WIXLIB

Daily LogDocument:IDDate ofEntry01Daily LogProject:Pen ProjectAuthor:Project 06-17When we were preparing the list of potential suppliers, I realized that one ofthem is owned by an old friend of mine (conflict of interest)Project Manager06-17I believe I’m capable of evaluating the suppliers honestly.I’ve also informed the project board about this conflict ofinterest.0206-18A sales man from one of the potential suppliers came to our office today tomeet me, while I was in a meeting. He left me a gift and left the buildingbefore I could meet him. This can be considered a bribery.Project Manager06-18I returned the gift and put the supplier in the company’sblack list.0306-22Daniel Ross, who’s responsible for the logo, is asked to prepare its vectorversion, but he doesn’t seem to know how.Project Manager06-23He’s replaced by Julie Gates, who’s more expert on graphicdesign. We’ve lost two days, but the activity has a lot of floatand we won’t get into any problems.0406-25The communication between Julie Gates and the supplier needed for thedesign of the logo is not effective enough. It takes a lot of time for eachversion to be reviewed and the new version is released.Project Manager06-25Julie Gates is asked to meet with the responsible person inthe supplier company to discuss the requirements of thelogo and to prepare it together.The Daily Log is used to capture issues and risks in the Starting up a Project processAfter that, it is used as a (private) daily journal by the Project ManagerNote: the content of this sample Daily Log belongs to next stages of the projectPRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENVersion V01 – Premium Edition15

Project Product Description (part of Project Brief)Pre-ProjectStage 1 (initiation)Stage 2Stage 3 (Final)Initiating a ProjectControlling a StageControlling a StageProcesses òStarting up a ProjectManaging a Stage BoundaryManaging a Stage BoundaryClosing a ProjectManagement Products òProjectmandateDaily Log, Lessons LogProject BriefProject Product DescriptionThe Project Product Description (high level main product description)defines what the project must deliver in order to gain acceptance. Itusually defines the scope, requirements, quality expectations, acceptancecriteria, acceptance method, and acceptance responsibilities.Note: this diagram only contains thesample documents of this training course,rather than all the necessary documents ineach stage.PRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENVersion V01 – Premium Edition16

Project Product Description (Workshop)The Project Manager hosted a workshop to create the Project Product Description. The main workshop goals:1. Get buy-in from the necessary stakeholders2. Identify the most important requirements for the pen and prioritize them3. Complete the Project Product Description during the workshopRequirements Exercise The PM gave each person post-its and reminded them about the project goals The PM asked each person to list 10 pen requirements After this exercise, the PM categorized each requirement and identified the top requirements The requirements are listed below using the MoSCoW techniqueDocument:Project Product Descriptions Requirements (MoSCoW)1. Must Have Requirements3. Could have requirements Quality looking pen5 year guaranteeLogo display correctlyPen easy to write withA number of requirements have been grouped under “5 year guarantee” (allparts working, color fading.)4. Other (Won’t have for now)2. Should have requirements Easy to find refills for the penGuarantee no leak penUSB memory stick in pen Write upside downThe acceptance criteria and acceptance method for each must have will bedetailed in the Project Product DescriptionPRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENVersion V01 – Premium Edition17

Project Product Description (part of Project Brief)This is a good example of the Project Product Description (Main product description). It doesnot have to be a large document.Document:Project Product DescriptionProject:Pen Project1. PurposeThe purpose of the pens will be to provide a constant reminder of our companyto most of our clients and reduce the loss of maintenance contracts renewalsby 50% in the next 12 months.2. Composition1. Pens to evaluate2. Chosen PenQualityQuality ExpectationAcceptance CriteriaToleranceAcceptance methodResponsibilitiesQuality ExpectationAcceptance CriteriaToleranceAcceptance methodResponsibilitiesProject ManagerAuthor:Date:3. Derivation1. Business Gift Catalogs2. Client list4. Development skills requiredPurchasing skillsAccount (Client) management3. Reviewed client list4. Distributed PensThis example has outlined four main requirements and defined the quality level for each requirement. Seethe next slide for more information.Quality looking penPriority1: Looks like it cost 102: Look like a professional penNone1: Confirm that 8 of 10 see value 102: Confirm that 9 of 10 see pen as professional1: Susan Kelly, 2: Susan KellyMPriorityM5 year guarantee1: 5 year guarantee from supplier1: 10%1: Guarantee certification1: Sales Manager will accept guaranteePRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)Quality ExpectationAcceptance CriteriaToleranceAcceptance methodResponsibilitiesQuality ExpectationAcceptance CriteriaToleranceAcceptance methodResponsibilitiesP2P-SampleProject-ENLogo display correctly on penPriority1: Correct size on pen2: Logo will not erase in 5 years of normal use1: Size 10%, 2) Logo erase: 100%1: Measure logo on pen with ruler2: Logo: Ask for Logo guarantee1: Susan Kelly, AC2: Susan KellyMPen easy to write withPriority1: 9 of 10 people find pen easy to write with1: 10%1: Provide survey report1: Susan KellyMVersion V01 – Premium Edition18

Introduction to the quality informationThis slide provides information about the quality data required in the Project Product DescriptionMost Project Managers find it very difficult to understand this from the official PRINCE2 ManualQuality headingQuality ExpectationsDescriptionWhat feature/requirement does the customers want (list one at a time)e.g. Quick searchPriorityMoSCoW: (Must, Should, Could, Won’t) or 1,2,3Acceptance Criteria (AC)Acceptance criteria states what the Customer agrees to accept (must be measurable)Ask Question: How can we prove that we have meet your expectations?Ask Question: What tests should be done & what are the expected results?Note: There may be a number of tests for each Quality expectation1: E.g. Expected speed result for a simple search: 1.5 seconds2: E.g. Expected speed result for a combined search: 2 secondsToleranceWhat is the tolerance(s) for each Acceptance Criteria1: 15%; 2: 10%Acceptance MethodHow will each quality criteria be checked?1: Manual testing2: Unit testing with load testingAcceptance ResponsibleList the persons name for each quality criteria or complete quality expectation1: Frank Klein2: Frank KleinPRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENVersion V01 – Premium Edition19

Project Management Team Structure (part of Project Brief)Pre-ProjectStage 1 (initiation)Stage 2Stage 3 (Final)Initiating a ProjectControlling a StageControlling a StageProcesses òStarting up a ProjectManaging a Stage BoundaryManaging a Stage BoundaryClosing a ProjectManagement Products òProjectmandateDaily Log, Lessons LogProject BriefProject Product DescriptionProject Management TeamStructure (PMT)One of the PRINCE2 Principles is “Defined Roles and Responsibilities”. ThisPMT document is one of the tools used to realize this principle, and consists ofdefined and agreed roles and responsibilities.PRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENNote: this diagram only contains thesample documents of this training course,rather than all the necessary documents ineach stage.Version V01 – Premium Edition20

Project Management Team Structure (part of Project Brief)Corp.These are their normal job functionsProject:CopyWorld365 Employees & Job titlesJohn King:Susan Kelly:Terry Clinton:Rose Carr:CEOSales ManagerPurchasing & AccountsClient Project ManagerTailoring comments for the PMTDirectionProject Management Team StructurePen ProjectAuthor:Project ManagerDate:Corporate or Programme ManagementSenior UserExecutiveSenior SupplierSusan KellyJohn KingTerry ClintonChange AuthorityProject AssuranceDelivery ManagementDocument:Project ManagerRose CarrProject SupportRose CarrThese are the PMT roles for the projectTailoring comments for the Project Management Team: The Project Manager will have the roles and responsibilities of Team Manager and Project Support. The Project Board will have the role of Project Assurance. The Project Manager, Executive, Senior User, and Senior Supplier will have the change authority role. The management (Project Manager) and delivery (Team Manager) levels have been mergedPRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENVersion V01 – Premium Edition21

outline Business Case (part of Project Brief)Pre-ProjectStage 1 (initiation)Stage 2Stage 3 (Final)Initiating a ProjectControlling a StageControlling a StageProcesses òStarting up a ProjectManaging a Stage BoundaryManaging a Stage BoundaryClosing a ProjectManagement Products òProjectmandateDaily Log, Lessons LogProject BriefProject Product DescriptionProject Management TeamStructureoutline Business CaseThe outline Business Case is prepared in the Starting Up a Project process, It is used todetermine if there’s a business justification for initiating the project. This documentwill be expanded in the Initiation Stage (as more information becomes available) tobecome Business Case.PRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENNote: this diagram only contains thesample documents of this training course,rather than all the necessary documents ineach stage.Version V01 – Premium Edition22

Outline Business Case (part of Project Brief)Document:Outline Business CaseProject:1. ReasonsBuild better relationship with clients and reduce the loss in the renewal ofmaintenance contracts by 50%. CopyWorld365 had 4,200 maintenancecontracts with a profit of 200 per contract 840,000A 5% loss instead of a 10% loss would be a gain of 42,0002. Expected Benefits Reduce loss of maintenance contracts by 50% : value 42,000/year Increase new machine orders by 5% 1%: 16,000/year3. Expected dis-benefitsNone4. Timescale12 weeks (3 months)Pen ProjectAuthor:ExecutiveDate:7. Major risksClients may not keep using the pen each day and therefore will not bereminded of CopyWorld365.The outline Business Case does not have to contain much dataThis information will be expanded later into the Business Case document inthe Initiation stage.It is written by the Executive with normally some assistance from the ProjectManager5. Costs Pen costs: 9 by 400 pens 3,600 Other project costs: 6006. Investment appraisalSee Business Case (Initiation stage)PRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENVersion V01 – Premium Edition23

Project BriefPre-ProjectStage 1 (initiation)Stage 2Stage 3 (Final)Initiating a ProjectControlling a StageControlling a StageProcesses òStarting up a ProjectManaging a Stage BoundaryManaging a Stage BoundaryClosing a ProjectManagement Products òProjectmandateDaily Log, Lessons LogProject BriefProject Product DescriptionProject Management TeamStructureoutline Business CaseThe Project Brief is usually a collection of all the information gathered duringthe SU process. This information be expanded to become the Project InitiationDocumentation (PID) in the Initiation Stage.PRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENNote: this diagram only contains thesample documents of this training course,rather than all the necessary documents ineach stage.Version V01 – Premium Edition24

Project BriefDocument:Project BriefProject:Pen Project1. Project DefinitionThe project will choose a quality pen and give out 400 pens to our clients.Project Objectives Choose a quality that meets specifications Choose a pen that users will perceive as a quality penProject Scope:1. Evaluation pens ordered3. Client list2. Pen evaluated4. Pens orderedConstraints and assumptions Possible to find a pen in the catalogues providedProject Tolerances1. Time: 3 months 30%2. Cost: 9 for a pen: Estimate 4,200 for the project - 10%3. Quality: Pens must meet quality requirements3. Project Product DescriptionAttached: Project Product Description (PPD)4. ApproachThe company will choose a pen that meets the requirements from an existingbusiness gift company. Project will be run internally.This is a good example of the Project Brief. It does not have tobe a large document.PRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)Author:Project ManagerDate:2. Outline Business CaseReasons:Build a better relationship with clients and reduce the loss in the renewal ofmaintenance contracts by 50%. CopyWorld365 had 4,200 maintenancecontracts with a profit of 200 per contract 840k5% loss each year costs 42,000Expected Benefits Reduce loss of maintenance contracts by 50% : 42,000 (each year) Increase new machine orders by 2%: 16,200 (each year)Risks Clients may not keep using the pen each day.Costs Pen costs: 9 by 400 pens 3,600The outline Business Case has been Other project costs: 600slightly updated.5. Project Management TeamAttached: Project Management Team (PMT)6. Role DescriptionsThis project uses the roles description as defined by PRINCE2- Link to the Roles Descriptions documentThe Project Product Description and the PMT are not displayedhere (attached) but are part of Project BriefP2P-SampleProject-ENVersion V01 – Premium Edition25

Initiation Stage PlanPre-ProjectStage 1 (initiation)Stage 2Stage 3 (Final)Initiating a ProjectControlling a StageControlling a StageProcesses òStarting up a ProjectManaging a Stage BoundaryManaging a Stage BoundaryClosing a ProjectManagement Products òProjectmandateDaily Log, Lessons LogProject BriefProject Product DescriptionProject Management TeamStructureOutline Business CaseInitiation Stage PlanThis plan- Is the first plan to be created in a PRINCE2 project- is used by the Project Manager to execute the Initiation Stage.- shows what will be produced and when- documents the cost of the Initiation StagePRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENNote: this diagram only contains thesample documents of this training course,rather than all the necessary documents ineach stage.Version V01 – Premium Edition26

Initiation Stage PlanDocument:Initiation Stage PlanProject:Pen ProjectAuthor:1. Plan description6. TolerancesThis is the plan for the Initiation Stage of the Pen ProjectTime: 50% : Cost: 50% : Scope: 0%2. Assumptions - Dependencies7. Products Description(s)Sales Manager is available for the projectTen persons will be available to evaluate the pensA business gift company will provide the pens to evaluate.Internal resources will not be charged to the projectAttached: Project Product DescriptionThis example has merged assumptions and dependencies8. ScheduleDeliverables - MarchApproach documents3. Lessons incorporatedPBS (WBS)Allow buffer time for delivery of pens (Lessons Log)Investigate the ISO standard for pens: ISO 12757-2Product Descriptions4. Monitoring & ControlThe PM will use the standard PRINCE2 documentsA highlight report will be sent at the end of week to the Project BoardAn Exception report will be used if a stage forecasted to go out of tolerance5. BudgetsInitiation stage budget: 200 (internal people time is not charged)Risk Budget: 0, Change Budget: 0PRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)Date:Project ManagerRisk & Issues4th5th6th7th8th11th 12th 13th 14th 15th6 hrs4 hrs8 hrs4 hrsProject Plan3 hrsBenefits Mgmt Approach2 hrsBusiness Case2 hrsPID1 hrsNext Stage Plan2 hrsThis is a simple example of the schedule. Note: the focus is on theproducts created and not the activitiesP2P-SampleProject-ENVersion V01 – Premium Edition27

The pre-project activities are now complete and the Project Board may givepermission for the Initiation Stage to beginStage 1Initiation (Planning)Approx. 80% of the work in this stage is focused on planning (product breakdown, requirements,product descriptions, estimating, scheduling)PRINCE2 is a Registered Trade Mark of the AXELOS. The Swirl logo is a Trade Mark of the AXELOS. Professional Training Center of Excellence (PTCoE)P2P-SampleProject-ENVersion V01 – Premium Edition28 p

Result: Little practical knowledge of how PRINCE2 works What you need to know for the Practitioner Exam? Familiar with all PRINCE2 management products Aware of their structure and typical contents Understand the document descriptions in the manaul appendix How to read and interpret the project scenario provided in the exam