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PRINCE2® Foundation Workshops
By Frank Turley, Management Plaza
Theme: Organization
Use this course in conjunction with ...
2
• Purpose of the Organization theme “Accountability….”
• Definitions
• Three Project Interests
• Project Management Team...
3
The purpose of the Organization theme is to define and establish the
project’s structure of accountability and responsib...
4
• Project: PRINCE2® defines a project as ‘a temporary organization
that is created for the purpose of delivering one or ...
5
Business
User
Supplier User Supplier
Business
Three project interests
(three primary stakeholders)
The
Project
• Just im...
6
Project Management Structure &
the Project Management Team
Corporate or programme management
Directing – Project Board
M...
7
Project Management Team
Project
Management
Team
DeliveryManagementDirectionCorp..
Senior
User
Executive
Senior
Supplier
...
8
DeliveryManagementDirectionCorp..
Senior
User
Executive
Senior
Supplier
Based on OGC PRINCE2® material. Reproduced under...
9
• Authority
• Credibility
• Ability to delegate
• Availability
The Project Board members should have
Eg: Supply resource...
10
• It is good practice to keep the size of the Project Board as small as
possible while still representing all business,...
11
• Ideally, the Project Manager and Project Board members should
stay with the project throughout its life.
• Project ro...
12
• Support or oppose the project
• Gain or lose as a result of project delivery
• See the project as a threat or enhance...
13
• Introduction
• Communication procedure
• Tools and techniques
• Records
• Reporting
• Timing of communication activit...
1414
Delivery
TeamManager
Direction
ProjectBoard
Corp..
by Frank Turley
Management-Plaza.com
Version 1.2d
Authorize
initia...
15
• Corp or Prog. Mgmt
• Executive
• Senior User
• Senior Supplier
• Project Manager
• Project Assurance
• Project Suppor...
16
1. Continued business justification
2. Learn from experience
3. Defined roles and responsibilities
4. Manage by stages
...
17
• Purpose of the Organization theme “Accountability….”
• Definitions (Project, Corporate)
• Three Project Interests
• P...
18
Organization
Review Questions
These questions are taken from the Foundation Q&A Workbook
by Management Plaza
Organizati...
19
Organization Review Questions
1. Which roles represent the managing and delivering levels in the project management tea...
20
Organization Review Questions
9. Which of the following roles can the Project Manager also perform if they have the spe...
21
Thanks for participating in this PRINCE2 Workshop
Our objectives at Management Plaza
• Help companies introduce PRINCE2...
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PRINCE2 Foundation Workshops -- Organization

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PRINCE2 Organization theme describes the roles and responsibilities of the project management team and also explains the project organization.

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Transcript of "PRINCE2 Foundation Workshops -- Organization"

  1. 1. 1 PRINCE2® Foundation Workshops By Frank Turley, Management Plaza Theme: Organization Use this course in conjunction with the: The PRINCE2® Foundation Training Manual PRINCE2® is a Registered Trade Mark of the Cabinet Office. PRINCE2™ is a Trade Mark of the Cabinet Office.
  2. 2. 2 • Purpose of the Organization theme “Accountability….” • Definitions • Three Project Interests • Project Management Team (3 levels) • Project Management Team Roles – Plus Change Authority, Project Support & Project Assurance • Dealing with changes to the Project Management Team • Types of Stakeholder & Stakeholder Engagement • The Communication Management Strategy • Roles and responsibilities • Which principle is supported by the Organization? Theme Organization: Topics Organization Theme
  3. 3. 3 The purpose of the Organization theme is to define and establish the project’s structure of accountability and responsibilities (the who?) Purpose of the Organization theme • Have business, user and supplier stakeholder representation • Defining responsibilities for directing, managing and delivering the project and clearly defining accountability at each level • Review project roles throughout the project (still effective?) • Manage communication flows to / from key external stakeholders. A successful project organization should Organization Theme
  4. 4. 4 • Project: PRINCE2® defines a project as ‘a temporary organization that is created for the purpose of delivering one or more business products according to an agreed Business Case’. – Project output: A product or Service (update process, new sales office,…) • A programme is a temporary flexible organizational structure created to coordinate, direct and oversee the implementation of a set of related projects and activities, in order to deliver outcomes and benefits related to the organization’s strategic objectives. • Customer / Supplier environment – PRINCE2 is based on a customer / supplier environment (PRINCE2 assumption) – The Customer can list the requirements and pay for the project – The Supplier can provide the resources and skills to deliver the products Organizations definitions Organization Theme
  5. 5. 5 Business User Supplier User Supplier Business Three project interests (three primary stakeholders) The Project • Just imagine if one of these was missing – what would happen? Organization Theme Based on OGC PRINCE2® material. Reproduced under license from OGC
  6. 6. 6 Project Management Structure & the Project Management Team Corporate or programme management Directing – Project Board Managing – Project Manager Delivering – Team Manager ProjectManagement Team Based on OGC PRINCE2® material. Reproduced under license from OGC • Project Structure has 4 levels • Project Management Team has 3 levels Project Management Team Project Management Structure Organization Theme
  7. 7. 7 Project Management Team Project Management Team DeliveryManagementDirectionCorp.. Senior User Executive Senior Supplier Based on OGC PRINCE2® material. Reproduced under license from OGC Corporate or Programme Management Project Manager Team Manager Change Authority Project Support Project Board Organization Theme
  8. 8. 8 DeliveryManagementDirectionCorp.. Senior User Executive Senior Supplier Based on OGC PRINCE2® material. Reproduced under license from OGC Corporate or Programme Management Project Manager Project Assurance Business Assurance User Assurance Supplier Assurance Team Manager Project Assurance • Wish to assure that all is going OK with the project & assist the PM • Check from a User, Business and Supplier point of view • Project Assurance is the responsibility of the Project Board Organization Theme
  9. 9. 9 • Authority • Credibility • Ability to delegate • Availability The Project Board members should have Eg: Supply resources Other people must listen to them Instead of micro-management Must be available, otherwise replace Organization Theme
  10. 10. 10 • It is good practice to keep the size of the Project Board as small as possible while still representing all business, user and supplier interests. • Why : keep the Size of the Project Board small? – The main task for the Project Board is to make decisions – A large Project Board will not be efficient Example: How to deal with large Project Board? • Create sub-groups under User & Supplier (allows all to have a say) • Appoint one or two persons to represent this group at board level Organization Theme Based on OGC PRINCE2® material. Reproduced under license from OGC
  11. 11. 11 • Ideally, the Project Manager and Project Board members should stay with the project throughout its life. • Project roles should be reviewed for the next stage during the Managing a Stage Boundary process. • Why change during the Managing a Stage Boundary process ? – This is where you review the performance of the last stage – This is where you are planning the next stage Dealing with changes to the project management team Organization Theme
  12. 12. 12 • Support or oppose the project • Gain or lose as a result of project delivery • See the project as a threat or enhancement to their position • Become active supporters or blockers of the project and its progress. Types of stakeholder Some people will Exercise: • Think of a project to build a by-pass road around a town • Identify at least 6 different types of stakeholders Organization Theme
  13. 13. 13 • Introduction • Communication procedure • Tools and techniques • Records • Reporting • Timing of communication activities • Roles and responsibilities • Stakeholder analysis • Info needs for each interested party The Communication Management Strategy (CMS) Doc purpose, objectives Channels, standards Web, Newsletter, email What data needs to be stored Description of any reports When & type, formal, informal Who is responsible for what? Identify, current & desired relationship Matrix overview – stakeholder vs information Structure of the CMS document Organization Theme
  14. 14. 1414 Delivery TeamManager Direction ProjectBoard Corp.. by Frank Turley Management-Plaza.com Version 1.2d Authorize initiation Authorize the project Authorize a Stage or Exception Plan Give ad hoc direction Auth. project closure Directing a Project Initiation – 1st Stage Closing a Project Corporate or Programme Management End Stage RptCommunication Management Strategy Stage Boundary: Created Management ProjectManager -- Team Manager assists the Project Manager -- Created once during project (can be updated) -- Created or updated once per stage -- Created or updated many times during a stage -- Once per Work Package -- Many per Work Package P I D Based on OGC PRINCE2® material. Reproduced under license from OGCSU Process Pre-Project CP is the last part of the last stage Created Project Brief Assists with Planning * Initiation – 1st Stage Delivery Stages : Controlling a Stage & Stage Boundary Closing a ProjectPre-Project - PMT Starting Up A Project Closing a Project Delivery Stages : Controlling a Stage & Stage Boundary © Iplazza NV PMT - Roles Organization related products Organization documentation 1-PMT (Project Management Team) - This is added to the Project Brief 2-Communication Management Strategy - Guideline for communication during project 3-PMT Roles Descriptions 4-End Stage Report - Document change suggestions to PMT 1 2 3 4 Organization Theme
  15. 15. 15 • Corp or Prog. Mgmt • Executive • Senior User • Senior Supplier • Project Manager • Project Assurance • Project Support Roles and responsibilities Executive, supply template CMS PM, confirms PMT & approve CMS User resources, Supplier resources Prepare CMS, PMT & role descriptions Advise on project members, check CMS Admin support for PM CMS: Communication Management Strategy document Organization Theme
  16. 16. 16 1. Continued business justification 2. Learn from experience 3. Defined roles and responsibilities 4. Manage by stages 5. Manage by exception 6. Focus on products 7. Tailor to suit the project environment Question: Which Principles does the Organization Theme support? Theme Organization Where do you work this principle? Organization Theme
  17. 17. 17 • Purpose of the Organization theme “Accountability….” • Definitions (Project, Corporate) • Three Project Interests • Project Management Team (3 levels) • Project Management Team Roles – Plus Change Authority, Project Support & Project Assurance • Dealing with changes to the Project Management Team • Types of Stake Holder & Stakeholder Engagement • The Communication Management Strategy • Roles and responsibilities • Which principle is supported by the Organization? Review: Theme Organization Q&A: PRINCE2® Foundation Q&A workbook (15 minutes) Organization Theme
  18. 18. 18 Organization Review Questions These questions are taken from the Foundation Q&A Workbook by Management Plaza Organization Theme
  19. 19. 19 Organization Review Questions 1. Which roles represent the managing and delivering levels in the project management team? 2. Who (which role) does the Project Manager discuss the following with: Work Packages, frequency of the Checkpoint Reports, when the products will be delivered and tolerances? 3. Which role is responsible for creating the four strategy documents including the Communications Management Strategy and when are these created (in which process)? 4. What is a purpose of Project Assurance? (You just need to be aware of what this role is for.) 5. List just one purpose of the Communication Management Strategy? (Try to think of what it is used for. This will help you recognize the answer in a multiple choice question.) 6. Which of these roles can the Project Manager also perform? (So the Project Manager can act as this role and make decisions within certain limits.) a) Executive b) Project Assurance c) Change Authority d) Senior User 7. Can some stakeholders have roles in the Project Management Team? 8. What is a purpose of the Organization theme? (Try to think of one or two keywords and remember you will just have to recognize the answer from a list in the exam.) Organization Theme
  20. 20. 20 Organization Review Questions 9. Which of the following roles can the Project Manager also perform if they have the specialist skills (knowledge about the products to be produced)? a) Senior User(s) b) Team Manager(s) c) Project Assurance d) Quality Assurance 10. List a purpose of the Change Authority (You just need to understand why this role exists.) 11. Which of these roles can the Project Manager NOT perform? a) Change Authority b) Project Assurance c) Project Support d) Team Manager. 12. Which principle does the Organization theme support? (Look at the list of principles and choose.) 13. Which level is in the Project Management Structure but not the Project Management Team? 14. List the three project interests (also known as the three primary stakeholders) that should always be represented in a project. 15. Which of these roles must only be carried out by one person? a) Senior Supplier b) Senior Supplier c) Project Assurance d) Executive Organization Theme
  21. 21. 21 Thanks for participating in this PRINCE2 Workshop Our objectives at Management Plaza • Help companies introduce PRINCE2 into their organization • Provide PRINCE2 workshop content for Processes & Themes • Provide Q&A at the end of each Workshop • Provide a fully documented PRINCE2 Sample Project • Provide PRINCE2 Diagrams (e.g. The PRINCE2 Product Map) • Provide PRINCE2 Exams with FREE PRINCE2 Self Study course Lets us know if you are interested in any of this information • Contact us at support@mgmtplaza.com
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