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Prince2 > Prince2 > Flashcards

Prince2 Flashcards

1
Q

Benefits of Prince2

A
  • best practices
  • tailored to meet needs of org
  • applied to any project
  • widely recognized/understood
  • promotes learning from experience
  • maturity across various areas\
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2
Q

What are the different elements in Prince 2 structure? (4)

A
  • Principles
  • Themes
  • Processes
  • Environment
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3
Q

What are principles?

A
  • guiding obligations and good practices which determine whether the project is genuinely being managed using Prince 2
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4
Q

What are themes?

A
  • themes describe the aspects of project management that must be addressed continually and in parallel throughout the project
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5
Q

What are processes?

A

processes describe a progression from the pre-project activity of getting started through the stages of the project life cycle

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6
Q

What does each process have?

A

checklists of recommended activities, products and responsibilities.

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7
Q

What is the project environment?

A

the organization’s way of working

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8
Q

What does Prince2 not provide?

A
  1. specialist aspects
  2. detailed techniques
  3. leadership capability
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9
Q

minimum requirements for a project to be Prince2

A
  • applies Prince2 principles
  • meets minimum requirements
  • has Prince2 project processes
  • uses recommended or equivalent techniques
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10
Q

What is a project?

A

A temporary organization that is created for the purpose of delivering one or more business products according to an agreed business case

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11
Q

How are projects different from what is “business as usual”?

A
  • projects introduce change
  • temporary
  • cross-functional
  • unique
  • uncertainty
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12
Q

What is project management?

A

the planning, delegating, monitoring and control of all aspects of the project and motivation of those involved to achieve objectives within performance targets (time, cost, quality, scope, benefits and risk)

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13
Q

What are the six variables involved in any project?

A
  1. Costs
  2. Timescales
  3. Quality
  4. Scope
  5. Benefits
  6. Risk
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14
Q

The 4 main roles of a project manager:

A
  1. Plan
  2. Delegate
  3. Monitor
  4. Control
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15
Q

In Prince2 the customer ____ and the supplier ____.

A

In Prince2 the customer specifies the desired result and the supplier provides resources and skills.

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16
Q

what is the supplier?

A

the person, group or groups responsible for supply of the project’s specialist products

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17
Q

3 types of projects

A
  1. Stand-alone
  2. Projects within programmes
  3. Projects in a portfolio
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18
Q

Definition of programme

A

a temporary flexible structure created to coordinate, direct and oversee the implementation of a set of related projects and activities to deliver desired outcomes and benefits towards strategic objectives. (several years)

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19
Q

What is a stand-alone project?

A

When projects are outside governance structures in programmes or portfolios

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20
Q

What is the project sponsor?

A

the driving force behind a programme or project that commissions (or requests) a project

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21
Q

What is a portfolio?

A

totality of an organization’s investment in changes required to achieve its strategic objectives

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22
Q

Examples of projects with multiple organizations

A 
joint ventures
collaborative research
intergovernmental projects
interagency projects
bidding consortium and alliance contracting
partnerships
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23
Q

What is the PID?

A

Project Initiation Documentation

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24
Q

Project approach

A

way in which the work of the project will be delivered

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25
Q

Two typical project approaches

A

Waterfall

Agile approach

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26
Q

What is the waterfall approach?

A

delivery steps to create product take place in sequence

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27
Q

What is the agile approach?

A

iterative approach where gather information, design, coding and testing take place iteratively

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28
Q

KPIs

A

Key performance indicators

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29
Q

What is the best way to summarize project status at any one time?

A

Identify and measure KPIs

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30
Q

What is difference between objectives and KPIs?

A

Objectives are what project needs to achieve, KPIs are measures that indicate progress towards objectives

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31
Q

Lagging indicators

A

measure performance following events, allow mgmt to track how well performance matches expectations

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32
Q

Leading indicators

A

measures progress towards events, allowing mgmt to track whether project is on course to achieve the expected performance

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33
Q

What do you align KPIs with?

A

acceptance criteria and project tolerances (defined in PID)

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34
Q

What is P3Mr?

A

helps measure organization’s capability against a maturity scale

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35
Q

5 point scale for maturity

A
  1. Awareness of process
  2. Repeatable process
  3. Defined process
  4. Managed process
  5. Optimized process
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36
Q

Prince2 is _____ rather than ____

A

Prince 2 is principle-based rather than prescripitve

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37
Q

Prince2 principles have the following characteristics

A
  • universal (apply to any project)
  • self-validating (proven over many years)
  • empowering (give practitioners confidence)
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38
Q

What are the 7 Prince2 principles?

A
  1. continued business justification
  2. learn from experience
  3. defined roles and responsibilities
  4. manage by stages
  5. manage by exception
  6. focus on results
  7. tailor to suit project
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39
Q

What does Prince2 require of projects for business justification?

A
  1. there is a justifiable reason for starting project
  2. justification is recorded and approved
  3. justification remains valid and is revalidated throughout project
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40
Q

Why should a project that can’t be justified be stopped?

A

Funds and resources can be reinvested in other more worthwhile projects

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41
Q

Who are the primary stakeholders of any project?

A
  1. business sponsors (endorse objectives and ensure investment is value for money)
  2. users who will use the products, gain from benefits
  3. suppliers who provide resources and expertise for project
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42
Q

What makes up project management team structure?

A

Defined and agreed roles and responsibilities for people in volved

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43
Q

What is purpose of PM team structure?

A
  • unites various parties, common aims, understanding of expectations
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44
Q

What is a mgmt stage?

A

the section of a project that the project manager is managing on behalf of the project board at any one time

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45
Q

What will project board want to review relevant to mgmt stage?

A

progress
state of project plan
business case and risks for next stage
make decisions about moving forward

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46
Q

Any Prince2 projects has these two mgmt stages:

A
  1. initiation stage

2. one further stage

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47
Q

Why manage in stages?

A
  • Provides review and decision points
  • gives ability to ensure key decision are made timely manner
  • allows clarification of the impact
  • facilitates the manage by exception principle by delegating authority to the project manager
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48
Q

How do managers move to next stage?

A
  • review business case and plan
  • update documentation
  • create end stage report and stage plan
  • request authorization to continue
  • conduct end stage assessment
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49
Q

Who delegates the authority for day-to-day control of a mgmt stage to project manager?

A

project board

50
Q

How do you establish accountability in a project?

A
  1. delegate authority from one management level to the next by setting tolerances for 6 performance aspects (cost, time, quality, scope, benefits and risk)
  2. set up controls so that if tolerance are exceeded you can make a decision
  3. put assurance mechanism in place
51
Q

Why is managing by exception efficient for senior mgmt?

A

reduces time spent without removing control by ensuring decisions are made at right level

52
Q

Product definition

A

an input or output, tangible or intangile, that can be described in advance, created and tested.

53
Q

What are 2 types of Prince2 products?

A

mgmt products - baselines, records, reports (requirements for managing project)
specialist products - specific to project

54
Q

output, deliverable and products are all ____

A

the same

55
Q

What is purpose of tailoring Prince2

A
  1. making sure PM method is appropriate to project

2. project controls are appropriate to project’s scale, complexity, importance, etc.

56
Q

What is embedding?

A

making something an integral part of the whole, adopting Prince2 and encouraging its useful

57
Q

What can be tailored?

A
  1. processes - combined or adapted
  2. themes - using appropriate techniques
  3. roles - combined or split
  4. mgmt products - combined or split
  5. terminology - to suit standards and policies
58
Q

Who is responsible for tailoring and documenting? Who approves?

A

project manager documents in PID and is approved by project board

59
Q

Who advises on tailoring?

A

project assurance, centre of excellence, project support and team managers

60
Q

What are Prince2 themes?

A
  1. business case- why? benefits?
  2. organization - who? who will work on PM team? supply products? advise?
  3. Quality - what products/test?
  4. Plans - how (much)? when?
  5. Risks - what if?
  6. Change - what’s the impact?
  7. Progress - where are we and where are we going? continue?
61
Q

3 things business case aims to achieve

A
  1. project is desirable
  2. project is viable
  3. project is achievable
62
Q

Project outputs enable ___ _ which create _______ or _______

A

business changes
desired outcomes
side effects/consequences

63
Q

How do you measure desired outcomes?

A

in benefits

64
Q

What do benefits do?

A

help achieve strategic outcomes

65
Q

Desired benefits cause ____ and ____

A

benefits and side effects

66
Q

Side effects could lead to both _____ and _____

A

benefits and disbenefits

67
Q

Outputs

A

things or products you are making

68
Q

Outcomes

A

changes caused by outputs

69
Q

Prince2 requirements for business case

A
  1. create and maintain a business justification
  2. review and update the business justification
  3. define actions to ensure outcomes are achieved
  4. define roles for the business case and benefits mgmt
70
Q

Mgmt products include these two documents: ______ and______

A

business case and benefits management approach

71
Q

What is the benefits management approach?

A

document that defines the benefits management actions and benefits reviews that will take place

72
Q

3 principal project interests (stakeholders)

A

user (quality)
business ($)
supplier (right skills/resources)

73
Q

4 different management levels

A
  1. Corporate, programme manager or customer
  2. Directing (project board)
  3. Managing (project manager)
  4. Delivering (team manager)
74
Q

Prince2 requirements within organization theme

A
  1. Define structure and roles
  2. Delegated change authority
  3. Communication approach
75
Q

What does PID contain related to organization theme?

A
  1. project mgmt team structure
  2. role descriptions
  3. tailoring of Prince2
76
Q

What does communication management approach contain?

A

means and frequency of communication with internal and external parties to facilitate engagement of stakeholders

77
Q

Definition of stakeholder

A

any individual, group or organization that can affect, be affected by or perceive itself to be affected by an initiative (i.e. programme, project, activity, risk)

78
Q

9 PM team roles recommended by Prince2

A
  1. Executive (controls PM board)
  2. Senior user(s)
  3. Senior supplier(s)
  4. Project manager
  5. Team manager
  6. Project support
  7. Change authority
  8. Project assurance
79
Q

Executive’s role on PM team

A

accountable for success of the project, report to corporate

80
Q

Senior user(s) role on PM team

A

Represents those that use or will benefit from project product
Quality of product

81
Q

Senior supplier(s) on PM team

A

have technical expertise and tell what skills/resources required for project

82
Q

Project manager is supported by ______

A

project support

83
Q

Role of change authority

A

manage requests for change things that have been agreed

84
Q

Role of project assurance

A

give confidence to project board that project is on track and being run properly and support project manager

85
Q

project assurance target which 3 groups

A
  1. senior users that product is fit for purpose
  2. executive to assess business interests
  3. audit work to make sure policies and procedures are on point
86
Q

Roles can be combined except when these conditions are present:

A
  1. conflicts of interest arise
  2. bottlenecks occur
  3. individual capacity not up to par (time, training, etc.)
87
Q

Which roles cannot be combined?

A
  1. executive and project manager
  2. only one executive and project manager
  3. executive’s accountability cannot be delegated
  4. assurance roles not for project manager, team manager or team support
88
Q

role of project manager

A
  • single focus for day-to-day mgmt of a project
89
Q

What is the purpose of quality theme?

A

define and implement means by which the project will verify that products are fit for purpose

90
Q

Elements of quality (3)

A
  1. customer’s quality expectations
  2. acceptance criteria
  3. quality criteria
91
Q

What are acceptance criteria?

A

list of measurable criteria that project product must meet before customer accepts it (in project product description)

92
Q

what are quality criteria?

A

not about final product but of components (description of qualities of individual products before it can be approved)

93
Q

What is the project product description?

A

description of product that defines how project gains acceptance (only one per project)

94
Q

What are product descriptions?

A

Level of quality needed to produce, review and approve product (PD, there are many)

95
Q

What’s involved in quality planning?

A
  1. Developing project product description
  2. Agree on quality management approach
  3. Create product descriptions
  4. Quality register
96
Q

What’s involved in quality control?

A
  1. checking quality criteria are met
  2. update quality register with results from check
  3. identify ways to improve quality
97
Q

What’s involved in quality assurance?

A
  • audit the project to check compliance with processes and procedures
  • independent of project
98
Q

Mgmt products in quality

A
  1. Quality management approach - strategy for dealing with quality, processes, etc
  2. Quality register - summarises quality mgmt plan, results
99
Q

3 product quality responsibilities

A
  1. producer
  2. reviewer(s)
  3. approver(s)
100
Q

Quality review technique

A
  1. prepare
  2. review
  3. follow-up
101
Q

What is definition of quality

A

the degree to which a set of inherent characteristics of a product, service, process, person or system fulfils requirements

102
Q

What is quality mgmt?

A

coordinated activities to direct and control an organization with regard to quality

103
Q

Difference between quality assurance and project assurance?

A

Quality - degree to which project complies with relevant standards and policies
Project - whether or not project is being conducted correctly

104
Q

Who is responsible for quality mgmt system?

A

corporate body, programme management team or customer

105
Q

What is the purpose of the plans theme?

A

facilitate communication and control by defining the means of delivering the products

106
Q

Steps in Prince2 planning approach

A
  1. Designing a plan
  2. Defining and analysing the products
  3. Identifying activities and dependencies
  4. Preparing estimates
  5. Preparing a schedule
  6. Documenting a plan
107
Q

Management stages vs. delivery steps

A

mgmt stages - section of project that PM is managing on behalf of board, only one at a time, minimum of 2 in each project
delivery steps - a step within delivery approach, can span mgmt stage, included in mgmt stage as work package

108
Q

Prince2 requirements for plans

A
  • plans enable business case realization
  • minimum of 2 stages (initiation+1)
  • produce project, stage and exception plans
  • use lessons to inform planning
  • define planning roles and responsibilities
  • use product-based approach
109
Q

4 steps in product-based planning

A
  1. write project product description
  2. product breakdown structure
  3. write product descriptions
  4. create product flow diagram
110
Q

Definition of a plan

A

a detailed proposal for doing or achieving something which specifies the what, when, how and by whom.

111
Q

What are the types of plans in Prince2?

A

project plan, stage plan and exception plan

112
Q

Definition of a project plan

A
  • high level plan showing major products of the project, when it will be delivered and at what cost
113
Q

Definition of a stage plan

A

a detailed plan used as basis for project management control throughout a management stage

114
Q

definition of exception plan

A

after an exception report, the plan covers the period from the present to the end of the current mgmt stage

115
Q

definition of work package

A

the set of information relevant to the creation of one or more products

116
Q

definition of team plan

A

an option level of plan used as the basis for team mgmt control when executing work packages

117
Q

definition of risk

A

an uncertain event or set of events that, should it occur, will have an effect on the achievement of objectives

118
Q

Prince2 requirements related to risk

A
  1. define risk management approach
  2. maintain risk register
  3. manage risk through project life cycle
  4. use lessons to inform identification and management
119
Q

Risk management procedure

A
  1. identify
  2. assess
  3. plan
  4. implement
  5. communicate
120
Q

Risk cause

A

source of risk, potential trigger points

121
Q

risk event

A

uncertainty for risk, threat or opportunity?

122
Q

risk effect

A

describe impact on project

Prince2 (1 decks)

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