11 : Introduction to Processes

Question 1

What is a process? Answer in your own words. There are a number of ways to answer this, so don’t worry about giving the exact answer.

Answer 1

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

How does PRINCE2 group activities?

Answer 2

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 3

Name 4 of the 7 PRINCE2 Processes. (Tip: Think of the first 2, the Project Board, where the Project Manager does most of their work, what happens at the end of the stage, where the products get produced and the last process to be done.) Don’t worry about using the exact names.

Answer 3

The 7 PRINCE2 processes are: 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 4

What happens during the Closing a Project process and who is responsible? Just name two tasks that are done.

Answer 4

The Project Manager is responsible for this process and they prepare for the project to be closed by doing the following: Creating the End Project Report, Lessons Learned Report, Getting the final products Accepted and hand them over and so on.

Question 5

As far as a PRINCE2 project is concerned, what is the Trigger to start a project? (Tip: What document must be produced?)

Answer 5

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

Question 6

PRINCE2 recommends a number of Pre-Project Activities – activities that should be done before the project starts up. In which process are these activities done?

Answer 6

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

Question 7

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

Answer 7

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 8

The Project Mandate is expanded into another document that is created during the Starting Up a Project process. What document is this?

Answer 8

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

Question 9

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

Answer 9

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 10

What are the main objectives of the Initiation Stage? (Tip: Just think of some of the documents that are part of the PID.)

Answer 10

The main objectives of the Initiation Stage are to:
• Create a detailed Business Case, define Product Quality, define Product Descriptions, create Project Plan and finally create the PID (Project Initiation documentation).
• The Project Plan is a high level plan for the whole project. A stage plan is also created for the next stage which is a lot more detailed than the project plan.

Question 11

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

Answer 11

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 12

What is the name of the report that the Project Manager creates on regular basis to keep the Project Board up to date on the progress of the stage?

Answer 12

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

Question 13

Name two of the reports that the Project Manager creates in the Closing a Project process. What does the Project Board do after this process?

Answer 13

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 14

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

Answer 14

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 15

What do you think the Project Board do in the Directing a Project process? Just name one or two things they do.

Answer 15

Authorize initiation, Authorize the project, authorize each new stage to start, give advice to the Project Manager and the last thing they do is shut down the project.

Question 16

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

Answer 16

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 17

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

Answer 17

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

Question 18

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

Answer 18

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

Question 19

Who does most of the work in the Controlling a Stage process? Name two things that they do.

Answer 19

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 20

What happens in the Managing Product Delivery process and who is responsible?

Answer 20

Managing Product Delivery is the process where the planned products are created and it comes under the responsibility of the Team Manager. It is where the work gets done meaning it is where the work packages are executed and the products get created.

Question 21

What happens during the Closing a Project process and who is responsible?

Answer 21

The Project Manager is responsible for this process and prepares for the project to be closed by doing the following: Creating the End Project Report, Lessons Learned Report etc.