Management documents and their purpose Flashcards
What is a Benefits Management Approach?
A benefits management approach defines the benefits management actions and benefits reviews that will be put in place to ensure that the project’s outcomes are achieved and confirm that project’s benefits are realized.
If the project is part of a programme, the benefits management approach may be contained within the programme’s benefits realization plan and executed at the programme level.
What is a Business Case?
A business case is used to document the business justification for undertaking a project, based on the estimated costs against the anticipated benefits to be gained and offset by any associated risks. It should outline how and when the anticipated benefits can be measured.
The outline business case is developed in the starting up a project process and refined by the initiating a project process. The directing a project process covers the approval and reaffirmation of the business case.
The business case is used by the controlling a stage process when assessing impacts of issues and risks. It is reviewed and updated at the end of each management stage by the managing a stage boundary process, and at the end of the project by the closing a project process.
What is a Change Control Approach?
A change control approach is used to identify, assess and control any potential and approved changes to the baselines to protect the project’s products. It describes the procedures,
techniques and standards to be applied and the responsibilities for achieving an effective issue management and change control procedure.
What is a Checkpoint Report?
A checkpoint report is used to report, at a frequency defined in the work package, the status of the work package.
What is a Communication Management Approach?
A communication management approach contains a description of the means and frequency of communication to parties both internal and external to the project. It facilitates engagement with stakeholders through the establishment of a controlled and bi-directional flow of information.
What is a Configuration Item Record?
Configuration item records are only created if required by the project’s change control approach. Their purpose is to provide a record of such information as the history, status, version and variant of each configuration item, and any details of important relationships between them.
What is a Daily Log?
A daily log may be used to record informal issues, required actions or significant events not captured by other PRINCE2 registers or logs. It can act as the project diary for the Project Manager.
It can also be used as a repository for issues and risks during the starting up a project process if the other registers have not been set up.
What is an End Project Report?
An end project report is used during project closure to review how the project performed against the version of the PID used to authorize it.
It can include lessons learned and details of any unfinished work or ongoing risks.
What is an End Stage Report?
An end stage report is used to give a summary of progress to date, the overall project situation, and sufficient information to ask for a Project Board decision on what to do next with the project.
What is an Exception Report?
An exception report is produced when a stage plan or project plan is forecast to exceed tolerance levels set. It is prepared by the Project Manager in order to inform the Project Board of the situation, and to offer options and recommendations for the way to proceed.
What is a Highlight Report?
A highlight report is used to provide the Project Board (and possibly other stakeholders) with a summary of the management stage status at intervals defined by them. The Project Board uses the report to monitor management stage and project progress. The Project Manager also uses it to advise the Project Board of any potential problems or areas where the Project Board could help.
What is an Issues Register?
The purpose of the issue register is to capture and maintain information on all the issues that are being formally managed. The issue register should be monitored by the Project Manager on
a regular basis.
What is an Issues Report?
An issue report is a report containing the description, impact assessment and
recommendations for a request for change, offspecification or a problem/concern. It is only created for those issues that need to be handled formally.
What is a Lessons Log?
The lessons log is a project repository for lessons that apply to this project or future projects. Some lessons may originate from other projects and should be captured on the lessons log for input to the project’s approaches and plans.
Some lessons may originate from within the project – where new experience (both good and bad) can be passed on to others.
What is a Lessons Report?
- A lessons report may be produced to support the lessons log if more information is required. It can be used to pass on any lessons that can be usefully applied to other projects.
- The purpose of the report is to provoke action so that the positive lessons become embedded in the organization’s way of working.
- A lessons report can be created at any time in a project and should not necessarily wait until the end. Typically it can be included as part of the end stage report and end project report.
