Initiating a project

Question 1

What is the purpose of the project initiation process in PRINCE2?

Answer 1

To establish a solid foundation for the project, allowing the organization to understand the necessary work before committing to significant expenditure.

Question 2

What are the primary objectives of the project initiation process?

Answer 2

To ensure a common understanding of the project’s rationale, objectives, cost, decision-making involvement, and how quality, risks, issues, and changes will be managed.

Question 3

What decision does the project board have to make during the initiation process?

Answer 3

The project board must decide if the project aligns with the business objectives and authorize its continuation.

Question 4

What should be considered when initiating a project in a commercial context?

Answer 4

Consider the different motivations of the supplier and the client and ensure that the project’s objectives are aligned.

Question 5

What is the task of the project manager during the initiation process?

Answer 5

To create the necessary management products for project control and establish how they will be reviewed and approved by the project board.

Question 6

What is the first task of the project manager in the initiation of a PRINCE2 project?

Answer 6

Agreeing on tailoring requirements to adapt the PRINCE2 method to the project’s specifics.

Question 7

What does preparing the risk management approach entail?

Answer 7

Defining how to identify, assess, and control risks throughout the project.

Question 8

How is change control managed during project initiation?

Answer 8

Developing an approach to manage changes to project products, ensuring that each change is adequately assessed and authorized.

Question 9

What is the role of quality management in the initiation of a PRINCE2 project?

Answer 9

Establishing procedures and standards to ensure that project products meet quality expectations.

Question 10

How is the communications management approach defined?

Answer 10

Establishing the method and timing for sharing information with stakeholders.

Question 11

What is the process for setting up project controls?

Answer 11

Defining how the project will be monitored and controlled, including aspects like time, cost, and scope.

Question 12

What does the creation of the project plan entail?

Answer 12

Detailing the method of delivering project products, required resources, and anticipated timescales.

Question 13

What is the process for refining the business case?

Answer 13

Integrating details on costs, benefits, and risks based on the project plan for a comprehensive assessment.

Question 14

What is the final step in the initiation process?

Answer 14

Compiling the Project Initiation Documentation, including all documents developed during initiation.

Question 15

What is the first step in defining tailoring in a PRINCE2 project?

Answer 15

Review the project brief to understand the initial approach to tailoring, if already defined.

Question 16

How can the project manager use past experiences for tailoring?

Answer 16

Look for lessons from similar projects, both within and outside the organization, to understand how tailoring has been applied previously.

Question 17

Where is tailoring formalized in the initiation process?

Answer 17

Include details of tailoring in the Project Initiation Documentation (PID).

Question 17

What is the role of project assurance in defining the tailoring of a PRINCE2 project?

Answer 17

Project assurance is consulted to ensure that the proposed tailoring meets the needs of the project board and aligns with the expectations of corporate, program management, or the client.

Question 18

How is project tailoring approved?

Answer 18

Obtain approval for project tailoring from the project board, which can happen directly or as part of the PID review.

Question 19

What is the purpose of the risk management approach in PRINCE2?

Answer 19

To establish how risks will be identified, assessed, and controlled, defining roles, responsibilities, and processes.

Question 20

Where can the project manager draw information for risk management?

Answer 20

Review experiences from similar projects, corporate strategies, and standards related to risk management.

Question 21

What does the definition of the risk management approach include?

Answer 21

Include procedures, tools, techniques, and reporting plans for risk management within the project.

Question 21

What is the role of project assurance in risk management?

Answer 21

Verify that the proposed approach to risk management is adequate and aligned with the project’s needs.

Question 22

How is the risk register created and populated?

Answer 22

Develop the risk register based on the defined approach and include identified risks during initiation.

Question 23

How is approval obtained for the risk management approach?

Answer 23

Present the risk management approach to the project board for approval, which can occur immediately or as part of the PID review.

Question 24

Why is change control essential in a PRINCE2 project?

Answer 24

To maintain control over management and specialist products, adapting the level of control based on the project’s importance and complexity.

Question 24

Which sources are consulted to establish the approach to change control?

Answer 24

Review the project brief and seek lessons from previous projects and corporate strategies to integrate effective change control practices.

Question 25

What elements are included in the change control approach?

Answer 25

Establish procedures, responsibilities, risk tolerances, and reporting methods for effective change management.

Question 26

What is the role of project assurance in the change control approach?

Answer 26

Ensure that the proposed approach meets the needs of the project board and other key stakeholders.

Question 27

How is approval obtained for the change control approach?

Answer 27

Present the approach to the project board for approval, which can be immediate or part of the PID review.

Question 28

What is the purpose of the quality management approach in PRINCE2?

Answer 28

To establish clear standards and assessment methods to ensure that the project meets the customer’s quality expectations.

Question 29

What does the definition of the quality management approach include?

Answer 29

Establish procedures and standards for measuring and controlling the quality of project products.

Question 29

Who approves the quality management approach?

Answer 29

Present the quality management approach to the project board for approval.

Question 29

How is approval obtained for the communication management approach?

Answer 29

Present the communication management approach to the project board for approval.

Question 29

How are quality expectations identified in the project?

Answer 29

Review the project’s product description to understand the customer’s quality expectations and ensure that acceptance criteria are well-defined.

Question 29

How does project assurance contribute to quality management?

Answer 29

Verify that the quality management approach is adequate for the project’s needs and stakeholders.

Question 29

What elements are included in the communication management approach?

Answer 29

Establish the methods, key messages, and ways to assess the effectiveness of project communications.

Question 30

What is the purpose of the communication management approach in PRINCE2?

Answer 30

To effectively organize project’s internal and external communications, ensuring that relevant information is shared with all stakeholders.

Question 30

How does the project’s tailoring approach impact communication management?

Answer 30

The tailoring approach determines how project-specific communication strategies and practices should be adapted to the project’s unique needs, taking into account corporate guidelines and past experiences.

Question 30

How are communication needs identified in a project?

Answer 30

Analyze the project brief and look for lessons from previous projects to define communication needs.

Question 31

Why are project controls important in PRINCE2?

Answer 31

To effectively and efficiently manage the project, ensuring that it is aligned with its scale, risks, complexity, and significance.

Question 32

What elements are considered when defining project controls?

Answer 32

Determine the frequency of communication, the number of management stages, mechanisms for handling issues and changes, and methods for monitoring tolerances.

Question 33

How are the necessary project controls determined?

Answer 33

Review existing strategies and look for lessons from similar projects to identify which controls to implement.

Question 34

How are decisions managed within project controls?

Answer 34

Allocate decision-making to the most appropriate management level and establish procedures for monitoring decisions.

Question 35

Who approves project controls, and where are they documented?

Answer 35

Project controls are approved by the project board and summarized in the Project Initiation Documentation (PID).

Question 36

What is the main purpose of the project plan in PRINCE2?

Answer 36

To define the timescales and resources required for the project, which is crucial for refining the business case and enabling the project board to control the project.

Question 37

Where does the preparation of the project plan begin?

Answer 37

It starts with reviewing the project brief to understand the project’s objectives, milestones, and relevant business strategies for planning.

Question 38

How is the structure and presentation of the project plan decided?

Answer 38

The format and presentation of the project plan are chosen based on the intended audience and how it will be used, taking into consideration aspects such as clarity and effectiveness in communicating the plans.

Question 39

How are the necessary activities and resources identified in the project plan?

Answer 39

Through the creation of a product breakdown structure and product descriptions, determining the required activities, resources, and timelines, and including them in the project plan.

Question 40

Who approves the project plan in PRINCE2?

Answer 40

The project plan must be approved by the project board, ensuring alignment with the project’s objectives.

Question 41

What are the steps for reviewing the business case?

Answer 41

Review the project brief to verify the business requirements for the format and content of the business case and seek lessons from similar projects.

Question 41

Why is it necessary to refine the business case in PRINCE2?

Answer 41

To update the initial business case with details of the expected timelines and costs in the project plan and risks aggregated from the risk register.

Question 42

What additional details should be included in the detailed business case?

Answer 42

Include in the business case the costs and timelines from the project plan, major risks affecting feasibility, and expected benefits, along with tolerances for each benefit.

Question 43

How is the benefits management approach created in a PRINCE2 project?

Answer 43

Examine the business case to understand the expected benefits, identify the necessary management actions to ensure their achievement, and establish how and when the benefits will be measured and reviewed.

Question 44

How are the business case and benefits management approach approved?

Answer 44

Obtain approval from the project board for the business case and benefits management approach, which can occur either immediately or as part of the PID review.

Question 45

What is the purpose of the Project Initiation Documentation (PID) in PRINCE2?

Answer 45

To provide a focal point that aggregates all project-related information, such as the ‘what, why, who, how, where, when, and how much,’ for agreement by key stakeholders and as a guide for those involved in the project.

Question 46

What elements are included in the PID?

Answer 46

The PID includes or references documents such as the project management team structure, the business case, approaches to quality management, change control, risk management, communications, and the project plan.

Question 47

How is change control and tailoring managed in the PID?

Answer 47

The PID must summarize project controls and how PRINCE2 has been tailored for the project, and it should be placed under change control.

Question 48

What is the process for assembling the PID?

Answer 48

Assemble the PID by extracting and reviewing information from the project brief, perform cross-checks to ensure information compatibility, and consult with project assurance.

Question 49

How is the PID approved?

Answer 49

Present the PID to the project board for authorization to proceed with the project, which may include preparation for the next management stage.

Question 50

Why is tailoring important in the PRINCE2 project initiation process?

Answer 50

Tailoring is crucial to adapt the PRINCE2 method to the project’s specifics. It’s better to start simple and elaborate later, rather than creating a overly complex management environment.

Question 51

How is tailoring applied to management products in the initiation process?

Answer 51

Management products, such as the PID, can vary in form: they can be a single document or a series of documents, and change control may have different names depending on the industry.

Question 52

What are the considerations for tailoring the project plan?

Answer 52

The project plan can vary from informal to formal and may include different formats, such as Gantt charts or product backlogs, depending on the project’s complexity.

Question 53

How can the benefits management approach be adapted?

Answer 53

The benefits management approach can be integrated with the detailed business case, either as an integral part of the document or as an appendix.

Question 54

What are the options for tailoring the quality register?

Answer 54

The amount of information in the quality register can vary significantly, depending on the need to analyze quality metrics for process improvement.

Question 55

How can risk and issue registers be customized?

Answer 55

The risk register and issue register can be part of a workbook that also includes assumptions and decisions, and they can be further subdivided based on the project’s specific needs.

Question 56

How are roles adapted in the PRINCE2 project initiation process?

Answer 56

Although the project manager is responsible for creating management products, they can delegate to those they deem appropriate, often with the support of a higher-level program office.

Question 57

How is the initiation of a simple project managed in PRINCE2?

Answer 57

In a simple project, initiation tends to be less formal, with management products combined into a reduced number of documents. The project manager may also act as a team manager for one or more work packages.

Question 58

How is the decision made to use an agile approach during project initiation?

Answer 58

During initiation, an assessment is made to determine if parts of the project are suitable for an agile approach, especially for products that require iterative development. It’s important to understand and implement an appropriate control system for more volatile environments.

Question 59

How is the product description defined in an agile context?

Answer 59

The product description should focus on the outcome rather than the solution, allowing outputs to evolve during the project. It can be written as epics or user stories.

Question 60

What are the special considerations when initiating a project from a supplier perspective?

Answer 60

Some pre-contract initiation activities are performed to assess the feasibility and desirability of the proposed contract. The initiation process is not complete until contract negotiation is concluded and authorized by the customer’s project board.

Question 61

What are the differences when initiating a project within a program?

Answer 61

General guidelines apply, but the program manager may prescribe or limit the project manager’s choices. Parts of the PID may be produced by the program team or exist prior to the project’s commencement.