11 : Introduction to Processes

Question 1

What is a Prince2 Process? (definition)

Answer 1

The Prince2 Processes describe the activities required to direct, manage, and deliver a project successfully.

A process is a structured set of activities designed to accomplish a specific objective (OR) A process takes one or more inputs, acts on them and provides defined outputs.

Question 2

What are the Prince2 processes? (List of processes)

Answer 2

1. Starting up a project
2. Initiating a Project
3. Directing a Project
4. Controlling a Stage
5. Managing Product Delivery
6. Managing a Stage Boundary
7. Closing a Project

Question 3

How does PRINCE2 group activities?

Answer 3

PRINCE2 groups activities into processes. E.g.: The activities to be done at the very start of the project are grouped in the process “Starting Up a Project” and the next process is Initiating a Project.

Question 4

What is the Starting up a project process?

Answer 4

The starting up a process is to ensure that the prerequisites for initiating a project are in place by answering the question “Do we have a viable and worthwhile project?”

The purpose of this process is as much about preventing a poorly conceived project from ever being initiated, as it is about approving the initiation of viable projects.

Question 5

Who is responsible for the activities for the Starting Up a Project Process and what is meant by a pre-project process?

Answer 5

The activities in Starting up a Project Process are the responsibility of both the Project Manager and the Executive. This is the very first process and is in fact known as a pre-project process. The project starts once the project board take the decision to allow the initiation stage to start.

Question 6

What are the two main outputs of the Starting Up a Project Process?

Answer 6

The main two outputs are the Project Brief and the Initiation Stage Plan.

Question 7

What is the Trigger to start a project?

Answer 7

The Trigger to start a project is the project mandate document. It is written before the project starts.

Question 8

When do Pre-Project Activities happen?

Answer 8

Pre-project activities are in the Starting up a Project Process. This is also known as the Pre-Project process.

Question 9

What is the main objective of the Starting Up a Project Process?

Answer 9

The main objective is to verify that the project is worthwhile, i.e., making sure it adds value for the company and it is also used to prevent poor projects from starting.

Question 10

What is the Project Mandate document expanded into?

Answer 10

The Project Mandate is expanded into the Project Brief during the Starting Up a Project Process.

Question 11

What is the minimum number of stages a project can have?

Answer 11

The minimum number of stages is 2. It is possible to use all 7 processes in these 2 stages. The first stage is the Initiation Stage and the 2nd stage would be to produce the products that the project was setup to do. The Closing a Project process is always the last part of the last stage.

Question 12

What is the Initiating a project process?

Answer 12

Initiating a project processes contain activities that establish solid foundations for the project, enabling the organisation to understand the work that needs to be done to deliver the project product before ommitting to a significant spend.

Question 13

In which process are the following documents created: The Project Plan, The Business Case, and Benefits Review Plan and the PID is assembled?

Answer 13

These documents are created in the Initiating a Project Process. The IP process is the only process that happens in the Initiation Stage.

Question 14

What are the main objectives of the Initiation Stage?

Answer 14

The main objectives of the Initiation Stage is to ensure there is a common understanding of:

• The reason for doing the project
• The scope of the project
• How, when, and at what cost will the product be delivered
• Product quality and descriptions
• How the variables will be managed and controlled
• How Prince2 will be tailored

Question 15

What decision does the Project Board consider at the end of the Initiation Stage?

Answer 15

The Project Board decides to authorize the project or not (which means to allow the project to start). This is their 2nd decision. Their first decision was to authorize initiation, which allowed the Initiation Stage to start.

Question 16

What is the Controlling a stage process?

Answer 16

The controlloing a stage process is used by the project manager to allocate work, and measure progress.

Question 17

Who does most of the work in the Controlling a Stage process?

Answer 17

The Controlling a Stage Process is where the Project Manager does most of their work. The Project Manager

• assigns work to be done,
• watches over the work,
• checks that all deliverables pass required quality tests,
• checks that the project is in line with project plan,
• checks that forecasts are within project tolerances,
• takes corrective action,
• observes changes, and
• communicates with stakeholders which includes reporting.

Each action can be repeated many times by the Project Manager until the stage is complete.

Question 18

What report does the Project Manager regularly create to keep the Project Board up to date on the progress of the stage?

Answer 18

This is the highlight report and it is created by the Project Manager during the Controlling a Stage Process.

Question 19

What is the directing a project process?

Answer 19

Used by the project board to make decisions and provide advice and guidance.

Question 20

Who has the responsibility for the Directing a Project Process? When does it start and end?

Answer 20

Directing a Project is the responsibility of the Project Board. It runs from the start of the project, i.e., after the Starting Up a Project process has finished and until the project is closed.

Question 21

What does the Project Board do in the Directing a Project process?

Answer 21

• Authorize initiation,
• Authorize the project,
• authorize each new stage to start,
• give advice to the Project Manager and
• shut down the project.

Question 22

What happens in the Managing Product Delivery process?

Answer 22

Managing Product Delivery is the process where the planned products are created.

It is where the work gets done meaning it is where the work packages are executed and the products get created.

Question 23

Who is responsible for work in the Managing product delivery process?

Answer 23

Managing Product Delivery is the process where the planned products are created and it comes under the responsibility of the Team Manager

Question 24

What happens during the Closing a Project process?

Answer 24

During the Closing a project process, the PM prepares for the project to be closed by doing the following: Creating the End Project Report, Lessons Learned Report etc.

Question 25

Who is responsible for the activities in the Closing a project process?

Answer 25

The Project Manager is responsible for the closing a project process.

Question 26

What is the Closing a project process?

Answer 26

Used by the project manager to hand over the projects products to the customer, and close the project.

Question 27

What reports does the Project Manage create during the Closing a Project process?

Answer 27

The Project Manager creates the End Project Report & Lessons Report.

The Project Board will review the data provided by the Project Manager after the Closing a Project process and then decide to authorize project closure (i.e., to shut down the project).

Question 28

What is the Managing a stage boundry process?

Answer 28

The managing a stage boundry process is used by the project manager to plan the work of the next management stage of the project.