Chapter 13: Introduction To Processes Flashcards
What is a process
A process is a structured set of activities designed to accomplish a specific objective.
- it takes one or more defined inputs and turns them into defined outputs
What are the 5 components/ stages covered by the directing a project process
- pre project
- initiation stage
- subsequent stages
- final stage
- post project
What is a project mandate
The trigger for the project may came from new business objectives, responding to competitive pressures or a recommendation in a report/ audit.
- in prince2 this trigger is called a project mandate
Project mandate is provided by the commissioning organisation (corporate, programme management or the customer) and can vary in form. From a verbal instruction to a well defined and justified project definition
What occurs in the pre project stage
Project board reviews the project brief and decides whether to initiate the project, and states the levels of authority to be delegated to the project manager for the initiation stage
What occurs in the initiation stage
When a decision had been made to go ahead with the project, it needs to be planned at an appropriate level of detail.
Funding needs to be obtained and appropriate controls should be defined to ensure that the project proceeds in accordance with the wishes of stakeholders.
- the planning, establishment of the project management approaches and controls, development of a robust business case and a means of reviewing benefits are covered by the initiating a project process
What’s the job of the PM in the subsequent stages
PM needs to assign work to be done, ensure that the outputs (products) meet relevant specifications, and gain suitable approval where appropriate
PM also needs to ensure that progress is in line with the approved plan and that the forecasts for the Projects performance targets are within agreed tolerances
- PM ensures that a set of project records are maintained to assist with progress control
- PM informs the project board of progress through regular highlight reports
Towards end of each management stage:
- PM requests permission to proceed to the next management stage by reporting how much the management stage performed.
- PM provides the info needed by the project board in order for it to asses the continuing viability of the project and to make a decision to authorise the next management stage
What occurs in the final stage
Closing a Project process starts
Project board needs to be satisfied that the recipients of the project product are in a position to own and use it on an ongoing bias
- should this be the case, the product can be transitioned into operational use and the project can close
- Project documentation should be tidied up and archived
- the project should be assessed for the performance against its original plan and the resources assigned to the project need to be released.
Closure activities include planning post project benefits reviews to take place for those benefits that can only be assessed after the product has been in use
What occurs in the post project stage
Corporate, programme management or the customer needs to be satisfied that the project has contributed towards benefits realisation and is therefore likely to hold one or more post project benefits reviews.
A post project benefits review will focus on:
- confirming that the planned benefits have been achieved
- identifying which planned benefits have not been achieved and agreeing a follow up action plan
- identifying any unexpected benefits have been achieved and any dis benefits that resulted
- providing lessons for future projects
Look at diagram of prince2 process model
Look
Look at the relationship between processes, activities and actions
What’s the relationship between these thing?
Each process comprises activities
Each activity comprises recommended actions
Each process within prince2 is described using the following structure and format
Purpose
- describes the reason for the process
Objective
- describes the specific objectives to be achieved by the process
Context
- puts each process in context with the other processes and activities going on within the project and from corporate, programme management or the customer
Activities
- activities comprise a set of recommended actions designed to achieve a particular result
Tailoring guidelines
- describes the approaches that can be used to tailor a process
Info regarding TAILORING THE PROCESSES
Tailoring enables flexibility I how the process should be followed. This may range from being rigid and prescriptive, to allowing the project management team a large degree of freedom as to how they undertake an activity and the format of the products.
- processes can be tailored ‘up’ or ‘down’
A tailored prince2 process should reflect any tailoring of the roles, products, themes and terminology
What are some general points of consideration for tailoring options when implementing the process in practise
- amending prince2 process model to reflect the organisations project management method or alternative ways of working
- adopting methods or ways of working required by the commissioning organisation
- combining some activities which fulfil related purposes, to simplify the process
- splitting some activities into smaller parts for clarity or to re assign different roles to the activities
