P2F Q&A Flashcards
Why is the ‘initiating a project’ process used in PRINCE2?
a. To handover the project projects to the customer
b. To fully understand how the project objectives will be achieved before committing significant resources
c. To produce the required work packages
d. To enable corporate or programme management to give authorization to deliver a project
b. To fully understand how the project objectives will be achieved before committing significant resources
There are six project objectives to consider: Time, Cost, Quality, Scope, Benefits and Risk.
Which process enables the organization to understand the work to be done to deliver the project’s products before committing to a significant spend with delivering specialist products?
a. Directing a project
b. Initiating a project
c. Managing product delivery
d. Starting up a project
b. Initiating a project
The project plan is created in the IP process and this gives a high level overview of what the project will deliver (the project scope). A lot of effort can go into creating the project plan.
The purpose of the initiating a project process is to establish solid foundations for the project, enabling the organization to understand the work that needs to be done to deliver the project’s products before committing to a significant spend.
In a commercial environment, which process links the team manager and the PRINCE2 method used in a project?
a. Managing a stage boundary b. Managing product delivery c. Initiating a project d. Controlling a stage
b. Managing product delivery
The purpose of the MP process is to control the link between the project manager and the team manager(s) by agreeing on the requirements for acceptance, execution, and delivery.
What is shown in a product breakdown structure?
a. A breakdown of all product lessons b. Management stages, major products and control points c. The major products that are to be developed in a plan d. A breakdown of all the activities to create the products
c. The major products that are to be developed in a plan
A Product Breakdown Structure (PBS) is a hierarchical structure of things that the project will make or outcomes that it will deliver. It can be thought of as the project “shopping list.” It decomposes a “Main Project Product” into its constituent parts in the form of a hierarchical structure.
Which PRINCE2 principle is being applied when tolerances are set to establish limits of authority and accountability?
a. Manage by stages b. Defined roles and responsibilities c. Continued business justification d. Manage by exception
d. Manage by exception
Manage by Exception provides the above management layer with a system to manage and control the lower management layer.
A PRINCE2 project has defined tolerances for each project objective to establish limits of delegated authority.
Which theme estimates the cost of delivering the project?
a. Plans b. Communication c. Quality d. Change
a. Plans
The cost of the project is estimated as part of creating the project plan in the planning step preparing a schedule. Then the costs are added to the business case.
Which is a minimum requirement when applying the ‘business case’ theme?
a. Using lessons to assist in the development of the business case b. Defining the alternative business options for the project in the benefits management approach and documenting this. c. Defining the role of business assurance to monitor the business case against external events d. Updating the business case as soon as any new issues and risks are identified
c. Defining the role of business assurance to monitor the business case against external events
PRINCE2 has the following minimum requirements for the business case:
- Document the business justification (business case) for the project
- Keep the business justification updated during the project as the following may change:
- Define the follow up actions in the benefits approach document
- Define the business case roles and responsibilities and benefits management
According to the principle: defined roles and responsibilities, what must be represented in the project management team?
a. Business
b. Support
c. Risk
d. Project consultants
a. Business
A PRINCE2 project has 3 primary stakeholders:
- Business sponsors: They make sure that the project delivers value for money (Executive)
- Users: They will use the project products and receive the benefits.
- Suppliers: They provide the resources and expertise to produce the products.
Which of the following factors should NOT be considered when deciding the number of management stages in a project?
a. The amount of risk in the project.
b. How far ahead in the project it is safe and sensible to plan.
c. The availability of the senior supplier.
d. How much control the project board wants to have.
a. The higher the risk the more stages.
c. The availability of the senior supplier has nothing to do with deciding on the number of stages. However, this is taken into account by the executive when appointing the senior supplier.
The following factors can be considered when deciding on the number of stages in a project:
- how far ahead in the project it is sensible to plan
- key decision points
- risk
- confidence in PM
- amount of control required by the project board.
Identify the missing word: The number of management stages for a project is defined by using the ‘[ ? ]’ step of the recommended approach to planning.
a. designing a plan
b. Analyze the risks
c. Prepare estimates
d. defining and analysing the products
a. designing a plan
The PRINCE2 approach to plans has the following 7 steps that are easy to understand:
- Designing a plan
- Define and analyze products
- Identify activities and dependencies
- Prepare estimates
- Prepare the schedule
- Document the plan
- Analyze the risks
Designing a plan consists of
- Consider the style and format of plan
- Decide on number and length of stages
Which theme provides information on an approach for configuration management?
a. Quality
b. Plans
c. Progress
d. Change
d. Change
The purpose of the change theme is to help you identify, assess, and control any potential changes to the products that have already been approved and baselined.
The change theme provides information on an approach for configuration management. Each project requires a configuration management system that tracks products, records when products are approved and baselined, and helps to ensure that the correct versions are being used.
Which process is used to define how baselines will be established and controlled?
a. Managing product delivery
b. Directing a project
c. Initiating a project
d. Starting up a project
c. Initiating a project
One of the objectives of the IP process are to get an understanding of how baselines will be established and controlled. This is part of the project control section in the PID.
What should the ‘managing product delivery’ process ensure?
a. That the project board is provided with progress information
b. That the planned products meet their benefits criteria
c. That the planned products are delivered within tolerance
d. That the stage plan is kept up to date
Two objectives of the managing product delivery are:
- Products assigned to the team are authorized and agreed on (work packages)
- Planned products are delivered to the quality expectations and within tolerance
b. The managing product delivery is concerned that the planned products meet their quality criteria
d. Stage plan is kept up to date in the controlling a stage process
Which of the following items may be found in a customer/supplier contract?
a. Detailed client business case. b. Access to all relevant configuration items records which must include the quality requirements and quality tolerances c. Product status account from the last stages d. How products will be tested and accepted and role of quality register, etc.
d. How products will be tested and accepted and role of quality register, etc
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a. The business case from the client’s point of view will not be found in a customer/supplier contract as this is usually confidential. However, suppliers should have an overview of the reasons for the project and the long term benefits for the client.
b. Quality requirements and quality tolerances are not part of configuration items records. The purpose of configuration items records (CIR) is to provide data for configuration items. A good example is a library index card that will provide data for a library book.
c. The purpose of the product status account is to provide information about the status of products, and this can be a report on one product, a group of products, or all products created during a stage.
This is not something that can be in the customer/supplier contract.
Some projects may use a formal contract which will detail the customer’s requirements (product descriptions) and what the supplier must deliver to satisfy the contract.
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The customer/supplier contract can and should contain the following information:
- Overview of the project approach (or product approach)
- How to progress reporting will be done and the frequency
- Procedure for dealing with change requests
- How products will be tested and accepted and role of a quality register, etc
- Roles and responsibilities of the customer (how the customer will be involved)
The project board directs the project and is accountable for the success of the project. Which is one of their responsibilities during a project?
a. Approve a project exception plan. b. Document customer's quality expectations and acceptance criteria. c. Responsible for specifying the needs of those who will use the project's products. d. Authorise project closure and sends out the project closure notification.
d. Authorise project closure and sends out the project closure notification.
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a. If the project goes out of tolerance (or is forecasted to go out of tolerance), the project manager will create an exception plan to replace the current project plan and to complete the project. This exception plan has to be approved by the CPC level as the project board can only approve stage exception plans.
b. The PM documents the customer’s quality expectations and acceptance criteria and adds these to the project product description in the SU process. The project product description can be updated during the IP process and normally is.
c. The senior user is responsible for specifying the needs of those who will use the project’s products, for user liaison with the project management team, and for ensuring that the solution will meet those needs.
d. The project board authorises project closure and sends out the project closure notification to corporate, programme management, or the customer. The project manager prepares the project for closure.
Which level of management sets the project level tolerances?
a. Corporate / programme management / customer (CPC) b. Quality assurance c. Project manager d. Project assurance
Project tolerances are set by the corporate, programme management, or customer (CPC) in the initiation stage and are defined in the project plan.
Identify the missing words in the following sentence.
The project manager _____ for day-to-day management of the project.
a. and the project board are accountable b. has responsibility c. and the team manager are responsible d. and project assurance are accountable
b. has responsibility
The project manager runs the project on behalf of the project board
In which process does the CPC appoint the executive and the executive can appoint the project manager?
a. Monitor and control a project
b. Product-based planning
c. Starting up a project
d. Controlling a stage
The first activity in the SU process is for the corporate, programme management, or customer (CPC) to appoint the executive, and the executive can appoint the project manager. The name of the executive can also be mentioned in the project mandate.
a. There is no process in PRINCE2 called monitor and control a project.
b. Product-based planning is not a PRINCE2 process but a technique. Product-based planning is about defining what needs to be delivered (the products) which must be identified before deciding what activities, dependencies and resources are required to deliver those products.
Identify one of the six project variables of project performance.
a. Roles b. Quality c. Changes d. Supplier benefits
b. Quality
There are six variables (performance targets) to control in a project and these are: Timescales, Costs, Quality, Scope, Benefits, and Risk. Also known as: six aspects of project performance. The two most common variables to control in a project are time and cost.
Which principle must be applied as a minimum requirement for applying the ‘progress’ theme?
a. Defined roles and responsibilities b. Tailor to suit the project c. Manage by stages d. Focus on products
c. Manage by stages
Some advantages of stages are:
- Allow the project to be divided into pieces which are easier to manage
- Have a very detailed stage plan and a high-level project plan for the whole project
- Use lessons from previous stages in future stages
How does applying the ‘focus on products’ principle help to ensure that stakeholder expectations are met?
a. By documenting the delivery date for the product
b. By providing the justification for the project
c. By providing a common understanding of the products required
d. By documenting the costs for the product
c. By providing a common understanding of the products required
Detailed product descriptions of the products will help build correct expectations and make life easy for the teams who deliver the products. A PRINCE2 project should focus on the definition and delivery of products, in particular, their quality requirements.
Fill in blank:
_____ is where the PM first identifies and communicates effectively with those people or groups who have an interest in the project’s outcome.
a. Risk management b. Stakeholder engagement c. Communications technique d. Communication management approach
b. Stakeholder engagement
a. Risk management is about actions you take to enable you to identify, assess, and control risk.
d. The purpose of this document is to define how communication will be done during the project.
PRINCE2 has its own approach to planning, and this approach is called product-based planning. Which one of the following is NOT a step in product based planning?
a. Identify activities and dependencies
b. Define and analyse products
c. Prepare estimates
d. Quality planning
d. Quality planning is about identifying all the products that the project wants to control.
Product-based planning is an iterative process that identifies and documents what will be delivered, shows the scope of the project, gathers requirements from users, and improves communication.
The steps in product based planning are:
- designing the plan
- define and analyse products
- identify activities and dependencies
- prepare estimates
- prepare the schedule
- document the plan
- analyse the risks
The seven PRINCE2 Themes are:
Business Case. Organization. Quality. Plans. Risk. Change. Progress.
What does the ‘managing product delivery’ process enable?
a. The assessment of corrective actions
b. The coordination of delivery of at least one project product
c. The reporting of team progress using the highlight report
d. To review and update the business case
b. The coordination of delivery of at least one project product
The ‘managing product delivery’ process is all about delivery products that were assigned to the teams using Work Packages. The teams accept this work, execute this work and then deliver this work back to the PM.
