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PRINCE2 > Chapter 11: Change > Flashcards

Chapter 11: Change Flashcards

1
Q

What are changes identified as in PRINCE2 and define it

A

Issues

The term issue is used to cover any relevant event that has happened, wasn’t planned and requires management action during the project

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2
Q

Look at Table giving examples of types of issues

A

Look

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3
Q

What are the two reasons to implement change

A
  • introduce a new benefit
  • protect a new benefit

Sometimes the appropriate response to an issue could be to reject it and do nothing (instead of changing scope, cost etc)

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4
Q

Change can only be assessed in terms of its impact in an agreed current situation. What is the ‘current situation’ represented by?

A

The ‘current situation’ at any point in time is represented by a snapshot of all the management and specialist products produced during the project lifecycle

At any point in time, each of these items will be in a know state or ‘baseline’

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5
Q

What is a baseline

A

Baseline
- reference levels against which an entity is monitored and controlled

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6
Q

A prerequisite of effective issue and change control is to define a way of creating baselines of products and allowing appropriately controlled changes to those baselines
- the complexity of this depends on project size, complexity and sector

A

,

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7
Q

What are configuration items

A

Whatever name is given to the process of prevent unauthorised change, PRINCE2 calls the things that need to be controlled and baselined ‘configuration items’

  • information on their state and status should be collected and may be held in ‘configuration item records’
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8
Q

What is a configuration item record

A

Record that describes the status, version and variant if a configuration item and any details of important relationships between them

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9
Q

What 2 products does prince2 require to be produced and maintained

A

Issue register
- captures and maintains info on all the issues that are being formally protected

Change control approach
- identifies how and by whom the projects products will be controlled and protected

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10
Q

What is an option if the issue register doesn’t contain sufficient detail

A

If the issue register doesn’t contain sufficient detail, a separate issue report can be used but this is an optional management product

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11
Q

What is the responsibility of corporate, programme management or the customer regarding change

A
  • provide the strategies for issue resolution and change control
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12
Q

What is the responsibility of the executive regarding change

A
  • determine change authority and change budget
  • set the scale for rating severity of issues
  • set scale for priority ratings for requests for change and off specifications
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13
Q

What is the responsibility of the senior user regarding change

A
  • respond to requests for advice from PM
  • make decisions on escalated issues
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14
Q

What is the responsibility of the senior supplier regarding change

A
  • respond to requests for advice from PM
  • make decisions in escalated issues
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15
Q

What is the responsibility of the PM regarding change

A
  • create and maintain change control approach
  • manage issue and change control procedures
  • maintain the issue register
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16
Q

What is the responsibility of the project assurance regarding change

A
  • advise on assessing and resolving issues
17
Q

What is the responsibility of project support regarding change

A

Administer change control procedures

18
Q

What is the starting point for change control

A

The starting point for all projects will be to identify whether there are any program management or customer policies that need to be applied and incorporate into the projects own change control approach

19
Q

How does managing product baselines differ for more complex projects

A

All products need an appropriate approach to creating maintaining and controlling product baselines for both management and specialist products .

For simpler products document management procedures generally suffice.

More complex projects usually need some form of configuration management, asset management or product management process, often supported by specific tools

20
Q

What does the project team need to determine

A
  • appropriate level at which product needs to be baselined
  • How configuration items are identified (generally a coding system)
  • the specific authorities and authorisations needed to approve and baseline configuration items
  • what information about configuration items needs to be captured and maintained in configuration item records
21
Q

Info regarding project delivery approach

A

It’s important that approach to managing issues and change works with, and supports the projects chosen delivery approach, rather than working against it

Example:
- a change control approach that defines that there will be a monthly review of proposed changes is unlikely to effectively support an agile delivery approach where delivery may be happening every week

22
Q

What is a change authority

A

Project board is responsible for reviewing and approving requests for change and off specifications
- for projects where there are likely to be many changes, the project board may choose to delegate some decisions to a person/ group called change authority authority

23
Q

Who’s usually the change authority

A

The PM and/ or people with delegated project assurance responsibilities may act as the change authority
- it’s important to ensure that the change authority for work packages has sufficient authority so that changes can be made without always having to escalate decisions to the project board for approval

24
Q

What is a change budget

A

Sum of money that the costumer and supplier agree will be used to fund the cost of requests for change and possibly also their analysis costs

Unless the anticipated level of change on the project is low, it’s advisable for a budget to be set up for changes

25
Q

What is the order of princess for the recommended issue and change control procedure

A
  • capture
  • assess
  • propose
  • decide
  • implement
26
Q

What happens in the capture stage

A

Undertake an initial analysis to determine the type of issue that has been raised and whether it should be managed informally or formally.
- PM makes an initial assessment of the issues severity and priority

27
Q

What is the purpose of distinguishing between issues that can be managed informally and formally

A
  • ensure decisions are made at an appropriate level within the project management team
  • avoid the project board being inundated with too many issues and therefore diluting the time it has available ti deal with key issues affecting project
28
Q

What happens in the assess stage

A

Assess the issue by undertaking an impact analysis

The impact analysis should consider the impact the issue has (or will have on):
- project performance targets
- project business case
- any other dependent products produced by the project

29
Q

What should assessment of impact cover

A

Assessing the impact of issues can be wrongly taken to mean only the impact on the customer
Impact analysis should cover the three areas of:
- business
- user
- supplier

Having undertaken the impact analysis, the severity or priority of the issue should be re evaluated

Issue register should be updated to include the above information and the person who raised the issue should be kept informed if it’s status

30
Q

What happens in the propose stage

A

Proposing corrective actions

Consideration should be given to the effect each of the options will have in the projects time, cost, scope, benefits and risk performance targets
- there should be balance between the advantage to be gained by implementing the option and time, cost and risk of implementing it

31
Q

What occurs in the decide stage

A

Deciding on corrective actions

PM may be able to resolve issues without the need to escalate them to the project board
- e.g. a minor change to an approval detailed designed document that doesn’t affect any other products could be handled by the PM, as long as it’s formally recorded
- other issues may need to be escalated to the project board for a decision

32
Q

What occurs in the implement stage

A

Implementing corrective actions

  • Take the necessary corrective action
  • create an exception plan for approval by the project board
33
Q

What must be endured in the imp,emendation if corrective action

A

Implementation of the corrective action must ensure that baselined products are updated in a controlled manner and with appropriate authorisations.
- if a product has been baselined is to be changed, a new version should be created to accommodate the change and the baseline version is kept unchanged

34
Q

What must happen to the issue register when an issue has been closed

A

The PM should update the issue register

PRINCE2 (21 decks)

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