Project Manager requests for authorisation to deliver the project.

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The Project Board must confirm that an adequate and suitable Business Case exists and that it demonstrates a viable project.

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If the project is not authorised by the Project Board, it should be prematurely closed.

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While authorising the project, the Project Board also confirms that the Quality, Risk, Communication and Configuration Management Strategy are sufficient.

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It also reviews and approves the Benefits Review Plan.

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Authorise the Project The following is the activity summary of Authorize the Project:

Figure 13.3. Authorise the project: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Authorise a Stage or Exception Plan One of the important activities of Directing a Project process is to authorise a Stage or Exception Plan. ●

During the project, the tolerances may be forecast to exceed for different reasons, and an

exception is raised. ●

If an exception has occurred during the stage, the Project Board may request the Project Manager to produce an Exception Plan for the Project Board’s approval.

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Deviations from the Project Plan may require corporate or programme management approval.

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Deviation within Work Packages is managed by the Project Manager using the Controlling a Stage

process. ●

If the Exception Plan is approved by the Project Board, the Exception Plan will replace the plan that is an exception and will become the new baselined plan.

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Authorise a Stage or Exception Plan The following is the activity summary of Authorize a Stage or Exception Plan:

Figure 13.4. Authorise a Stage or Exception Plan: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Give Ad Hoc Direction In response to an escalated issue, the Project Board seeks advice from corporate or programme management, or takes decision regarding: Problem/concern Request for change Off-specification

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Asks Project Manager to prepare Exception Plan or provide guidance

Approves, defers, rejects or asks for more information and checks whether exception report is required Grants a concession; defers, rejects or asks for more information; checks whether exception report is required

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Give Ad Hoc Direction The following is the activity summary of Give Ad Hoc Direction:

Figure 13.5. Give ad hoc direction: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Authorise a Project Closure Authorized closure is the last activity undertaken by the Project Board and may require endorsement from corporate or programme management. ●

Steps are taken to review the original and current versions of the Project Initiation Documentation to understand the project’s initial baseline and current strategies and controls.

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The End Project Report is prepared by the Project Manager and reviewed by the Project Board.

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The Project Board confirms who receives each follow-on action recommendation summarised in the End Project Report, as well as the Lessons Report.

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The Project Board reviews and gains approval for the updated Benefits Review Plan.

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Before the formal closure of the project, the Project Manager sends a project closure notification to the concerned stakeholders.

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Authorise a Project Closure The following is the activity summary of Authorise a Project Closure:

Figure 13.6. Authorize project closure: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Directing 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 18

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

How are the seven themes applied within the Directing a Project process?

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

Quiz

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QUIZ

Which process enables the Project Board to exercise overall control of a project?

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a.

Controlling a Stage

b. Directing a Project

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c.

Starting up a Project

d.

Initiating a Project

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QUIZ

Which process enables the Project Board to exercise overall control of a project?

1

a.

Controlling a Stage

b. Directing a Project c.

Starting up a Project

d.

Initiating a Project

Answer: b. Explanation: Project Board exercises control over the project using the Directing a Project process. 21

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QUIZ

Which is a purpose of the Directing a Project process?

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a.

Enable the Project Board to exercise overall control of a project

b. Prepare a solid foundation for the project

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c.

Establish the prerequisites for the initiation of a project

d.

Assign Work Packages

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QUIZ

Which is a purpose of the Directing a Project process?

2

a.

Enable the Project Board to exercise overall control of a project

b. Prepare a solid foundation for the project c.

Establish the prerequisites for the initiation of a project

d.

Assign Work Packages

Answer: a. Explanation: The purpose of the Directing a Project process is to enable the Project Board to be accountable for the project’s success by making key decisions and exercising overall control while delegating day-to-day management of the project to the Project Manager. 23

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QUIZ

When does the Directing a Project process start?

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a.

After the project has been authorised

b. On completion of the Starting up a Project process

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c.

On completion of the Initiating a Project process

d.

When the Starting up a Project process commences

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QUIZ

When does the Directing a Project process start?

3

a.

After the project has been authorised

b. On completion of the Starting up a Project process c.

On completion of the Initiating a Project process

d.

When the Starting up a Project process commences

Answer: b. Explanation: The Directing a Project process starts on completion of the Starting up a Project process and is triggered by the request to initiate a project. 25

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QUIZ

The production cost forecast should be reviewed by the Project Board during the

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Directing a Project process to determine whether the project should continue.

a.

True

b. False

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QUIZ

The production cost forecast should be reviewed by the Project Board during the

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Directing a Project process to determine whether the project should continue.

a.

True

b. False

Answer: a. Explanation: All Project Board decisions are made during the Directing a Project process. This includes review of the production cost forecast by the Project Board. 27

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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: When the Project Manager requests to initiate a project, it can be approved only by the Project Board in line with the activities in the Directing a Project process. 29

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

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The purpose of the Directing a Project process is to enable the Project Board to be accountable for the project’s success.

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The Directing a Project process starts on completion of the Starting up a Project process and is triggered by the request to initiate a project.

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Directing a Project activities are Project Board-oriented.

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The activities include authorise initiation, authorise the project, authorise a Stage or Exception Plan, give ad-hoc direction and authorise the project closure.

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

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