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

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.

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• 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

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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
• 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
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
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
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
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

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• 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
• 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
• 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
• 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

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• 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. 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

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• 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

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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

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• 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

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Organization
Review Questions
These questions are taken from the Foundation Q&A Workbook
by Management Plaza
Organization Theme

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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

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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

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