Foundation Course Flashcards
(Intro)
PRINCE 2 Project Definition
A project is a TEMPORARY ORGANIZATION that is created for the purpose of DELIVERING one or more BUSINESS PRODUCTS according to an AGREED BUSINESS CASE
(Intro)
What is one aim of PRINCE 2 Project Management?
One aim of PRINCE 2 is to make the RIGHT INFORMATION available at THE RIGHT TIME for the right people to make THE RIGHT DECISIONS about the project. These decisions include whether to TAKE CORRECTIVE ACTION or implement MEASURES TO IMPROVE PERFORMANCE
(Projects in context)
Programme definition
A TEMPORARY FLEXIBLE ORGANIZATION structure created to coordinate, DIRECT AND OVERSEE THE IMPLEMENTATION OF A SET OF RELATED PROJECTS and activities in order to DELIVER OUTCOMES AND BENEFITS related to the organization’s strategic objectives. A programme is likely to have a LIFE THAT SPANS SEVERAL YEARS
(Projects in context)
Portfolio Definition
The TOTALITY of a organization’s INVESTMENT (or segment thereof) in the CHANGES REQUIRED TO ACHIEVE ITS STRATEGIC OBJECTIVES
(Principals & Tailoring)
Does a PRINCE 2 Project have a Continued Business Justification?
YES. A PRINCE 2 Project has continued business justification
(Principals & Tailoring)
Learn from Experience
A PRINCE 2 Project teams LEARN FROM EXPERIENCE: Lessons are looked for, recorded and acted upon throughout the life of the project
(Principals & Tailoring)
A PRINCE 2 Project has defined and agreed roles and responsibilities within an organization structure that engages the x, x, and xx interest
A PRINCE 2 Project has defined and agreed roles and responsibilities within an organization structure that engages the business, user and supplier stakeholder interest
(Principals & Tailoring)
“Project is x x x and controlled on a x-x-x basis”
A PRINCE 2 Project is planned, monitored and controlled on a stage-by-stage basis
(Principals & Tailoring)
“Project has x x for each project objective to establish x x x x”
A PRINCE 2 Project has DEFINED TOLERANCES for each project objective to establish LIMITS OF DELEGATED AUTHORITY
(Principals & Tailoring)
What does a PRINCE 2 Project focus on? (2 aspects of a product)
A PRINCE 2 Project focuses on the DEFINITION AND DELIVERY OF PRODUCTS, in particular their quality requirements
(Principals & Tailoring)
Product Definition
An input or output, whether TANGIBLE OR INTANGIBLE, that can be described in advance, created and tested. PRINCE 2 has two types of products- management products and specialist products
(Key Message of Tailoring)
What aspects of a Project is Prince 2 tailored to suit? (6 things)
A PRINCE 2 Project is tailored to suit the:
- PROJECT ENVIROMENT
- size
- complexity
- importance
- team capability
- risk
(Tailoring vs. Embedding)
Tailoring Definition
Adapting a method or process to SUIT THE SITUATION in which it will be used
(Tailoring vs. Embedding)
Embedding Definition
The act of making something an INTEGRAL part of a bigger whole. What an organization needs to do to ADOPT PIRNCE 2 AS ITS CORPORATE PROJECT MANAGEMENT METHOD and encourage it’s widespread use
(What can be tailored)
What can tailoring can be applied to… (5 things)
Tailoring can be applied to:
- processes
- themes
- roles
- product descriptions
- terminology
EXAM QUESTION
(What can be tailored)
Is Tailoring Mandatory?
Tailoring as a PRINCE 2 principle IS MANDATORY (as are ALL principals), so if the organization does not consider tailoring it is NOT using PRINCE 2
EXAM QUESTION
(Tailoring Responsibility)
The practitioner should consider the pros and cons of the tailoring choices as they relate to their specific project circumstances and ensure that… (3 POINTS)
- tailoring complies with the PRINCE2 principles and any overriding corporate standards or policy
- tailoring does not increase the risk of failing to meet the project’s objectives
- the reasons for the tailoring choices are documented in the Pl D.
EXAM QUESTION
Can Principles be tailored?
PRINCE 2 Principles should NOT be tailored as they are universal and always apply
(Project Delivery Approaches)
Agile Definition
PRINCE 2 Agile regards Agile as a FAMILY OF BEHAVIOURS, CONCEPTS, FRAMEWORKS & TECHNIQUES
(Project Delivery Approaches)
What does FAIL FAST mean?
Using timeboxes/sprints in agile delivery enables fast detection of possible failure. This fail fast effect reduces waste of resources and can be a useful learning experience.
(Process Model)
4 Levels of Management
- COMMISSIONG ORGANIZATIONS (customer)
- DIRECTING (project board)
- MANAGING (project manager)
- DELIVERING (team manager)
(Process Model)
What does PID stand for?
Project Initiation Documentation
(Process Model)
What are the 7 Processes?
- SU (starting up a project)
- DP (directing a project)
- IP (initiating a project)
- CS (controlling a stage)
- MP (managing a product delivery)
- SB (managing a stage boundary)
- CP (closing a project)
(Process Model)
Tailoring allows the PRINCE 2 process model to be adapted revising the process; activities, their sequences & which role performs which. That is provided that…. (2 points)
- The principles are upheld
- The purpose & objectives of the processes are not compromised
(Organizational Theme)
What is the purpose of the organization theme?
The purpose of the organization theme is to define and establish the projects’ structure of accountability & responsibilities
IDENTIFY AND DEFINE ROLES
(Organizational Theme)
What is a STAKEHOLDER?
Any individual, group or organization that can affect, be affected by, or perceive itself to be affected by an initiative (programme, project, activity and risk)
(Organizational Theme)
Should project support and assurance roles be combined?
NO
Project support and project assurance roles must be kept separate in order to maintain the independence of project assurance
(Business Case Theme)
What is the purpose of the Business Case Theme?
To establish mechanisms to judge whether the project is (and remains) DESIRABLE, VIABLE and ACHIEVABLE as a means to support decision making in its (continued) investment
(Business Case Contents)
What should the business justification for a project should include? (2 points)
- The costs of developing the products produced by the project
- Any changes to operational costs post-project
EXAM QUESTION
(Business Case Theme)
What is a Business Case used for?
To document the justification for the undertaking of the project
It should outline how and when the anticipated benefits can be measured.
EXAM QUESTION
(Business Case Theme)
The outline business case is developed by which processes? (3 processes)
Developed by which process?
refined by which process?
approval and re-affirmation by which process?
The Business Case is:
- developed by the STARTING UP a Project Process (SU)
- refined by the INITIATING PROJECT (IP) Process
- the DIRECTING PROJECT (DP) covers the approval and re-affirmation of the Business Case
EXAM QUESTION
(Business Case Theme)
The business case is used by which processes? (3 processes)
used by which process?
reviewed and updated by which process?
reviewed at end of the project by which process?
The Business Case is used by:
- CONTROLLING STAGE (CS) process when assessing impacts of issues & risks.
- It is reviewed & updated at the end of each management stage by the managing a STAGE BOUNDARY (SB) process
- reviewed at the end of the project by the CLOSING PROJECT (CP) process.
(SU & IP Process)
Daily Log Definition
Records informal issues, required actions or significant events not caught by other PRINCE 2 registers or logs.
It acts as a Project Manager’s diary
During SU (starting up a project process) it is used as a repository (place where things are stored) to record risks & issues if the registers have not yet been created
What do the following 7 PROCESSES STAND FOR?
SU DP IP CS MP SB CP
- SU (starting up a project)
- DP (directing a project)
- IP (initiating a project)
- CS (controlling a stage)
- MP (managing a product delivery)
- SB (managing a stage boundary)
- CP (closing a project)
(SU & IP Process)
Lessons Log Definition
A project repository (place where things are stored) for lessons that apply to this project for future projects.
(SU & IP Process)
Project Product Description
This is a SPECIAL FORM of Product Description that defines what the project must deliver to gain acceptance
(SU & IP Process)
What is the Project Product used for?
(3 points)
- gain AGREEMENT on the project’s scope
- define the CUSTOMER QUALITY EXPECTATIONS (CQE)
- define the ACCEPTANCE CRITERIA, method and responsibilities
(SU & IP Process)
What is a Project Brief used for?
(How is is used in the SU & IP Process)
Used to provide a full and firm foundation for initiation of the Project and is created in the SU process.
In the IP the contents of the Project Brief are extended and refined in the IP documentation after which the Project Brief is no longer maintained
(SU & IP Process)
PID- What is the RISK MANAGEMENT APPROACH?
Describes the specific risk management techniques & standards to be applied and the responsibilities for achieving a effective risk management procedure
(SU & IP Process)
PID- What is the QUALITY MANAGEMENT APPROACH?
Defines the quality techniques and standards to be applied and the various responsibilities for achieving the required quality level during the project.
(SU & IP Process)
PID- What is the CHANGE CONTROL APPROACH?
Identifies how and by whom the project’s products will be controlled and protected
(SU & IP Process)
PID- What is the COMMUNICATION MANAGEMENT APPROACH?
The means & frequency of communication to parties both internal & external to the project. It facilitates engagement with stakeholders through the establishment of bi-directional flow of information.
What is the BENEFITS MANAGEMENT APPROACH?
The benefits management actions & benefits reviews that will be put in place to ensure that the projects outcomes are achieved & confirm that projects benefits are realized.
What is the PID
Defines the project, to form the basis for its management.
It gives the decision & scope of the project & provides (along with the stage plans) the CONTRACT between the Project manager and project board
What are the 3 primary uses of the PID?
- Ensures there is a SOUND BASIS before asking the Project Board to make a major commitment to the project
- Is a BASE DOCUMENT, against which the Project Board & the Project Manager can asses progress, issues & on-going viability
- Provides a SINGLE SOURCE OF REFERENCE so people joining the temporary organization can quickly & easily find out what the project is about and how it is being managed
(Progress Theme)
Definition of Progress Theme (the purpose of this theme)
The purpose of the progress theme is to establish mechanisms to monitor & compare actual achievements against those planned.
It is also to provide a forecast for the project’s continued viability, and control any unacceptable deviations.
(Minimum Requirements for Progress Theme)
Does PRINCE 2 prescribe a particular detailed approach to managing progress?
NO
Any approach that meets the requirements can be said to be following PRINCE 2
What are the MINIMUM Requirements for a PRINCE 2 Project? (5 requirements)
- define APPROACH TO CONTROLLING PROGRESS (PID)
- be managed by STAGES (principle)
- set TOLERANCES / be managed by EXCEPTION
- review the BUSINESS JUSTIFICATION when exceptions are raised
- learn LESSONS
(Plans Theme)
What is the purpose of the PLANS THEME?
To FACILITATE COMMUNICATION and control by defining the means of delivering the products
(Plans Theme)
What is the definition of a PLAN?
Also what are the 4 types of PLANS in PRINCE 2?
A detailed proposal for doing or achieving something which specifies the WHAT, WHEN HOW and by WHOM.
The types of plans in PRINCE 2 are:
- PROJECT
- STAGE
- TEAM
- EXCEPTION
EXAM QUESTION
(Plans Theme)
Who commits to the resources required to deliver a plan/why?
The resources required to deliver a plan need to be committed by those approving that plan to ensure that they are available when needed
EXAM QUESTION
(Plans Theme)
What is the definition of Team Plans?
An OPTIONAL PLAN (LEVEL) used as the basis for team management when executing work packages
EXAM QUESTION
(Plans Theme)
What is the definition of Exception Plans?
This is an plan that OFTEN FOLLOWS AN EXCEPTION REPORT. For a STAGE EXCEPTION, it covers the period from the present to the end of the the current management stage.
If the exception is at a PROJECT LEVEL, the project plan will be replaced
EXAM QUESTION
(Plans Theme)
What is the definition of Dependency?
What are the two types of activities?
A dependency means that ONE ACTIVITY IS DEPENDENT ON ANOTHER.
Two types (INTERNAL OR EXTERNAL)
EXAM QUESTION
(Plans Theme- DEPENDENCY)
What is the definition of a INTERNAL activity?
Between 2 project activities. In this situation the team HAS CONTROL OVER THE DEPENDENCY
EXAM QUESTION
(Plans Theme- DEPENDENCY)
What is the definition of a EXTERNAL activity?
Between project activity & non-project activities.
When non-project related things are done by people not in the team. As a result the TEAM DOESN’T HAVE CONTROL over the dependcy
EXAM QUESTION
(Plans Theme- MINIMUM REQUIREMENTS)
How does a Product Oriented Approach relate to a Product Breakdown Structure?
PRINCE 2 Requires a product oriented approach to DECOMPOSE THE PROJECT PRODUCT DESCRIPTION into a product breakdown structure or product oriented work breakdown structure.
For AGILE: The product breakdown structure can be represented by user stories
EXAM QUESTION
(Risk Theme)
What is the purpose of the Risk Theme?
To IDENTIFY, ASSESS & CONTROL UNCERTAINTY and as a result, improve the ability of the project to succeed
EXAM QUESTION
(Risk Theme)
What is the definition of RISKS?
What is it measured by? (combo of 2 things)
UNCERTAIN EVENTS (THREAT OR OPPORTUNITY, good or bad) that would have effect (good or bad) on the achievement of objectives
MEASURED BY COMBINATION OF PROBILIBITY AND IMPACT
EXAM QUESTION
(Risk Theme)
What is the definition of RISK MANAGEMENT?
Application of processes, approached & principals to identify risks.
Planning & implementing responses & communicating this to stakeholders
EXAM QUESTION
(Risk Theme)
What is the definition of RISK APPETITE?
An COMPANIES UNIQUE ATTITUDE TOWARDS RISK. Take that in turn to know the amount of risk is accepted.
EXAM QUESTION
(Change Theme)
What is the purpose of the CHANGE THEME?
The purpose of the change theme is to IDENTIFY, ASSESS AND CONTROL ANY POTENTIAL & APPROVED CHANGES TO THE BASELINES.
EXAM QUESTION
(Change Theme)
What is the definition of BASELINE?
REFERENCE LEVELS against which an entity is monitored & controlled
EXAM QUESTION
(Change Theme)
What is the definition of Configuration Item Record? (CIR)
Describes the status, version & variant of a configuration item and any details of important relationships between them.
EXAM QUESTION
(Change Theme)
What is the definition of Product Status Account?
Record on the status of products. The required products can be specified by identifier or the part of the project in which they were developed
EXAM QUESTION
(Purpose of Quality Theme)
What is the purpose of the QUALITY THEME?
To define and implement the means by which the project will create and verify products that are FIT-FOR-PUPOSE
EXAM QUESTION
(Purpose of Quality Theme)
What is the definition of QUALITY?
The degree to which a set of inherent characteristics of a project, service, process, person, organization, system or resource fulfills the requirements
Ensures that Products meet expectations.
Enables Benefits to be achieved.
EXAM QUESTION
(Quality Management Systems)
What is the definition of Quality Management?
The coordinated activities to direct & control an organization with regard to quality
EXAM QUESTION
(Quality Audit Trail)
What is the definition of CUSTOMER QUALITY EXCEPTIONS?
Statement about the quality expected from the projects product, captured in the project product description
EXAM QUESTION
(Quality Audit Trail)
What is the definition of ACCEPTANCE CRITERIA?
Prioritized list of criteria that the project product must need before the customer will accept (EG: measurable definitions of the attributes required)
EXAM QUESTION
(Quality Audit Trail)
What is the definition of QUALITY CRITERIA?
Quality specification that the product must meet, and the quality measurements that will be applied by those inspecting the finished product
EXAM QUESTION
(Quality Theme- MINIMUM REQUIREMENTS)
What are the minimum requirements for quality following PRINCE 2? (4 requirements)
DOES NOT PRESCRIBE a particular, detailed, approach to quality management. Any approach that meets the requirements can be said to be following PRINCE 2:
- Quality Control
- Project Assurance
- Management of Quality
- Roles & Responsibilities
EXAM QUESTION
(DP, SB & CP Process)
What is the Stage Boundary enable the Project Manager to do?
(4 things)
Enables the Project Manager with sufficient information to be able to:
- Review the success of the current stage
- Approve the next stage plan
- Review updated Project Plan
- Confirm continued business justification and acceptability of the risks
