Pure PRINCE2 - Directing a Project

Question 1

What is the overall goal of the DP process and what principle does it support?

Answer 1

It concerns the overall management of the project by the PB, not the day-to-day running of the project by the PM.

The Directing a Project (DP) process enables the PB to remain responsible for the project, ensure continued business justification and exercise overall control, whilst delegating day-to-day managing and non-critical decisions to less senior employees (manage by exception).

The PB must ensure the project remains aligned with all stakeholder needs.

Question 2

What are the five objectives of the DP process?

Answer 2

1. Ensure there is proper authority to initiate, lead and close a project
2. Ensure there is proper authority to deliver the project products
3. Ensure the project directed and controloled throughout the project lifecycle
4. Ensure Continued Business Justification
5. Review post-project benefits of product

Question 3

When does the Directing a Project (DP) process start and end?

Answer 3

The Directing a Project (DP) process starts when the PB approves the Project Brief at the end of SU (SU and IP stage boundary) and continues until project closure.

Question 4

How does the DP process work?

Answer 4

There should be no progress meetings and the PM should only contact the PB at regular, previously-agreed intervals, and when an exception has been hit.

Question 5

What are the four points PRINCE2 Agile and feed into PRINCE2 Agile?

Answer 5

1. Authorising Project Initiation
2. Authorising a Stage Boundary or Exception Plan
3. Authorising Project Closure
4. Ad hoc advice

Question 6

What are the PB and PM responsibilities at Authorising Project Initiation?

Answer 6

A PM must:

1. Create a new PID and submit to the PB
2. Prepare the Benefits Review Plan
3. Obtain the required resources.

PB must:

1. Review the PBr and PID to assess the viability of a project and if it is ready to start.
2. One CBJ has been measured, they approve the IP stage plan, approve progression through the stage boundary, authorise the PM to start the project and inform all SH’s of project initiation

Question 7

What are the PB and PM responsibilities at Authorising a Stage Boundary or Exception Plan?

Answer 7

A project can only move from one stage to the next with approval from the PB. At the end of each stage, the PB reviews the performance of the project against the BC, assesses CBJ and plans the next stage before making their decision.

During a stage, if the project deviates outside of the tolerances set by the PB, the PM must submit an Exception Report to the PB. This triggers the Stage Boundary process.

At each stage boundary, the PB must:

1. Review the End Stage Report to outline project performance against the BC
2. Review the Risk Register to check if risk exposure is still within tolerable limits
3. Check any completed products falls within the original scope, and if changed, that the changes are compliant with the Change Management Approach (ChMA).
4. Review the plan of the next stage or Exception Report and check if it is in line with the BC and is achievable
5. Set tolerances for the next stage
6. Approve or reject the stage plan / Exception Report. This either leads to project progression or project closure
7. Inform C/P of the status and progress of the project

If PB has to escalate a tolerance exceeded, the Project Executive needs to raise this with the person that raised the Project Mandate.

Question 8

What are the PB and PM responsibilities at Authorising Project Closure (APC)?

Answer 8

Normally occurs at the end of a project, but can occur sooner if approved by the PB.

APC is the last activity undertaken by the PB. It may require endorsement from C/P.

During APC, the PB must:

• Review the original and current PID to understand project baselines, controls and quality requirements
• Review the End Project Report (EPR) to assess a projects performance and plan follow-up steps stated in the EPR
• Review and distribute the Lessons Log.
• Verify the handover of the products in line with the CMA, and checking all changes fall within the ChMA
• Ensures the Project Benefits Review Report (PBRR) is completed and covers product performance and future realisation of expected benefits that cannot be measured yet
• Confirms the current BC and SH needs have been satisfied
• Review and issue a Project Closure Notification that requests the resources to close a project

Question 9

What are the PB and PM responsibilities when giving Ad Hoc Guidance?

Answer 9

The PB may give informal advice to the PM team at any time, particularly during IP and at SB’s, in many formats:

• Informal request - seek advice from the C /P and assist the PM
• Escalated Issue Report - make decisions that fall within tolerances, but escalate to C/P if needed
• Exception Report - Change to a key area of the project. Seek advice from C/P if necessary. Approve or decline the change, or terminate the project
• Highlight report - Review project to ensure it is within specification and on-time, and report back to the C/P
• General advice - Keep the PM informed of any relevant changes that may impact the project

The PM is responsible for deciding whether to escalate information to the PB.