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PRINCE2 Project Management Overview


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This document is a 77-slide PowerPoint presentation that provides a Project Management Overview based on the PRINCE2 methodology that has been recognised world-wide as the leading Best Practice framework for successful project execution.

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PRINCE2 Project Management Overview

  1. 1. July 2013 Dartview Consulting Limited 1
  2. 2. What is Project Management? “Project Management is the planning, delegating, monitoring and control of all aspects of the project, and the motivation of those involved, to achieve the project objectives within the expected performance targets for time, cost, quality, scope, benefits and risks” Dartview Consulting Limited 3
  3. 3. What is a PRINCE2? • • • • Product focussed, Process based Recognised best practice Tailorable, scalable and flexible Widely adopted in both public and private sector Dartview Consulting Limited 5
  4. 4. Elements of PRINCE2 • • • • The Principals The Themes The Processes Tailoring Dartview Consulting Limited 7
  5. 5. PRINCE2 - Principals • • • • • • • Continued business justification Learn from experience Define roles and responsibilities Manage by stages Manage by exception Focus on products Tailor to suit the project environment Dartview Consulting Limited 9
  6. 6. PRINCE2 - Principals • • Learn from experience When starting a project • Previous or similar projects should be reviewed to see if lessons learned can be applied • As the project progresses • The project should continue to learn. Lessons learned should be included in all reports and reviews. The goal is to seek opportunities to implement improvements during the life of the project • As the project closes • The project should pass on lessons learned. Unless lessons learned provoke change, they are only lessons identified, not learned Dartview Consulting Limited 11
  7. 7. PRINCE2 - Principals • • Manage by stages A great deal of effort can be wasted on attempts to plan beyond a sensible planning horizon. PRINCE2 overcomes this by • Dividing the project into a number of management stages • Having a high-level Project Plan and a detailed Stage Plan for each stage • Planning, delegating, monitoring and controlling the project on a stage-by-stage basis Dartview Consulting Limited 13
  8. 8. PRINCE2 - Principals • • Manage by exception Tolerances are set for: • Time (plus or minus an amount of time on the target completion dates) • Cost (plus or minus an amount of the planned budget) • Quality (plus of minus degrees off a quality target, e.g. a product weight or height) • Scope (permissible variation of the plan’s products, mandatory requirements plus or minus desirable requirements) • Risk (Limits on the plan’s aggregated risk) • Benefit (plus or minus degrees off an improvement goal) Dartview Consulting Limited 15
  9. 9. PRINCE2 - Principals • • • • Focus on products A PRINCE2 project focuses on the definition and delivery of products, in particular their quality requirements The purpose of a project is to fulfil stakeholder expectations in accordance with the business justification. To do this, there must be a common understanding of the products required and the quality expectations of them The set of agreed products defines the scope of a project, providing focus and avoiding scope-creep Dartview Consulting Limited 17
  10. 10. PRINCE2 - Themes These describe aspects of project management that must be addressed continually and in parallel throughout the project. The seven Themes explain the specific treatment required by PRINCE2 for the various project management disciplines and why they are necessary Dartview Consulting Limited 19
  11. 11. PRINCE2 - Themes Business Case “The purpose of the Business Case theme is to establish mechanisms to judge whether the project is (and remains) desirable, viable and achievable as a means to support decision making in it’s (continued) investment” Dartview Consulting Limited 21
  12. 12. PRINCE2 - Themes Quality “The purpose of the Quality theme is to define and implement the means by which the project will create and verify products that are fit for purpose” Dartview Consulting Limited 23
  13. 13. PRINCE2 - Themes Risk “The purpose of the Risk theme is to identify, assess and control uncertainty and, as a result, improve the ability of the project to succeed” Dartview Consulting Limited 25
  14. 14. PRINCE2 - Themes Progress “The purpose of the Progress theme is to establish mechanisms to monitor and compare actual achievements against those planned; provide a forecast for the project’s objectives and the project’s continued viability; and control any unacceptable deviations” Dartview Consulting Limited 27
  15. 15. PRINCE2 - Processes Dartview Consulting Limited 29
  16. 16. PRINCE2 Processes – Starting up a Project • Purpose • To ensure that the pre-requisites for Initiating a Project are in place by answering the question: Do we have a viable and worthwhile project? • As much about preventing poorly conceived projects from ever being initiated, as it is about approving the initiation of viable ones Dartview Consulting Limited 31
  17. 17. Dartview Consulting Limited 33
  18. 18. PRINCE2 Processes – Directing a Project • Objectives: To ensure that; • There is authority to initiate the project • There is authority to deliver the project’s products • Management direction and control are provided throughout the project’s life, and that the project remains viable • Corporate or Programme Management has an interface to the project • There is authority to close the project • Plans for realising the post-project benefits are managed and reviewed Dartview Consulting Limited 35
  19. 19. PRINCE2 Processes – Initiating a Project • Purpose • To establish solid foundations for the project, enabling the organisation to understand the work that needs to be done to deliver the project’s products before committing to a significant financial spend Dartview Consulting Limited 37
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  21. 21. PRINCE2 Processes – Controlling a Stage • Objectives: To ensure that; • Attention is focused on delivery of the stage’s products. Any movement away from the direction and products agreed at the start of the stage in monitored to avoid uncontrolled change (scope creep) and loss of focus • Risks and issues are kept under control • The Business Case is kept under review • The agreed products for the stage are delivered to stated quality standards, within cost, effort and time agreed, and ultimately in support of the achievement of the defined benefits • The project management team are focused on delivery within the tolerances laid down Dartview Consulting Limited 41
  22. 22. PRINCE2 Processes – Managing Product Delivery • Purpose • To control the link between the Project Manager and the Team Manager(s), by placing formal requirements on accepting, executing, delivering project work • The role of the Team Manager(s) is to co-ordinate an area of work that will deliver one of more of the project’s products. These products can be delivered internally or externally to the customer’s organisation Dartview Consulting Limited 43
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  24. 24. PRINCE2 Processes – Managing a Stage Boundary • Objectives: To; • Assure the Project Board that all products in the Stage Plan for the current stage have been completed and approved • Prepare the Stage Plan for the next stage • Review, and if necessary, update the PID (in particular the Business Case, Project Plan, project approach, strategies, project management team structure and role descriptions) • Provide the information needed for the Project Board to assess the continuing viability of the project, including the aggregated risk exposure • Record any information or lessons that can help later stages of this project and/or other projects • Request authorisation to start the next stage Dartview Consulting Limited 47
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  26. 26. PRINCE2 Processes – Closing a Project • Objectives: To; • Verify user acceptance of the project’s products • Ensure that the host site is able to support the products when the project is disbanded • Review the performance of the project against it’s baselines • Assess any benefits that have already been realised, update the forecast of the remaining benefits, and plan for a review of those unrealised benefits • Ensure that provision has been made to address all open issues and risks, with follow-on action recommendations Dartview Consulting Limited 51
  27. 27. PRINCE2 - Tailoring • The PRINCE2 method is a web of interlinking elements, all reliant on each other. Tailoring does not therefore mean omitting elements • Tailoring is about applying the method within the context of a given situation, such as the scale and complexity of the project and the environment in which it is being managed Dartview Consulting Limited 53
  28. 28. PRINCE2 - Tailoring · · · · · · Corporate Standards Project is part of a Programme Organisational Maturity Terms & Language Geography Project Priority · · · · · Environmental Factors PRINCE2 Principals Scale Complexity Team Maturity Project Type Lifecycle Model (Agile, Waterfall, etc.) Project Factors Tailor · · · · · · Adapt the Themes Revise Terms & Language Revise Product Descriptions for the management products Revise Role Descriptions Adjust Processes to match the above Record in the Project Initiation Documentation (PID) Dartview Consulting Limited 55
  29. 29. PRINCE2 – Product Description Outlines Baselines are Management Products that define aspects of the project and, once approved, are subject to change control. These are; • Benefits Review Plan, Business Case, Communication Management Strategy • Configuration Management Strategy, Project Plan, Stage Plan, Team Plan • Product Description, Project Brief, Project Initiation Documentation • Project Product Description, Quality Management Strategy • Risk Management Strategy, Work Package Dartview Consulting Limited 57
  30. 30. PRINCE2 – Product Description Outlines Reports are Management Products providing a snapshot of the status of certain aspects of the project. These are; • Checkpoint Report, End Project Report • End Stage Report, Exception Report • Highlight Report, Issue Report • Lessons Report • Product Status Account Dartview Consulting Limited 59
  31. 31. PRINCE2 – Roles & Responsibilities A PRINCE2 project will always have three primary categories of stakeholder: • • • Business: The products of the project must meet a business need that will justify the investment in the project. The project should provide value for money. Represented by the Executive on the Project Board User: The people who will actually use the outputs delivered by the project. Represented by the Senior User on the Project Board Supplier: The teams whose skills and expertise will actually create the project product. Represented by the Senior Supplier on the Project Board Dartview Consulting Limited 61
  32. 32. PRINCE2 – Roles & Responsibilities A PRINCE2 project management structure has four levels Project Management Team Corporate or Programme Management Directing – Project Board Managing – Project Manager Delivering – Team Manager Dartview Consulting Limited 63
  33. 33. PRINCE2 – Roles & Responsibilities Project Board (during Start-Up and Initiation) • Confirm project tolerances • Approve the Project Brief & Stage Plan for the initiation stage • Authorise project initiation • Set scales to be used for Issues and RFC’s • Approve the supplier contract (if the relationship between supplier and customer is a commercial one) • Approve the PID and it’s components • Authorise the start of the project Dartview Consulting Limited 65
  34. 34. PRINCE2 – Roles & Responsibilities Project Board (at the end of the project) • Provide assurance that all products have been delivered satisfactorily and all acceptance criteria has been met • Confirm acceptance of the project product • Approve the End Project Report and ensure that any issues, lessons and risks are documented and passed on as appropriate • Authorise Lessons Report to be distributed • Transfer responsibility for the updated Benefits Review Plan • Authorise project closure Dartview Consulting Limited 67
  35. 35. PRINCE2 – Roles & Responsibilities Project Manager • Establish and manage project procedures and controls • Authorised Work Packages • Advise the Project Board of any deviations from the plan • Implement and impose the Configuration Management Strategy • Schedule configuration audits to check that the physical products are consistent with the Configuration Item Records and initiate any necessary corrective action Dartview Consulting Limited 69
  36. 36. PRINCE2 – Roles & Responsibilities Team Manager • • • • • Advise the Project Manager of any deviations from the plan Pass back to the Project Manager products that have been completed and approved in line with the agreed Work Package requirements Liaise with Project Assurance and Project Support Ensure that quality activities are planned and performed correctly, and that the Quality Register is updated Assist the Project Manager in examining issue and risks Dartview Consulting Limited 71
  37. 37. PRINCE2 – Roles & Responsibilities Project Assurance • • • • • Ensure that the scope of the project is not changing unnoticed Ensure that internal and external communications are working Ensure that the needs of any special interest groups (e.g. security) are being observed Ensure that an acceptable solution is being developed Ensure that any applicable standards are being used Dartview Consulting Limited 73
  38. 38. PRINCE2 – Roles & Responsibilities Project Support • • • • Provision of Project Support on a formal basis is optional. If not delegated to an Individual or Group it will need to be undertaken by the Project Manager Set-up and maintain project files, update plans Administer/Assist in Project Board meetings Maintain records (Quality Register, Configuration Item Records, Issue Register, Risk Register, etc.) • Administer the Configuration Management procedure Dartview Consulting Limited 75
  39. 39. PRINCE2 – Related Standards ISO/IEC 20000: IT Service Management ISO/IEC 27001: Information Security Management Controlled objects for Information and related Technology (COBIT) Information Technology Infrastructure Library (ITIL) Management of Risk (M_o_R) Dartview Consulting Limited 77