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Prince 2 Foundations—Ultimate revision edition > 5 : Organization > Flashcards

5 : Organization Flashcards

1
Q

What is the purpose of the Organization Theme?

A

The purpose of the Organization Theme is to define and establish the project accountability and responsibilities.

In other words the Who is responsible for what in the project.

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2
Q

What Principle is the organisation theme linked to?

A

The Defined Roles and Responsibilities principle

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3
Q

A Prince2 project is based on what kind of environment?

A

A PRINCE2 project is based on a Customer / Supplier environment.

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4
Q

What is Corporate or Programme Management?

A

This is a level above the project team and outside the project.

A company will either have a Project Office (also known as a programme office) or if no programme, then the projects will be started by the upper layer of management in a company.

We refer to this as Corporate Management.

This is why PRINCE2 shows Corporate or Programme Management in the Organization diagram.

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5
Q

Who is usually corporate / Programme management?

A

Some corporate strategy body such as a board of directors.

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6
Q

How many levels of management are in a Prince2 Project Management?

A

There are 4 levels in a Prince Project Management Structure:

  1. Corporate or Programme management level (not in the PM team)
  2. Directing,
  3. Managing and
  4. Delivering.
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7
Q

Who does the project board report to?

A

The project board is the highest authority within the project and reports to Corporate or Programme management (such as a Board of Directors).

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8
Q

Prince2 places projects responsibilities into….

A

PRINCE2 places projects responsibilities into Roles.

For example, some roles are Executive, Project Manager and Project Support.

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9
Q

What 5 Roles can be shared with more than one person?

A

The following roles can be shared with more than one person:

  1. Senior User,
  2. Senior Supplier,
  3. Change Authority,
  4. Project Support,
  5. Project Assurance.
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10
Q

What 2 Prince2 roles cannot be shared?

A

Roles that can only be assigned to one person are:

  1. Executive,
  2. Project Manager and
  3. Team Manager.
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11
Q

What are the 3 primary categories of stakeholder?

A

The 3 primary categories of stakeholder are:

  1. Business,
  2. User
  3. Supplier.

These stakeholders much be represented in a project if the project is to be successful. And they are also represented in the Project Board.

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12
Q

Which level of the Organization is outside the Project Management Team?

A

The level Corporate or Programme Management level is outside the Project Management Team.

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13
Q

What are Corporate or Programme Management responsible for on the project? (3 things)

A

Corporate or Programme Management are responsible for:

  1. Commissioning the Project (so they create the project mandate)
  2. Identifying the Executive
  3. Defining the project tolerance
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14
Q

Who is responsible for the 3 Project management levels?

A
  1. Directing: the Project Board is responsible
  2. Managing: Project Manager is responsible
  3. Delivering: the Team Manager is responsible
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15
Q

Who is responsible for the Project on a Day-to-Day basis?

A

The Project Manager is the responsible for the project on a day-to-day basis.

Their prime responsibility is to ensure that the project produces the required products in accordance with the goals: time, cost, quality, scope, risk and benefits goals. These are the six project variables.

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16
Q

Who is responsible for delivering the projects products to a certain quality, within a specific time scale and cost?

A

The Team Members are responsible for responsible for delivering the project products to a certain quality, within a specific time scale and cost. They are assigned work using Work Packages by the Project Manager.

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17
Q

What are the roles on the project board?

A

The Project Board consists of

  1. The Executive (can only be one person)
  2. The Senior User (can be a shared role)
  3. The Senior Supplier (can be a shared role)
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18
Q

What is the project board responsible for? (4 things)

A

The Project Board has these duties:

  1. Accountable for success of failure of the project
  2. Provide unified direction to the project and project manager
  3. Provides the resources and authorizing the funds for the project
  4. Provide visible and sustained support for the project manager
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19
Q

What is the executive responsible for?

A

The Executive’s role is to ensure that the project is focused on achieving its objectives and delivering a product that will achieve the forecasted benefits.

The executive also gives a single point of accountability for the project.

The executive owns the business case for the project.

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20
Q

Who designs and appoints the Project Management team?

A

The Execitive are responsible for Designing and appointing the Project Management Team including the rest of the Project Board and Project Manager.

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21
Q

What is the Senior user responsible for?

A

They are responsible for:

  • Specifying the needs of the users that will use the project products
  • Liaising between the Project Manager and the Users
  • Monitoring that the solution will meet the needs of the users especially in terms of quality and ease of use and against requirements

An important thing they do is the identification and realisation of the project benefits (which means that the role exists beyond project boundries)

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22
Q

What is the Senior User responsible for with regard to benefits?

A

The Senior User specifies the expected benefits at the start of the project and reports to the project board on the benefits that were realized during the project. After the project, they continue to report on the benefits after to the Corporate or Programme Management.

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23
Q

Which role represents the interests of those designing, developing, facilitating and implementing the projects products?

A

The Senior Supplier is responsible for this.

They are also responsible for the quality of the products.

It is quite common for the senior supplier to be an external peep.

24
Q

Who can provide support and maintenance for the products created during the project after the project ends?

A

The Senior Supplier can be asked to provide support and maintenance for the products produced during the project.

It is also possible for the customer to have an internal team to do this.

So this depends on the customer.

25
Q

Which Role that considers requests for change during the project?

A

This is the Change Authority role and its the Project Board that decide who this roles should be assigned to.

26
Q

Who can be assigned the Change authority role?

A

If there are few changes expected, the Project Board will usually take on the Change Authority role (this is the default).

If there are many changes expected then the Project Board will assign this role to a group due to the amount of work involved and to provide a better response to requests.

27
Q

Where is the change request and change authority process documented?

A

This information is defined in the Change Management Strategy document and this is done during the Initiation stage.

This also includes information who can act at the change authority, the change budget and severity level of change that they can decide on.

28
Q

Why is the Project Board kept as small as possible?

A

The Project Board should be kept as small as possible as it will make it easier to take decisions.

29
Q

Who runs the Project on behalf of the Project Board?

A

The Project Manager runs the projects on behalf of the Project Board.

This role can never be shared.

30
Q

Who does the Project Manager role manage?

A

The Project Manager manages the

  1. Team Manager (optional role)
  2. Project Support (can be taken on by the PM or assigned to another person or group)
31
Q

Why might the Project Manager consider using Team Managers? (rather than managing the team directly)

A

A Project Manager may choose to work to work with a Team Manager if the project is quite large, if there is a need for specialist skills or knowledge of the products to be produced and the Project Manager may not have this knowledge.

32
Q

Can a Team Manager be higher in the organization than a Project Manager?

A

Yes. A Team Manager can be higher in the Organization than a Project Manager but as far as the Project is concerned the Team Manager will report to the Project Manager on all project related work.

33
Q

What is the Project Support role responsible for? (7 things)

A

The Project Support Role is responsible for;

  1. Providing administrative services or advice or guidance of the use of Project Management tools.
  2. Documentation and filing
  3. Updating plans
  4. Documenting standards
  5. Configuration management
  6. Can also supply planning and or risk management services.
  7. Reporting and minutes
34
Q

What is Stakeholder Engagement?

A

Stakeholder engagement is the process of identifying and communicating effectively with those people or groups who have an interest in the projects outcome.

PRINCE2 also states that communication with stakeholders is the key to a project’s success.

35
Q

What is included in the Communication Management Strategy document?

A

The Communication Management Strategy document contains a description of each stakeholder type and defines how best to communicate with them including frequency and the type of information they are most interested in.

The Communication Management Strategy document is created by the Project Manager in the Initiation Stage of the project.

36
Q

What is the Project Management responsible for in the organisation theme? (3 things)

A

The Project Manager is responsible for:

  1. Preparing the Communication Management Strategy
  2. Reviewing and updating the project management structure
  3. Preparing Role Descriptions
37
Q

Who provides administrative support for the project management team?

A

This is Project Support.

38
Q

Who is responsible for providing user resources and defining user requirements?

A

This is the Senior User.

39
Q

Who appoints the Project Manager (if not done by Corporate or Programme Management)?

A

This is the Executive. They also:

  • Confirm the appointments to the Project Management Team
  • Approve the Communication Management Strategy Doc
40
Q

Who is responsible for managing Project Team Members?

A

This is the Team Manager (or PM).

Team managers also advise on the selection of project team members

41
Q

What is a stakeholder?

A

Any individual, group, or organisation that can affect, or be affected, or perceive itself to be affected by an initiative.

All stakeholders views will need to be considered by the project team.

Some of the stakeholders will be represented on the project board.

42
Q

What role respresents the Business interest?

A

The executive respresents the business interest (projects should represent value for money).

The business interests should be defined in a Business Case

43
Q

What interests are addressed in a Prince2 project?

A
  1. Business interests (through the Executive)
  2. User interests (through the senior user)
  3. Supplier interests (through the senior supplier)

These are roles on the project board.

44
Q

What is the purpose of the Project Board?

A

To represent all stakeholders in the project

45
Q

What happens in the Directing management level?

A

Directing covers all the activities of the project board.

46
Q

What happens in the Managing management level?

A

This includes all activities undertaken by the project management in the day to day management of the project.

(Including production of the right products, on time, on budget, to the required standard)

47
Q

What happens in the delivering level of management?

A

Where the building or development of project products happens.

48
Q

Who provides the programme mandate?

A

Corporate / Programme management provides the project mandate.

49
Q

Who usually chairs the project board?

A

The executive.

They are also usually responsible for managing/resolving conflict.

50
Q

Who appoints the Exective role?

A

The Executive is appointed by the programme director.

The programme director can also appoint the Senior supplier and senior user (or can delegate this to the Executive).

51
Q

What are the 5 main tasks of the Project Manager role?

A
  1. Planning the project
  2. Staff motivation and leadership
  3. Liaise with Programme management
  4. Defining responsibilities for specialists
  5. Reporting to the project board.
52
Q

What is the Team manager responsible for?

A

Team managers are responsible for managing the creation and delivery of specialist work packages and products.

Where problems arise within a team operating under a team manager, the team manager will raise the issue with the PM for decision on approach.

The team manager produces Checkpoint reports.

53
Q

What are highlight reports?

A

Based on the checkpoint reports provided by the team managers, the highlight report is produced by the PM for the project board.

54
Q

What is project assurance responsible for?

A

Split into Business, User, and Supplier assurance.

The project assurance is responsible for ensuring the project is going as stated by the PM.

55
Q

What is the mininum Prince2 requirements for the organisation theme

A

1. Define the org structure and roles (making sure each of the roles are represented)

  1. Document the rules for delegating the responsibilitys of the change authority
  2. Define the approach to communicating and engaging with stakeholders

2 documents are required: PID (which sets out the team structure) and the Communication management approach (defines the means and frequency of comms)

56
Q

Who can project assurance be delegated to?

A

Anyone not under the authority of the PM

Prince 2 Foundations—Ultimate revision edition (24 decks)

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