Pure PRINCE2 - Initiating a Project process Flashcards
What is the aim of the Initiating a Project (IP) process?
The aim of the IP process is to stablish proper foundations for the project and allows the PB and PM understand the project scope, workload and expected benefits before committing resources. All parties need to be clear on the resources needed, business case, expected outcomes, and responsibilities so they can make an informed decision. It also allows the PB to determine if the project is aligned with business objectives.
This ensures financial resources are not committed to an unviable project.
When does the Initiating a Project (IP) process begin?
The IP phase begins when the PB signs off the Project Brief created in the SU phase. The start of the IP phase marks the start of the project.
What are the aims of the IP process?
The aims of the Initiating a Project (IP) process are:
- What is the reasoning, expected benefits, risks of the project?
- Who is involved in the decision making?
- What baselines and controls need to be established?
- What is the expected quality of the product?
- How will risk be managed, project performance and progress be tracked?
- How will the PM methodology be tailored to the project?
What are the thirteen steps of the IP phase?
- Prepare the Risk Management Approach (RMA)
- Prepare the Change Management Approach (ChMA)
- Prepare the Quality Control Approach (QCA)
- Prepare the Communication Management Approach (CMA)
- Prepare the Benefits Management Approach (BMA)
- Implement the RMA, ChMA, QCA, CMA and BMA and make them readily available
- Creating the Project Plan
- Setting up Project Controls
- The PM should agree how to communicate with the PB
10 Agree the tailoring requirements - Create the Full Business Case (FBC)
- PID is finalised
- PM creates the End Stage Report (ESR)
- Completed PID and ESR are submitted for approval
What is the Risk Management Approach (RMA)?
The RMA outlines how to identify, capture and manage risks to the project.
The RMA is produced by the PM and approved by the PB.
What is the Quality Management Approach (QMA)?
Outlines the systems that ensure the product is delivered at the agreed quality, thus ensuring customer acceptance.
The quality expectations are confirmed prior to the start of the project by all parties.
The QMA is produced by the PM and approved by the PB.
What is the Change Management Approach (ChMA)?
The ChMA defines how changes to the project are managed and recorded.
The ChMA is produced by the PM and approved by the PB.
What is the Benefits Management Approach (BMA)?
The BMA outlines how the benefits of a project will be realised and measured during or after the project.
The BMA is produced by the PM and approved by the PB.
What is the Communication Management Approach (CMA)?
The CMA defines the communication strategy (including means and frequency) between internal and external parties involved in the project. it also identifies the stakeholders and contains any legal documents related to communication.
The CMA ensures good communication is maintained between all stakeholders throughout the project.
How does one set up the approaches during the IP stages?
Establish the information-needs and reporting structures outlined in the BMA, CMA, ChMA, and QMA. One should also makes these documents readily available to all stakeholders with authorised access (may depend on seniority).
What is the Project Plan?
The Project Plan (PP) outlines the expected timelines and resources needed for a project on a stage-by-stage basis. It includes the time needed to build the products, but also to implement the project controls outlined in the BMA, CMA, ChMA and QMA.
The PP also contains the Project Breakdown Structure (PBS), Product Flow Diagram (PFD), and configuration records for each product.
It is created by the PM.
If the project is approved, this PP will form the baseline onto which the project is measured.
What is the Full Business Case (FBC)?
The FBC is created from the OBC by the PE.
The FBC outlines the resources needed, expected benefits, costs, and aim of the project - why the project is worth starting and continuing with.
The FBC is continually updated and is used as a baseline to assess CBJ.
What is an End Stage Report (ESR)?
Created by the PM, an ESR is a summary of the progress of the previous stage of the project with respect to it’s baselines, and a plan for the next stage. It is submitted to the PB and, if accepted, forms the plan for the next phase.
What is the Project Initiation Document (PID)?
The PID is created by the PM in the SU phase, but is finalised in the IP phase.
The PID defines the project in terms of it’s controls, costs, timescales, expected benefits, aims, Project Approach, Business Justification, PM methodology, and PM team.
It consists of:
- FBC
- BMA, CMA, ChMA, QMA and the RMA
- Project Brief (including the Project Approach)
- Project Plan
What does the PB do in the IP process?
Approves the PID and project progression,
Secures the finances and resource.
Refines project controls in line with stakeholder expectations.
