Prince 2 and Project Management

By

Sayed Ahmed

Just E.T.C.Technologies Inc.Just E.T.C Education Inc.

www.justETC.net

Aspects of Prince2 Steps

◦ Starting up a Project◦ Initiating a Project◦ Directing a Project◦ Controlling a Stage◦ Managing Product Delivery◦ Managing a Stage Boundary◦ Closing a Project

Related Concepts◦ Business Case Analysis◦ Organization of Teams◦ Progress◦ Quality◦ Risk◦ Change

Overview of Prince2Changes and upgrades of business

processes are done by projectsPRINCE2 is a scalable and flexible project

management method◦ Suitable for any type of project [ref: the book]

PRINCE 2 Offers◦ Controlled management of change◦ Active involvement of the users in the product

development

PRINCE 2 Offers◦Efficient control of development

resourcesPRINCE 2 distinguishes the

management of the development process from the techniques for development

PRINCE2’s View of Project Management

Five characteristics of Project work (than regular business operations)◦Change: Projects are used to introduce

changes to businesses◦Uncertainty: Projects will almost always

introduce something new and unknown◦Temporary: Many times, a project team

comes, finishes the project and goes away

◦Unique: In some major or minor ways, projects are always unique

◦Cross-functional: A project needs people with different skills

Project Performance VariablesCostTimeQualityScopeBenefitsRisk

Seven PRINCE2 PrinciplesContinued business justificationLearn from experienceDefined roles and responsibilitiesManage by stagesManage by exceptionFocus on productsTailor to suit the project

environment

Roles Project Sponsor Program Management Body (Project Board)

◦ Key decision maker◦ May be absent in small projects

An Executive ◦ Holds the purse string of the projects◦ Ensures that projects meet company strategies◦ Ensures that there is always a business case◦ Strongly tied with the program management◦ For small projects, sponsors become the executives

A Project Manager◦ Sets up a daily log for the projects◦ Ensures that the project gets done within defined time

limit Customer, User and Supplier

Capture Previous LessonsPRINCE2 encourages to create

lessons logs to ensure that the same mistakes are not done in the future projects

How to capture?◦Use similar previous projects’ reports◦Corporate programmer or external

lessons◦Previous experience of similar

projects from Individuals or teams.

Project Manager and Lessons CapturingResponsibilities

◦Create a lessons log◦Review lessons from previous projects

esp. similar projects to find out lessons that may benefit current projects

◦Talk to people with previous project experience or people currently working with similar projects

◦Document any useful lessons ◦For small projects

Ask people around

StagesStages in Picture (Reference:

Prince2.com)

Starting Up a ProjectA pre-project processEnsures that the pre-requisites for initiating

the project are in place.Ensures that there is a project mandate

describing◦ The reasons for the project◦ Expected Outcomes

Activities◦ Ensures that the information required by the

project team is available◦ Planning and appointing the project management

team◦ Create the initiation stage plan

Initiating a ProjectJustify the reasons to proceed with the projectEstablish a stable management basisConfirm that a reasonable business case exists

for the project. Document it.Agree to the commitment of resourcesEnable and encourage the Project Board to take

ownership of the projectOutline the baseline for the decision-making

processes as will be required during the project’s life cycle

Ensure that time and effort investment is decided wisely considering the risks to the project

Managing Stage Boundaries (MSB)Provides the Project Board with key

decision points on whether to continue with the project or not

Objectives◦Assure that all deliverables from the

previous stage (Current Stage) are complete◦Provide the information to assess the

continuing viability of the project◦Provide the information needed to approve

the current stage's completion◦Record any lessons that may help later

Controlling a Stage (CS)Handles day-to-day management of the

project◦ Hence, this process forms the core of the Project

Manager's effort on the projectThis process is a cycle of the following

activities◦ Authorize work to be done◦ Gather progress information about that work◦ Watch for changes◦ Review the situation◦ Report◦ Take any necessary corrective action◦ Ongoing risk management and change control

Managing Product Delivery (MP)

◦Ensure that planned products are created and delivered

◦Ensure that the work is done◦Ensure that the work conforms to the

requirements◦Ensure that the completed work

meet quality requirements◦Obtain approval for the completed

products

Closing a ProjectExecute a controlled close to the projectWrap up the project either at its end or at

premature closeCheck that the objectives as mentioned in

the Project Initiation Document (PID) have been met

Check the Customer's satisfaction with the deliverables

Get formal acceptance of the deliverablesConfirm that maintenance and operation

arrangements are in place Prepare an End Project Report

PlanningPlanning is an ongoing activity

carried out at different stages◦Plan an initiation stage◦Plan a project◦Plan a stage◦Create an Exception plan

Planning FrameworkEstablish the products that are

neededDetermine the sequence in which

the products will be producedDefine the form and content for

each productList activities involved for their

creation and delivery

ReferencePrince 2: A Practical Handbook

by Colin Bentley