Processes (Non-AI) Flashcards
Define a process?
A structured set of activities that define the sequence of actions and their inputs and outputs to achieve a specific objective.
What are the 7 Procesess in Prince2
- Starting up a Project
- Initiating a Project
- Directing a project
- Controlling a stage
- Managing Product Delivery
- Managing a Stage Boundary
- Closing a Project
What is the purpose of ‘Starting up a Project’?
The purpose of the process of starting up a project is to ensure that the prerequisites for initiating a project are established by answering the question, ‘do we have a viable and worthwhile project?’
List the objectives of ‘Starting up a Project’?
- There is a business justification for initiating the project
- All the necessary authorities exist for initiating the project
- Sufficient information is available to define and confirm the scope of the project.
- Alternative approaches have been evaluated and the chosen project approach agreed.
- Individuals are appointed who will undertake the work required in the initiation stage or take significant project management roles during the project.
- The work required for the initiation stage is planned.
- Time is not wasted initiating a project based on unsound assumptions regarding the project’s scope, timescales, acceptance criteria, or constraints.
What is the purpose of ‘Directing a Project’?
The purpose of the process of directing a project is to enable the project board to be accountable for the project’s success by making key decisions and exercising overall control while delegating day-to-day management of the project to the project manager.
List the objectives of ‘Directing a Project’?
The objectives of the directing a project process are to ensure:
● There is authority to initiate the project.
● There is authority to deliver the project product.
● Appropriate management direction and control are provided throughout the project’s life.
● The project remains viable.
● The business layer has a connection to the project.
● There is authority to close the project.
● Plans for realizing the post-project benefits are managed and reviewed.
What is the purpose of ‘Initiating a Project’?
The purpose of the process of initiating a project is to establish solid foundations for the project, enabling the business to understand the work that needs to be done to deliver the project product before committing to any significant expenditure or resources
List the objectives of ‘Initiating a Project’?
The objectives of the process of initiating a project are to ensure that there is a common understanding
of:
● the reasons for doing the project, the benefits expected, and the associated risks
● the scope of what is to be done and the products to be delivered
● how and when the products will be delivered and at what cost
● who is to be involved in the project decision-making
● how the quality required will be achieved
● how baselines will be established and controlled
● how risks and issues will be identified, assessed, and controlled
● how progress will be monitored and controlled
● who needs information, in what format, and at what time
● how the project applies business policies, methods, and guidance.
What is the purpose of ‘Controlling a Stage’?
The purpose of the process of controlling a stage is to assign work, monitor such work, handle issues, report progress to the project board, and take corrective actions to ensure that the stage remains within the tolerances set by the project board.
List the objectives of ‘Controlling a Stage’?
The objectives of the process of controlling a stage are to ensure that:
● Attention is focused on delivery of the stage’s products; any movement away from the products and
delivery method that was agreed at the start of the stage is monitored to avoid uncontrolled change.
● Risks and issues are controlled.
● The business case is kept under review.
● The agreed products for the stage meet the agreed quality expectations and are accepted.
● The project management team focus on delivery within the established tolerances.
What is the purpose of ‘Managing Product Delivery’?
The purpose of the process of managing product delivery is to control the link between the project manager and the team manager. This is achieved by agreeing the requirements for acceptance, execution, reporting, and delivery of specialist products. The role of the team manager is to coordinate an area of work that will deliver one or more of the specialist products that form the project product. Team managers can be internal or external to the organization running the project.
List the objectives of ‘Controlling a Stage’?
The objectives of the process of managing product delivery are to ensure that:
● Work on products allocated to the team is authorized and agreed.
● Team managers and their teams are clear as to what is to be produced and what is the expected effort, cost, and timescales.
● The planned products are delivered to quality expectations and within the tolerances.
● Accurate progress information is provided to the project manager at an agreed frequency to manage expectations
What is the purpose of ‘Managing a Stage Boundary’?
The purpose of the process of managing a stage boundary is to enable the project manager to provide the project board with sufficient information to be able to:
● review the success of the current stage
● prepare the next stage plan
● review the updated project plan
● confirm continued business justification and acceptability of the risks.
List the objectives of ‘Controlling a Stage’?
The objectives of the process of managing a stage boundary are to:
● assure the project board that all products in the current stage plan have been completed and
approved
● prepare a stage plan or exception plan for the next stage
● review and if necessary, update the project initiation documentation, in particular the business case,
project plan, user’s quality expectations, management approaches, project management team
structure, and role descriptions
● provide the information needed for the project board to assess the continuing viability of the project
● record any information or lessons that can help later stages of this project or other projects
● request authorization to start the next stage.
What is the purpose of ‘Closing a Project’?
The purpose of the process of closing a project is to provide a fixed point at which acceptance of the project product is confirmed.
It also provides a point to recognize that the objectives or the approved changes to the objectives, as established in the project initiation documentation, have been achieved.
Where there is a cause for a premature close, this process ensures the project is closed in an orderly
way.
List the objectives of ‘Controlling a Stage’?
The objectives of the process of closing a project are to:
● check user acceptance of the project product
● ensure that the business can support the products when the project is closed
● review the performance of the project against its baselines
● assess any benefits that have already been realized, and update the benefits management approach
to include any post-project benefit reviews
● ensure provision has been made to address all open issues and risks, with follow-on action
recommendations
● ensure the project is closed in an orderly way and not simply abandoned (in the case of a premature
close)
