PRINCE2_LESSON_14.pdf

PRINCE2® Foundation Lesson 14—Initiating 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.

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

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

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State the purpose and objective of the Initiating a Project process

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Identify the activities in the Initiating a Project process

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Identify the strategies defined in the Initiating a Project process

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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 committing to a significant spend.[1]

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Objective of Initiating a Project The objective is to ensure that there is a common understanding of :

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the reasons for undertaking project.

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the scope of project work.

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cost and timescales.

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expected benefits.

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risks, issues and their management.

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quality expectations and management.

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decision making authorities.

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information distribution.

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monitoring and controlling of the project’s progress. Copyright 2014, Simplilearn, All rights reserved.

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

Figure 14.1. Overview of Initiating a Project. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Initiating a Project—Activities Initiating a Project activities are Project Manager oriented. The process comprises the following activities:

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Prepare the Risk Management Strategy

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Prepare the Configuration Management Strategy

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Prepare the Quality Management Strategy

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Prepare the Communication Management Strategy

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Set up the project controls

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Create the Project Plan

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Refine the Business Case

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Assemble the Project Initiation Documentation Copyright 2014, Simplilearn, All rights reserved.

Risk Management Strategy The Risk Management Strategy describes the goals of applying risk management. It defines the following: ●

Risk management procedure

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Roles and responsibilities

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Risk tolerances

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Timing of risk management activities

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Tools and techniques

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Reporting requirements

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For composition of Risk Management Strategy please refer PRINCE2® Manual Appendix A. Copyright 2014, Simplilearn, All rights reserved.

Configuration Management Strategy 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

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Timing of configuration management activities and issue and change control activities

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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)

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For composition of Configuration Management Strategy please refer PRINCE2® Manual Appendix A. Copyright 2014, Simplilearn, All rights reserved.

Quality Management Strategy 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:

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Quality management procedure (e.g. quality planning, quality control, quality assurance)

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Roles and responsibilities for quality management activities

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Timing of quality management activities

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Tools and techniques

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Communication Management Strategy The Communication Management Strategy includes the following:

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Communication management procedure

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Timing of communication activities

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Roles and responsibilities for communication activities

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Stakeholder analysis

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Initiating a Project—Strategies 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.

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The strategies are defined by the Project Manager.

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Project Assurance reviews the strategies.

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The Project Board approves the strategies.

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Project Support creates Quality Register, Configuration Item Records and the Project Manager approves these documents.

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Initiating a Project—Assemble the PID The image shows the process of assembling the PID.

Figure 14.9. Assemble the Project Initiation Documentation: activity summary. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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

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Q Q 13

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

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

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

Quiz

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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®?

QUIZ

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a.

True

b. False

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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®?

QUIZ

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a.

True

b. False

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. 16

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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

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

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

2

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 foundations for the project.

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QUIZ

Which of the following is established within the Initiating a Project process?

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a.

The various ways in which the project can be delivered

b. Those who require project information have been identified

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c.

All the information required to develop the Project Brief is available

d.

Any constraints which could affect the project have been removed

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

Which of the following is established within the Initiating a Project process?

3

a.

The various ways in which the project can be delivered

b. Those who require project information have been identified c.

All the information required to develop the Project Brief is available

d.

Any constraints which could affect the project have been removed

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. 20

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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 Initiating a Project process is to enable the organisation to understand the work that needs to be done before committing to spending on it

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Initiating a Project activities are Project Manager oriented

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Strategies for risk management, configuration management, quality management and communication management are defined in the Initiating a Project process

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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.

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

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