WIXLIB

Section 4PRINCE2 PROCESSES

158Introduction to processes PRINCE2 uses a process-basedapproach for project management A structured set of activities designedto accomplish a specific objective One or more defined inputs are turnedinto defined outputs There are seven processes in PRINCE2which provide the set of activitiesrequired to direct, manage and delivera project successfully A simple project may only havetwo stages:‐ an initiation stage, and‐ one delivery stage (the finalstage) A more complex project may havean initiation stage, subsequentstage(s), and the final esmanagedeliver risk124

Introduction to processes158Corporate, programme management or the customerProvide theproject mandateReviewing projectoutcomes and benefitsEnsuring IPDeliveringPre-projectKeySU - Starting up a projectDP - Directing a projectIP - Initiating a projectSB - Managing a stage boundaryInitiation stageCSCSMPMPSubsequent stage(s)Final stagePost-projectCS - Controlling a stageMP - Managing product deliveryCP - Closing a projectFigure 13.1 The PRINCE2 processesBased on AXELOS PRINCE2 material. Reproduced under licence from AXELOS. All rights reserved.125

PRINCE2 processes overviewCorporate, programme management or the customerDPGive ad hoc ize a stageor exception planAuthorize theprojectAuthorize projectclosureSBIPCPCS Daily log Lessons log Project brief Initiation stage planKeyManagement products stated in green orred text are sent to the project board Risk} Quality } registers Issue } Work Projectpackageinitiationdocumentation(PID) Benefitsmanagementapproach (BMA) Stage plan orException plan Updated project plan Updated business case End stage reportMP Team plan Acceptance record Updated BMA End project report Lessons report Follow-on actionrecommendations Drafted projectclosurenotification126

STARTING UP A PROJECT PROCESS

Starting up a project process166“The purpose of the starting up a project process is to ensurethat the prerequisites for initiating a project are in place byanswering the question: Do we have a viable and worthwhileproject?”Managing Successful Projects with PRINCE2, 2017 edition. Copyright AXELOS Limited 2017.Reproduced under licence from AXELOS. All rights reserved.128

Starting up a project processObjectiveEnsure that:‐ there is a business justification forinitiating the project‐ all the necessary authorities exist forinitiating the project‐ sufficient information is available todefine and confirm the scope of theproject‐ the various ways the project can bedelivered are evaluated and a projectapproach selected‐ individuals are appointed who willundertake the work required inproject initiation and/or will takesignificant project managementroles‐ the work required for projectinitiation is planned‐ time is not wasted initiating aproject based on unsoundassumptions129

Starting up a project process167Project mandateCorporate, programmemanagement orthe customerAppoint the executiveand project managerCapture previouslessonsPrepare the outlinebusiness caseDirecting a projectStarting upa projectDesign andappoint the projectmanagement teamSelect the projectapproach and assemblethe project briefPlan theinitiation stageRequest toinitiate a projectFigure 14.1 Overview of starting up a projectBased on AXELOS PRINCE2 material. Reproduced under licence from AXELOS. All rights reserved.130

Project briefBaseline management productUsed to provide afull and firmfoundation for theinitiation of theproject and iscreated in thestarting up aproject process317 Project definitionOutline business caseProject product descriptionProject approachProject management teamstructure Role descriptions References131

ACTIVITY - SU PROCESS

DIRECTING A PROJECT PROCESS

Directing a project process180“The purpose of the directing a project process is to enablethe project board to be accountable for the project's successby making key decisions and exercising overall control whiledelegating day-to-day management of the project to theproject manager.”Managing Successful Projects with PRINCE2, 2017 edition. Copyright AXELOS Limited 2017.Reproduced under licence from AXELOS. All rights reserved.134

Directing a project processEnsure that:‐ corporate, programmemanagement or the customer hasan interface to the project‐ there is authority to authorize theproject‐ there is authority to close theproject‐ there is authority to deliver theproject’s products‐ plans for realizing the post-projectbenefits are managed andreviewedObjective‐ management direction and control areprovided throughout the project’s life‐ the project remains viable135

Directing a project process181Project ject boardrequest for adviceAuthorizethe projectAuthorizeinitiationStarting up a projectAuthority to initiate aprojectClosurenotificationDirecting a projectAuthorize a stageor exception planRequest toinitiate a projectCorporate adviceand decisionsGive ad hocdirectionStageauthorizationRequest to approveexception planException planapprovedRequest to approvenext stage planException planrequestProject managerrequest for adviceNew issueExceptionraisedProject board adviceand decisionsPrematurecloseRequest todeliver a projectInitiating a projectAuthorize projectclosureManaging astage boundaryClosurerecommendationClosing a projectControlling a stageFigure 15.1 Overview of directing a projectBased on AXELOS PRINCE2 material. Reproduced under licence from AXELOS. All rights reserved.136

ACTIVITY - DP PROCESS

INITIATING A PROJECT PROCESS

Initiating a project process196“The purpose of the initiating a project processis to establish solid foundations for the project, enabling theorganization to understand the work that needs to be doneto deliver the project's products before committing to asignificant spend.”Managing Successful Projects with PRINCE2, 2017 edition. Copyright AXELOS Limited 2017.Reproduced under licence from AXELOS. All rights reserved.139

Initiating a project processObjectiveEnsure common understanding of:‐ the reasons for doing the project, thebenefits expected and the associatedrisks‐ the scope of what is to be done andthe products to be delivered‐ how the quality required will beachieved‐ how baselines will be establishedand controlled‐ how risks, issues and changes willbe identified, assessed andcontrolled‐ how and when the project’s productswill be delivered and at what cost‐ who is to be involved in the projectdecision-making140

Initiating a project processManagement approachesAlso ensure common understanding of: Defines how an area of theproject will be managed e.g.:‐ how progress will be monitored andcontrolled‐ who will do the work?‐ who needs information, in what formatand at what time‐ how the corporate, programmemanagement or customer method willbe tailored to suit the project‐ how will it be done?‐ what records will be kept? Four approaches:‐ risk‐ quality‐ change control‐ communication141

Initiating a project processDirecting a project197Authority to initiatea projectAgree the tailoringrequirementsPrepare the qualitymanagement approachPrepare the riskmanagement approachPrepare the changecontrol approachPrepare the communicationmanagement approachSet up theproject controlsCreate theproject planRefine thebusiness caseInitiatinga projectAssemble the projectinitiation documentationStage boundaryapproachingManaging a stageboundaryRequest todeliver a projectFigure 16.1Overview of initiating a projectBased on AXELOS PRINCE2 material.Reproduced under licence from AXELOS. All rights reserved.142

ACTIVITY - IP PROCESS

CONTROLLING A STAGE PROCESS

Controlling a stage process216“The purpose of the controlling a stage process is to assignwork to be done, monitor such work, deal with issues, reportprogress to the project board, and take corrective actions toensure that the management stage remains withintolerance.”Managing Successful Projects with PRINCE2, 2017 edition. Copyright AXELOS Limited 2017.Reproduced under licence from AXELOS. All rights reserved.145

Controlling a stage processObjectiveEnsure that:‐ the project management team isfocused on delivery withinpredefined tolerances‐ attention is focused on delivery of themanagement stage’s products‐ risks and issues are kept under control‐ the business case is kept under review‐ the agreed products for themanagement stage are delivered tostated quality standards, within cost,effort and time agreed146

Controlling a stage processDirecting a project217Exception planapprovedProject boardadviceRequestfor adviceExceptionraisedStageauthorizationManaging astage boundaryClosing a projectStage boundaryapproachingProject endapproachingControllinga stageTake correctiveactionEscalateissues and risksReport highlightsReview the managementstage statusCapture and examineissues and risksAuthorize awork packageFigure 17.1 Overview of controlling a stageBased on AXELOS PRINCE2 material.Reproduced under licence from AXELOS. All rights reserved.Review workpackage statusAuthority to deliverwork packageNew issueReceive completedwork packagesCompletedwork packageManaging productdelivery147

Work package330Baseline management productSet of informationabout one or morerequired productscollated by theproject manager topass responsibilityfor work or deliveryformally to a teammanager or teammember DateTeam manager or person authorizedWork package descriptionTechniques, processes & proceduresDevelopment interfacesOperations and maintenanceinterfacesChange control requirementsJoint agreementsTolerancesConstraintsReporting arrangementsProblem handling and escalationExtracts or referencesApproval method148

ACTIVITY - CS PROCESS

MANAGING PRODUCT DELIVERY PROCESS

Managing product delivery process236“The purpose of the managing product delivery process is tocontrol the link between the project manager and the teammanager(s), by agreeing the requirements for acceptance,execution and delivery (of project work).”Managing Successful Projects with PRINCE2, 2017 edition. Copyright AXELOS Limited 2017.Reproduced under licence from AXELOS. All rights reserved.151

Managing product deliveryprocessObjectiveEnsure that:‐ accurate progress information isprovided to the project managerat an agreed frequency to ensurethat expectations are managed‐ work on products allocated to the teamis authorized and agreed‐ team managers, team members andsuppliers are clear as to what is to beproduced and what is the expectedeffort, cost or timescales‐ planned products are delivered toexpectations and within tolerance152

Managing product delivery process237Controlling a stageCompletedwork packageAuthority to delivera work packageAccept awork packageExecute awork packageDeliver awork packageManaging product deliveryFigure 18.1 Overview of managing product deliveryBased on AXELOS PRINCE2 material. Reproduced under licence from AXELOS. All rights reserved.153

ACTIVITY - MP PROCESS

MANAGING A STAGE BOUNDARY PROCESS

Managing a stage boundary process246“The purpose of the managing a stage boundary process is toenable the project manager so to provide the project board withsufficient information to be able to review the success of thecurrent management stage, approve the next stage plan, reviewthe updated project plan, and confirm continued businessjustification and acceptability of the risks.”Managing Successful Projects with PRINCE2, 2017 edition. Copyright AXELOS Limited 2017.Reproduced under licence from AXELOS. All rights reserved.156

Managing a stage boundaryprocessObjective Assure the project board that allproducts in the stage plan for thecurrent management stage have beencompleted and approved Prepare the stage plan for the nextmanagement stage Provide the information neededfor the project board to assessthe continuing viability of theproject Record any information orlessons that can help latermanagement stages of thisproject and/or other projects Request authorisation to startthe next management stage Review and, if necessary, update thePID157