Managing a stage boundary

Question 1

What is the purpose of the phase boundary management process in PRINCE2?

Answer 1

To provide the project board with sufficient information to assess the success of the current management phase, approve the plan for the next phase, review the updated project plan, confirm ongoing business justification, and risk acceptability.

Question 2

What are the objectives of the phase boundary management process in PRINCE2?

Answer 2

To ensure that all products of the current phase are completed and approved; prepare the plan for the next phase; review and update the PID; provide information for the ongoing project viability assessment; capture lessons learned for future phases; seek authorization to proceed to the next phase.

Question 3

How are exceptions managed in the phase boundary management process?

Answer 3

Review and update the PID; prepare an exception plan as directed by the project board; provide information to assess the ongoing project viability; seek approval to replace the current plan with the exception plan.

Question 4

In what context does the phase boundary management process fit within PRINCE2?

Answer 4

The process is based on dividing the project into management phases, ensuring that the products created deliver the expected benefits and allowing for course correction if needed.

Question 5

What are the main activities in the phase boundary management process in PRINCE2?

Answer 5

Planning the next management phase, updating the project plan, updating the business case, reporting the end of the management phase, and producing an exception plan.

Question 6

How is the next management phase planned in PRINCE2?

Answer 6

Planning involves consultation with the project board, project assurance, team managers, and other stakeholders. It is helpful to produce a team plan in parallel, reviewing components of the PID and updating quality expectations, project approaches, and roles.

Question 7

What actions are recommended for creating the plan for the next management phase in PRINCE2?

Answer 7

Decide on the plan presentation, review the project plan for required products, examine the quality management approach, update the product breakdown structure and flow diagrams, and review issue and risk registers.

Question 8

What updates and revisions of registers are required in the phase boundary management process?

Answer 8

Update configuration, issue, and risk registers with new information or changes, and update the quality register for planned quality management activities.

Question 9

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

Answer 9

To update the project plan with actual progress and forecasts for the next phase or exception plan, reflecting any changes in project costs, end dates, and product descriptions.

Question 10

What actions are recommended for updating the project plan in PRINCE2?

Answer 10

Ensure the current stage plan is updated, reflect current progress and forecasts for the next phase or exception plan, and consider implications of issues, risks, and changes to PRINCE2 process tailoring requirements.

Question 11

How do project plan updates impact the business case?

Answer 11

Revised cost details and new end dates from the updated project plan should be used to update the business case.

Question 12

Which registers need to be updated during the project plan update?

Answer 12

Update issue and risk registers with new information or changes to existing issues and risks.

Question 13

Why is ongoing business justification crucial in a PRINCE2 project?

Answer 13

A PRINCE2 project must always remain commercially justified, continuing only if it can deliver benefits within the defined time, cost, quality, scope, and risk constraints outlined in the approved business case.

Question 14

What essential steps are required to update the business case in a PRINCE2 context?

Answer 14

Evaluate changes in risk appetite and capability, review the benefits management approach and the impact of approved changes on the project. Analyze the risk profile, issues, and the impact on implementation dates and costs, also considering changes in the business or customer context.

Question 15

Which specific aspects of the business case need to be updated?

Answer 15

Update the benefits analysis based on changes in costs, expected benefits, final implementation date, and any required benefits reviews in the upcoming management phase.

Question 16

What is the role of the executive director and the project board in the business case update?

Answer 16

The project manager should consult with the executive director to review and update the business case, preparing it for approval by the project board.

Question 17

What is the purpose of reporting the end of a management stage in PRINCE2?

Answer 17

To communicate the outcomes of a management stage to the project board, providing a clear progress update to the project management team, assessing the project’s ability to meet the project plan and business case, and evaluating the overall risk situation.

Question 18

What actions are recommended in PRINCE2 when reporting the end of a management stage with an exception plan or a stage plan?

Answer 18

For an exception plan: Decide whether an end-stage report is required. For a stage plan: Review the updated business case, anticipated benefits, stage plan objectives, team and product performance, and any emerging risks and issues.

Question 19

What should be included in the end stage report in a PRINCE2 management stage?

Answer 19

In the end stage report, you record and evaluate the overall progress of the stage, including successes, areas for improvement, and recommendations for the future. It also summarizes risks, issues, and the impact of changes, providing a comprehensive overview of the just-completed stage.

Question 20

What review and approval steps are involved at the end of a management stage in PRINCE2?

Answer 20

Review lessons learned, especially for long projects, and seek approval from the project board for the exception or stage plan, the updated project plan, the business case, and the benefits management approach.

Question 21

When is an exception plan required in PRINCE2?

Answer 21

An exception plan is required by the project board when a management stage or the entire project is forecasted to exceed the agreed tolerances, thereby losing project board approval.

Question 21

What are the general considerations for tailoring in the “Managing a Stage Boundary” process in PRINCE2?

Answer 21

Activities can be combined, split, or carried out concurrently depending on the context. It’s important to maintain the integrity of interfaces with other PRINCE2 processes such as Starting Up a Project, Controlling a Stage, and Directing a Project.

Question 21

What are the steps for creating an exception plan in PRINCE2?

Answer 21

Update the issue register, review and update the Project Initiation Documentation (PID), review the stage plan and the exception report, determine new required products, and update the product breakdown structure, product descriptions, and flowcharts.

Question 21

Who should be involved in planning an exception plan in PRINCE2?

Answer 21

The project manager should consult with project board members, project assurance, team managers, and other stakeholders to create a workable exception plan. The more people involved, the more robust the plan.

Question 21

What updates and revisions are necessary during the production of an exception plan?

Answer 21

Update issue and risk registers, the anticipated quality, and procedures, as well as establish review and approval dates for products within the exception plan.

Question 22

How are tailoring guidelines applied to management products in “Managing a Stage Boundary”?

Answer 22

The stage plan may be included in the project plan for projects with only two stages. Product descriptions are critical and may require specialist expertise for their definition. The end stage report may be split or omitted for projects with a single delivery stage.

Question 22

How is the exception plan tailored in “Managing a Stage Boundary”?

Answer 22

The format of the exception plan can vary based on project complexity, from a simple list to Gantt charts, and can be managed entirely or partially through planning tools.

Question 22

How are roles adapted in the “Managing a Stage Boundary” process?

Answer 22

The project manager is responsible for creating new management products but can delegate tasks to individuals with the required skills, such as project support or a team manager, while retaining overall responsibility.

Question 23

How are phase boundaries managed in a simple PRINCE2 project?

Answer 23

In projects with only two phases (initiation and delivery), the process focuses on managing exceptions, without the need to create a plan for the next phase.

Question 24

What is the approach for managing phase boundaries in a PRINCE2 project that adopts agile methodologies?

Answer 24

The process needs to integrate with the agile workflow, synchronizing releases and sprints within each phase. It is used to assess the ongoing feasibility of the project and establish priorities for the next phase, prioritizing high-value work.

Question 25

How are phase boundaries managed in PRINCE2 from a supplier’s perspective?

Answer 25

The supplier can assist in preparing plans. Phase boundaries in the supplier’s project should align with decision points in their project lifecycle and align with the project’s phase boundaries of the customer’s project.

Question 26

How are phase boundaries managed in a PRINCE2 project that is part of a program?

Answer 26

The guidelines are similar to those for independent projects, but decisions and plans are made in the context of the program. It’s advisable to align the program’s review points with the project’s phase boundaries to maintain overall alignment.