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Prince 2 Foundations—Ultimate revision edition > 6 : Quality > Flashcards

6 : Quality Flashcards

There are a lot of new terms in quality and don’t worry if your answers are not the same as the answer I provide as you may use different words to explain these. The important thing is that you are on the right track and you are aware of the terms so you can recognize them in the examination questions.

1
Q

What does the Quality Theme do?

A

The Quality theme defines the PRINCE2 approach to ensuring that products created during the project meet the expectations and that the product can be used as intended.

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2
Q

Where is the quality criteria for each product created in the project?

A

The quality criteria are part of the Product Description and this can be created for each product.

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3
Q

What is quality?

A

“The degree to which a set of inherent characteristics of a product, service, process, person, organisatiton, system or resource fulfils requirements’

Quality can also be defined as fit for purpose, which states that the product must be able to provide the functionality so the product can be used as intended.

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4
Q

What is Scope from a Quality point of view?

A

Scope is related to the scope of the plan and the scope of a plan is the sum of its products. It is defined using the product breakdown structure and the Product Descriptions. All products listed in the product breakdown structure makes up the scope. To summarize, scope from a Quality point of view is the same as product scope.

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5
Q

What does focus on products mean with regards to quality? (4 things we do with products related to quality)

A

It means we need to ensure we:

  1. Agree the customer’s quality expectations and acceptance criteria
  2. Identify the project’s products
  3. Define the products in product descriptions
  4. Implement and track the quality methods used throughout the project
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6
Q

What are Customer’s Quality Expectations?

A

The CQE is a statement about the quality expected from the project product, captured in the project product description. The Senior user, senior supplier, and project manager should have a shared understanding of the CQE.

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7
Q

When are the Customer’s Quality Expectations defined?

A

Customer quality expectations are agreed in the Starting up a project (SU) process, is documented in the Project Product description.

They are often expressed in a broad sense at first, but should be elaborated into measurable criteria.

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8
Q

What information should be included in the Customer’s Quality Expectations?

A

Customer quality expectations should cover:

  • Key quality requirements
  • Standards and processes that should be applied
  • Quality management system used
  • Assessment measurements
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9
Q

What is Quality Management?

A

The coordinated activities to direct and control an organisation with regards to quality.

The aim is to make sure the products meet the expectations, and thus enable the benefits to be realised.

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10
Q

When is the Quality Management Approach defined?

A

During the Initiating a project process.

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11
Q

What is the Quality Management Approach?

A

The document that outlines how quality will be managed on the project including:

  • Processes and quality management systems to be used
  • Procedures
  • Techniques
  • Applicable Standards
  • Responsibilities of those involved
  • Any tailoring

This is part of the project initiation document (PID)

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12
Q

What is Quality planning?

A

Quality planning establishes the objectives and requirements with regards to quality, and lays out the overall approach to quality in the quality management approach during the initiation stage.

It is about defining the:

  1. Project’s products
  2. Quality criteria
  3. Quality method
  4. Quality responsibilities
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13
Q

What is the purpose of Quality planning? (3 things)

A

Quality planning is for the purposes of:

  1. The project board to agree the expectations of the project and any acceptance criteria
  2. Communicating agreements with the stakeholders
  3. Creating a baseline for the project’s quality controls and tolerances
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14
Q

What is the purpose of Quality control?

A

The purpose is to:

  • Ensure products are fit for purpose
  • Ensures products meet the quality criteria
  • Offically record results in tthe quality register

This involves:

  1. Checking produts meet their quality criteria
  2. Implementing lessons we learnt from previous stages
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15
Q

What is the difference between quality assurance and project assurance?

A

Quality assurance provides a way to get an independent review of the quality process and ensure that it complies with the company quality standards and checking that the quality processes are in place.

Whereas, Project assurance is:

  • A project board responsibility to make sure the project is running correctly
  • Each board member has responsibilities
  • Not independent of the project
  • Cannot be delegated to Project Manager, Project Support or Team member
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16
Q

What is Quality assurance?

A

Quality assurance provides a way to get an independent review of the quality process and ensure that it complies with the company quality standards and checking that the quality processes are in place.

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17
Q

What are Acceptance Criteria?

A

Acceptance Criteria are a prioritized list of attributes that the project product must meet before the customer will accept it.

These are measureable definiations of the attributes required for the set of products to be acceptable to key stakeholders.

Acceptance criteria should be priotised, and therefore used to set quality tolerances.

Note: ACs can develop over time (but should go through the change control process)

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18
Q

When is the Project Product Description created and how is the Project Product Description used in the Closing a Project process?

A

The Project Product Description is created in the Starting up a Project process and becomes part of the Project Brief. It can be refined in the Initiation Stage when creating the Project Plan.

The Project Product Description contains the Quality information and this is why it is used by the Closing a Project process as it is used to verify that the project has delivered what was expected and that the acceptance criteria has been met. Remember the Project Product Description provides the following quality information:

  1. Quality Expectations,
  2. Acceptance criteria,
  3. Quality Tolerances,
  4. Acceptance method
  5. Responsibilities.
19
Q

When are all the Product Descriptions created?

A

The Product Descriptions for the project should be created during the Initiating a Project process as part of planning and before the Project Plan can be completed.

There is no need to go into too much detail, in fact try to reference existing standards when ever possible to cut down on documentation. E.g.: In a new Laptop project, you can say that the network card must support the Wifi 802.11 N standard without having to document this standard in detail.

20
Q

What does the Quality Register do? (3 things)

A

The quality register:

  1. Summarises quality activities
  2. Provides a unique reference for activities
  3. Pointer to quality records
21
Q

What are Quality Records?

A

Quality Records provide evidence that each product has met its requirements as specified in its Product Description. These records support the entries made in the Quality Register as the Quality Register just provides a very high level overview of the activities. For example, these Quality Records provide evidence of who has approved what, audits that have taken place and proof that products have met specific quality criteria.

22
Q

What are Approval Records?

A

Approval Records are records that show that products have been approved. Just think of quality certificates or a signed document. Approval Records can also be minutes of a meeting, email, memo, or a signed document.

23
Q

What are Acceptance Records?

A

Products that are approved during the project can have their ownership transferred to the customer, so the customer accepts the products. The Acceptance Record is proof that this has taken place. At the end of the project in the Closing a Project process the Project Manager must confirm to the Project Board that all products have been accepted and will therefore use these acceptance records to prove this.

24
Q

What is a Quality Review?

A

When a group of people get together to check a completed product for errors based on the quality specs already defined in the product descriptions. Most typically carried out in the Managing a product delivery process while the product is being completed.

The purpose is to:

  1. Assess the product agianst set criteria
  2. Provide wider acceptance of product
  3. Confirm product is complete
  4. Baseline product for change control
25
Q

What are the main steps involved in the Quality Review Technique? (3 steps)

A
  1. Review preparation
  2. Review meeting
  3. Review follow-up
26
Q

What is done to prep for a Quality review meeting?

A
  • Establish time and location of meeting
  • Establish who will attend
  • Distribute copy of product (is possible)
  • Distribute quality criteria (so the product can be assessed against them)
  • Prepare question list for supplier
27
Q

What happens after a quality review meeting?

A
  • Actions are completed
  • Results (from actions) are communicated
  • Records are completed.
28
Q

What happens at a quality review meeting?

A
  • Review errors
  • Agree actions
  • Sign-off of product
  • Document actions
29
Q

What is the Quality Review Technique?

A

The PRINCE2 quality review technique is a quality inspection technique. It has defined roles and a specific structure to follow.

The purpose is to inspect that a product is complete, that it respects the customer’s quality standards and meets the quality criteria listed in the Product Description.

30
Q

Who attends a Quality Review Meeting?

A

The roles are:

  1. Chair: This role is responsible for chairing the review meeting.
  2. Presenter: This role presents the products and represents the producers of the product.
  3. Reviewer: This role is responsible for reviewing the products, submits questions and confirms corrections or improvements.
  4. Administrator: This person provides admin support for the chairperson. E.g., taking minutes and recording results and next actions.

These are roles rather than people.

31
Q

What is the minimum # of people at a Quality review meeting?

A

There are four roles but the minimum number of people involved in a quality review meeting can be two:

  1. one person taking the chair & reviewer role and
  2. another taking the presenter and administrator role.
32
Q

What is the Senior User responsible for with regards to quality? (3 things)

A

They are responsible for:

  1. Provide the companies quality expectations and acceptance criteria for the Project Product
  2. Provide acceptance for the Project Product
  3. There are also one of the approvers for the Product Description and Quality Management Strategy
33
Q

What are Corporate or Programme Management responsible for with regards to quality? (2 things)

A

They are responsible for:

  1. Provide details of the corporate or programme quality management system
  2. Provide quality assurance
34
Q

What is the Project Manager responsible for with regards to quality? (4 things)

A

They are responsible for:

  1. Document the customers quality expectations and acceptance criteria
  2. Prepare the Project Product Description with other persons
  3. Prepare the Quality Management Strategy
  4. Ensure the Team Managers implement the quality control measures agreed in the Product Descriptions and Work Packages
35
Q

What is the Senior Supplier responsible for with regards to quality? (1 thing)

A

They are responsible for:

  1. Providing resources to undertake supplier quality activities
36
Q

What is the Team Manager responsible for with regards to quality? (2 things)

A

They are responsible for:

  1. Produce products consistent with Product Descriptions
  2. Advise the Project Manager of the product quality status
37
Q

What is Project Assurance responsible for with regards to quality? (2 things)

A

They are responsible for:

  1. Advise the Project Manager on the Quality Management Strategy and on suitable reviewers and approvers
  2. Assure the Project Board members on the implementation of the Quality Management System
38
Q

What are Project Support responsible for with regards to quality? (2 things)

A

They are responsible for:

  1. Provide administrator support for quality control
  2. Maintain Quality Register and the Quality Records
39
Q

What are the 3 different statuses a product under review can have after a Quality Review Meeting?

A

The three different statuses are: Complete, Conditionally complete & Incomplete

  • Complete means the product is accepted.
  • Conditionally complete means that a few minor actions need to be done and another Quality Review will not be required.
  • The Incomplete status will require another quality review meeting.
40
Q

What (at mininum) should be included in the quality management approach? (4 things)

A
  1. ​The approach to quality control
  2. The approach to project assurance
  3. The way quality will be communicated
  4. Roles and responsibilities of those involved
41
Q

What are the mininum Prince2 quality requirements? (5 things, 2 products)

A

1. Define its quality management approach covering (at min):

  1. Ensure the quality criteria for the products are specified in the product descriptions
  2. Maintain quality records
  3. Specify customer’s qualty expectations and acceptance critieria
  4. Use lessons to inform planning

This will involve 2 products:

  1. Quality management approach doc
  2. Quality register
42
Q

What are the two types of quality methods?

A
  1. In-process: where specialist methods are used during the creation of the products
  2. Appraisal: Occurs once the product has been created to ensure it meets expectations
43
Q

Where are quality specs and quality methods defined?

A

In the product description.

44
Q

Who checks that the product is ready for review (prior to a quality review meeting)

A

The chair

Prince 2 Foundations—Ultimate revision edition (24 decks)

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