10 : Progress Flashcards
Welcome to the Progress Learn Thru Questions. We have more than 35 questions on the Progress Theme, so try to answer 66% of the questions and you will be ready for the exam. Again don’t worry about using the exact same text as me in the answers, it is more important that you understand the questions and answers. The objectives of these questions are to get you to think from a PRINCE2 point of view and learn about PRINCE2 at the same time. Also remember, the questions in the PRINCE2 exams are mu
What do you think is the purpose of Progress (i.e., why do we have a progress theme)? Just name the reasons.
The purpose of the Progress Theme can be explained in three parts:
1) To establish how to monitor and compare actual achievements against those planned
2) To provide a forecast for the project objectives and the project’s continued viability
3) To be able to control any unacceptable deviations
Progress is about checking progress compared to plan, checking project viability and controlling any deviations.
Name one of the Seven Principles that are represented in the Progress Theme.
Three of the seven principles are represented in the Progress Theme. These are:
1) Manage by stages: The Project Board use stages as control points
2) Continued business justification: The business case is continually checked that the project is still worth doing.
3) Managed by Exception: If tolerances are exceeded, then the issue is referred up to the next management level for approval.
Fill in the blanks. Each time I say blank it represents one word. Control or progress is all about ______ making and is central to project management, ensuring that the project remains viable against its approved ______ _______.
Control or progress is all about decision-making and is central to project management, ensuring that the project remains viable against its approved Business Case.
What is an exception? Answer in your own words.
An exception is a situation where it can be forecast that there will be a deviation beyond the agreed tolerance levels. The keyword here is forecast.
Tolerance levels can also be set for all the six tolerances areas. Name these six tolerances. (Tip: They are the same as the six project variables. Think TeCQuila SoBeR)
These are Time, Cost, Quality, Scope, Benefits, and Risk.
What do you think would be the result if tolerances were not used in a project by the Project Board?
In this case, every small issue that occurs, the Project Manager would escalate to the Project Board and they would end up working on the project 8 hours a day and therefore would be doing a lot of the work for the Project Manager. Remember the Project Board are busy people and we don’t want to take up much of their time. Setting tolerances allows the Project Manager to handle smaller issues and only bother the Project Board for bigger issues that are outside this tolerance.
The PRINCE2 method provides 4 ways to control a project; name two of these. (Tip: Think about how the Project Board controls the project and how they communicate with the Project Manager.)
PRINCE2 provides control through four main ways:
1) Delegating Authority from one level to the next: eg: The Project Board will delegate authority to the Project Manager & so on.
2) Dividing the project into management stages and authorizing one stage at a time
3) Time driven and event-driven progress reports
4) Raising Exceptions, so use exceptions to alert above layer
PRINCE2 delegates authority from one management level to the next; name the 3 levels
The three levels are:
1) Corporate or Programme Management to Project Board
2) Project Board to the Project Manager
3) Project Manager to the Team Manager
Who sets the Project Tolerance, the Stage Tolerance and Work Package Tolerances?
Project Tolerances are set by Corporate or Programme Management. Stage Tolerances are set by the Project Board. These are set at the beginning of the project and can be updated for each stage. The Work Package tolerances are set by the Project Manager when assigning a work package to a Team Manager.
What happens if the Project Manager finds out that one of the tolerances may be exceeded? This is only a forecast. E.g.: The time to develop a product will take 40% longer and their tolerance level was 20%.
They must alert the Project Board immediately. The Project Board may decide to wait a week or a few days to see if the situation changes, or request an Exception Report or even request an Exception Plan.
There are 3 Controls that the Project Board uses to control a project. Name two of them. (Tip: Think about how the Project Board control the project, what they do in directing a project and how do they get news)
These controls are Authorizations, Progress Updates and Exceptions & Changes.
• The Project Board first authorizes the Initiation Stage, secondly they authorize the Project and then authorize each stage and lastly they authorize Project Closure.
• Progress Updates. They receive Highlight Reports and End Stage Report from the Project Manager.
• Exceptions and Changes: The Project Manager advises the Project Board about any exceptions during a stage. All change requests will go through the Change Management Procedure as described in the Configuration Management document.
There are 3 Project Controls that the Project Manager uses to control the project. These have the same names as the 3 Project Control for the Project Board but differ in how they work. What are these three controls?
These controls are Authorizations, Progress Updates and Exceptions & Changes. These are same names as the 3 Project Controls as the Project Board.
• Authorizations: The Project Manager authorizes work packages to the Team Manager during the CS process.
• Progress Updates: This includes Check Point reports that are provided by the Team Manager or Team Members.
• Exceptions and changes: They use the project registers and logs to review progress and identify issues that may need to be resolved.
List 2 of the control tasks that the Project Board can do at the end of each stage.
The Project Board can do the following at the end of each stage:
• They review the End Stage report and Review plan for next stage
• They can continually check the check the viability of the project
• They can authorize the next stage to start
• Then can check project progress against the baselined project plan
What is the minimum number of stages in a project? E.g.: If you only have a project of two days.
The minimum number of stages in a project is two. You have the initiation stage to define and agree what needs to be done and at least one other stage to produce the products. So if your project will last two days, you still have to decide what needs to be done and how best to go about this. Perhaps this can take just an hour over a coffee.
PRINCE2 gives a number of suggestions to help decide on how to decide the number of stages in a project. Can you name two of these? (Tip: Just think about what could be important when you are trying to plan some weeks or months into the future.)
These are:
1. How far ahead is it possible to plan? E.g.: With a new type of IT solution you might say 4 weeks and building a regular factory building could be 3 months.
2. Do decision points have to be made and if so when? E.g.: You might build a prototype and need market or user feedback before you can decide to continue.
3. The amount of Risk in the project.
4. The control the Project Board requires: Lots of short stages, which will mean more work for them and more control. Or longer stages, which means less work but less control.
5. How much confidence the Project Board has in the Project Manager? If this is a similar project to other projects that have been successful by the same project manager, then they will be more confident and will choose longer stages.