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PRINCE2 Foundation > 6.0 Initiating a Project > Flashcards

6.0 Initiating a Project Flashcards

1
Q

What is the ‘official start’ of a project?

A

The Project Board reviews the Project Brief (in DP) then decides whether to initiate the project, and states the levels of authority to the delegated to the Project Manager for the initiation stage.

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2
Q

What is done during the Initiating a Project process?

A
  • funding obtained
  • appropriate controls defined
  • means of reviewing benefits established
  • project management approached and controls established
  • robust business case developed
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3
Q

The Project board delegated day-to-day control to the Project Manager on a __________________ basis.

A

management-stage-by-management-stage

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4
Q

What are highlight reports?

A

Project Managers inform the Project Board of progress through regular highlight reports as part of the Controlling a Stage process.

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5
Q

What are checkpoint reports?

A

In MP, Team Managers or team members execute assigned work packages and keep the Project Manager appraised of progress via checkpoint reports.

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6
Q

What information does the Project Manager provide when requesting permission to proceed to the next management stage?

A
  • how the management stage performed
  • an update to the business case (and any other parts of the PID)
  • planning the next management stage in detail
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7
Q

In order to close the project, the Project Board must be satisfied that…

A

the recipients of the project’s products are in a position to own and use them on an ongoing basis

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8
Q

What is done during the Closing a Project process?

A
  • products are transitioned into operational use
  • project documentation is tidied up & archived
  • project is assessed for performance against its original plan
  • resources assigned to the project are released
  • post-project benefits reviews planned
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9
Q

What does a post-project benefits review focus on?

A
  • confirming that the planned benefits have or have not been achieved & agreeing a follow-up action plan
  • identifying any unexpected benefits that have been achieved and any dis-benefits that resulted
  • providing lessons for future projects
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10
Q

What is the purpose of Initiating a Project?

A

To establish solid foundations for the project, enabling the organisation to understand the work that needs to be done to deliver the project’s products before committing to a significant spend

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11
Q

The 9 main objectives of the Initiating a Project process are to ensure that there is a common understanding of:

A
  • reasons for the project (business case)
  • scope (product based planning)
  • how and when products will be delivered (project plan)
  • who is involved in decision making (project organisation) and who needs information, in what format they need it, and when they need it (comms approach)
  • how quality will be achieved (quality approach)
  • how baselines will be established and controlled (change control approach)
  • how risks, issues and changes will be identified, assessed and controlled (risk approach)
  • how progress will be monitored and controlled
  • how corporate/programme management will be tailored to suit the project
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12
Q

Objectives of Initiating a Project process: Reasons for the Project (Business Case)

A

The reasons for doing the project, the benefits expected and the associated risks (Business Case)

The reasons are shown in the project brief

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13
Q

Objectives of Initiating a Project process: Scope (Product Based Planning)

A

The scope of what is to be done and the products to be delivered

The scope is shown as the Product Breakdown Structure in Product-Based Planning

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14
Q

Objectives of Initiating a Project process: How and When Products will be Delivered (Project Plan)

A

This confirms the approaches and associated estimate costs in the Project Plan

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15
Q

Objectives of Initiating a Project process: Who is Involved in Decision-Making (Project Organisation) and Who Needs Information, In What Format They Need It and When They Need It (Communications Approach)

A

Will be shown in the defined roles and responsibilities in the Organisation theme.

Communications Management Approach states the stakeholder requirements

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16
Q

Objectives of Initiating a Project process: How Quality will be Achieved (Quality Approach)

A

You can see how Quality will be achieved by looking at the Quality Management Approach

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17
Q

Objectives of Initiating a Project process: How Baselines will be Established and Controlled (Change Control Approach)

A

You can see how baselines will be established and controlled by looking at the Change Control Approach

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18
Q

Objectives of Initiating a Project process: How Risks, Issues and Changes will be Identified, Assessed and Controlled (Risk Approach)

A

To see how the project will be dealing with risks, issues and changes, you need to take a look at the Risk Management Approach and the Change Management Approach

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19
Q

Objectives of Initiating a Project process: How Progress will be Monitored and Controlled

A

This is really an approach for delivery and control but emphasises the main Project Board and Project Manager controls

20
Q

Objectives of Initiating a Project process: How Corporate/Programme Management will be Tailored to Suit the Project

A

This shows that all projects need to tailor PRINCE2 to their unique circumstances

21
Q

The Risk Management approach describes…

A
  • the goals of applying risk management
  • the procedure that will be adopted
  • the roles & responsibilities
  • the risk tolerances
  • the timing of risk management activities
  • the tools & techniques that will be used
  • the reporting requirements
22
Q

How to ensure a project delivers what the user expects and finds acceptable?

A

Expectations are both stated and agreed at the beginning of the project, together with the standards to be used and the means of assessing their achievement

23
Q

The maximum level of control possible is determined by…

A

breaking down the project’s products until the level is reached at which a component can be independently installed, replaced or modified

24
Q

The Change Control Approach will define…

A

the format and composition of the records that need to be maintained

25
Q

If a formal stakeholder engagement procedure is needed, this should be documented as part of the…

A

Communications Management Approach

26
Q

Project controls enable the project to be…

A

managed in an effective and efficient manner that is consistent with the scale, risks, complexity and importance of the project

27
Q

Who should be closely involved in project planning?

A

Users and suppliers

28
Q

The Outline Business Case produced during Starting Up a Project needs to be updated to reflect…

A

the estimated time and costs, as determined by the Project Plan, and the aggregated risks from the updated risk register

29
Q

The detailed Business Case will be used by the Project Board to _______________ and provides the basis of _____________.

A

authorise the project

the ongoing check that the project remains viable

30
Q

What is the PID?

A

The PID defines the project as a basis for the management and assessment of its overall success. It gives direction and scope of the project and forms the ‘contract’ between the Project Manager and the Project Board.

31
Q

What does PRA stand for?

A

Producers, Reviewers and Approvers

32
Q

How will the PID be used at the end of the project?

A

To confirm that the original promises and any formal changes to the six objectives of time, cost, quality, scope, (expected) benefits and risk have been delivered

33
Q

3 primary uses of the PID

A
  • ensure the project has a sound basis before asking the Project Board to make any major commitment to the project
  • act as a base document against which the Project Board and Project Manager can assess progress, issues and ongoing viability questions
  • provide a single source of reference about the project
34
Q

Who does what in Agreeing the Tailoring Requirements?

A
  • Project Board approves the Project Brief
  • Project Board / Assurance reviews Lessons Log
  • Project Board approves Tailoring Requirements
  • Project Manager creates Project Controls
35
Q

Who does what in Preparing the Risk Management Approach (risk theme)?

A
  • Project Manager creates Risk Management Approach

- Project Manager creates Risk Register

36
Q

Who does what in Preparing the Quality Management Approach (quality theme)?

A
  • Project Manager creates Quality Management Approach

- Project Support creates Quality Register

37
Q

Who does what in Preparing the Change Control Approach (change theme)?

A
  • Project Manager creates Change Control Approach
  • Project Support creates Configuration Item Records
  • Project Support creates Issue Register
38
Q

Who does what in Preparing the Communications Management Approach (organisation theme)?

A
  • Project Manager creates Communications Management Approach
39
Q

Who does what in Setting up Project Controls (progress theme)?

A
  • Project Manager updates Project Controls
  • Project Manager updates Role Descriptions
  • Project Manager updates Project Management Team Structure
40
Q

Who does what in Creating Project Plan (plan and quality themes)?

A
  • Project Manager creates Project Plan
  • Project Manager creates Product Descriptions
  • Project Support creates Configuration Item Records
  • Project Manager updates Project Management Team Structure
  • Project Manager updates Role Descriptions
41
Q

Who does what in Refining the Business Case (business case theme)?

A
  • Project Manager creates Benefits Management Approach

- Project Manager creates Detailed Business Case

42
Q

Who does what in Assembling the Project Initiation Documentation (all themes)?

A
  • Project Manager assembles PID
43
Q

What are the main products of the Initiating a Project process in PRINCE2?

A
  1. PID

2. Benefits Management Approach

44
Q

What components make up the PID?

A
  • project definition (from brief)
  • project approach (from brief)
  • business case (full and detailed (and benefits management approach))
  • project management team structure (expanded)
  • role descriptions (expanded)
  • approaches (quality, change control, risk & comms)
  • project plan (including stage boundaries)
  • project controls (including stage boundaries)
  • tailoring of PRINCE2
45
Q

What are the main components of the Project Plan?

A
  • how and when the project’s objectives are to be achieved
  • the major products, activities and resources required
  • baseline against which to monitor the project’s progress (management stage by management stage)
46
Q

Which document covers WHY the project is needed?

A

Business case

47
Q

Which document covers HOW the project will be delivered?

A

PID

PRINCE2 Foundation (17 decks)

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