S2-1 Projects, Priciples, Practices an Processes Flashcards
What is the PRINCE2 definition of a project?
A temporary organization that is created for the purpose of delivering one or more business products according to an agreed business case.
List the 5 characteristics of project work according to PRINCE2.
- Change
- Temporary
- Cross-functional
- Unique
- Uncertainty
What are the seven aspects of project performance that must be managed?
- Scope
- Quality
- Risk
- Cost
- Time
- Benefits
- Sustainability
What does the term ‘business as usual’ (BAU) refer to?
Current business operations that are ongoing.
What is the role of the business in PRINCE2?
To provide the project’s mandate, govern the project, and realize the project’s benefits.
True or False: A project can be standalone or part of a programme.
True.
Define the term ‘customer’ in the context of PRINCE2.
The organization that enters into a commercial relationship with a supplier to deliver the project.
What are the three types of delivery methods mentioned in PRINCE2?
- Linear-sequential (Waterfall)
- Iterative-incremental (Agile)
- Hybrid
Fill in the blank: PRINCE2 is an integrated method of principles, people, practices, _______ and the project context.
Processes
How many principles does PRINCE2 have?
Seven.
List the PRINCE2 principles.
- Ensure continued business justification
- Learn from experience
- Define roles, responsibilities and relationships
- Manage by stages
- Manage by exception
- Focus on products
- Tailor to suit the project
What is the importance of the business case in PRINCE2?
It ensures there is a justifiable reason for starting the project and that justification remains valid throughout the project’s lifecycle.
What is the purpose of learning from experience in PRINCE2?
To avoid problems by reviewing lessons from similar projects and applying insights to improve project delivery.
True or False: Stakeholders are those who can affect, or be affected by, the project.
True.
What is the significance of defining roles, responsibilities, and relationships in a project?
It ensures that everyone knows what is expected of them throughout the project.
Identify the missing word: Projects are the way we introduce change into an organisation because a project delivers new business products which when used correctly will move the business to a new _______.
future
How does PRINCE2 address sustainability in projects?
By managing sustainability as one of the seven aspects of project performance.
What is the purpose of the sustainability management approach in PRINCE2?
To build sustainability into the project and reflect sustainability targets in the business case.
Fill in the blank: A project can use a variety of delivery approaches within the same project, depending on the needs of each _______.
stage
What is a programme in PRINCE2?
A group of interrelated projects which progressively deliver outcomes of benefit related to the business’s objectives.
What are the external and internal factors that can influence a project?
- External factors: politics, natural environment
- Internal factors: internal policies, industry regulations
Identify the missing words: PRINCE2 defines a project as ‘a temporary organization that is created for the purpose of delivering one or more business products according to an agreed _______’.
business case
What is the definition of stakeholders in project management?
Those who can affect, or be affected by, or perceive themselves to be affected by the project.
Who are the three primary stakeholders in a project?
- Business sponsors
- Users
- Suppliers
What does the principle ‘Manage by Exception’ mean?
Authority to work within specified limits is delegated through the project team structure.
What are tolerances in project management?
Limits set for each aspect of performance such as cost, time, scope, quality, risk, benefits, and sustainability.
Fill in the blank: The principle ‘Manage by Stages’ requires at least ______ stages.
[two]
What is the purpose of the end stage report in PRINCE2?
To provide information to the Project Board for reviewing the current stage.
What are the four types of products in PRINCE2?
- Management products
- Specialist products
- Project product
- External products
What is the focus of the PRINCE2 principle ‘Focus on Products’?
The definition and delivery of products and their user quality expectations.
What does tailoring in PRINCE2 aim to achieve?
To ensure the method and its use are appropriate to the project.
What does the PRINCE2 practice ‘Business Case’ answer?
Why are we doing the project?
What are the seven PRINCE2 practices?
- Business case
- Organizing
- Quality
- Plans
- Risk
- Issues
- Progress
What is the function of the ‘Controlling a Stage’ process?
Used by the Project Manager to allocate work and monitor and control progress.
What is the role of the Project Board in PRINCE2?
To make decisions and provide advice and guidance.
What is meant by ‘Manage by Stages’ in PRINCE2?
Work is broken down into discrete sequential sections called stages.
True or False: Tolerances can be set for cost, time, and quality in project management.
True
Fill in the blank: The Project Initiation Documentation (PID) should describe how ______ has been tailored.
[PRINCE2]
What does the practice ‘Quality’ answer in PRINCE2?
What are the quality requirements for the products and how will they be judged?
What is the ‘Closing a Project’ process used for?
To hand over the project’s products to the customer and close the project.
What influences the tailoring of PRINCE2?
- External factors
- Internal factors
- Project factors
What is the importance of defining roles and responsibilities in PRINCE2?
To ensure everyone knows what is expected of them throughout the project.
What is the goal of focusing on products in PRINCE2?
To ensure that the project only undertakes work that directly contributes to the delivery of a product.
Fill in the blank: The principle ‘Learn from Experience’ encourages teams to use ______ from previous projects.
[lessons]
What does the term ‘scope creep’ refer to?
Uncontrolled changes that can impact the project’s products and business case.
What are two types of product identified in the activity?
Outcome and Specialist
The options available were Outcome, Specialist, Management, and Dependency.
Which practice answers the question ‘why are we doing the project?’
Business case
The options were Organizing, Issues, Business case, and Progress.
Which principle is supported by the Quality practice?
Focus on products
Other options included Ensure continued business justification, Learn from experience, and Manage by exception.
What is another word for a ‘product’?
Output
Other options included Change, Yield, and Productivity.
What are the five integrated elements of PRINCE2?
Principles, Practices, Processes, Project context, People
The focus of the next session will be on the fifth element, ‘people’.
What is the PRINCE2 definition of a project?
Identify the PRINCE2 definition of a project
This is one of the learning objectives of the session.
How many principles underpin PRINCE2?
7
The principles are fundamental to the PRINCE2 methodology.
How many processes are there in PRINCE2?
7
The processes guide the project management approach within PRINCE2.
How many practices are there in PRINCE2?
7
These practices support the application of the PRINCE2 method.
What factors influence the application and tailoring of PRINCE2?
External and internal project context factors
Adhering to the seven principles ensures effective use of PRINCE2.
The seven PRINCE2 principles are:
● ensure continued business justification
● learn from experience
● define roles, responsibilities, and relationships
● manage by stages
● manage by exception
● focus on products
● tailor to suit the project.
How to apply Prince2 in a project
Ensure continued business justification
part of one of the 7 principles: define roles, responsibilities, and relationships
● organizations are fundamentally a collection of people interacting with each other around the core purposes of that organization. The business justification for a project needs to satisfy all three project interests: user, business, and supplier. Defining a project that aligns all of these interests can take time and effort. Therefore, it is important to consider the dynamics of the key relationships relating to these interests, as they impact how agreement is reached and determine whether the project continues to be valid. Moreover, it is crucial to recognize that what is considered justification may change when roles change.
● business justification can be perception-based, so the communication management approach is a key enabler to ensure ongoing perceived business justification by managing key relationships and showcasing progress to demonstrate value.
Learn from experience
part of one of the 7 principles: define roles, responsibilities, and relationships
● there is significant value in learning from visible knowledge, such as business books and captured learning, but there is valuable knowledge hidden within a project ecosystem. This requires a collaborative environment that encourages knowledge sharing throughout the lifetime of a project. Knowledge sharing enables people to benefit from each other’s experience.
● in particular, people factors such as behaviours, culture, and relationships are difficult to document and are best learned through social learning. For example, team members connecting and learning from people who have worked on an earlier stage or other projects with similar characteristics.
Manage by stages
part of one of the 7 principles: define roles, responsibilities, and relationships
● the stages of a project often mark a change in the influencers and any key relationships. They are good points to review how the project is planned to deliver, ensuring it remains aligned with how people interact with each other and the wider organizational ecosystem. Stage boundaries often mark a transition in the organizational design (see Chapter 6).
● stage boundaries provide a more controlled way to review the skills needed for the next delivery stages and make changes, even to the Project Board. It is better to have the right people managing the project rather than people who are unable to effectively contribute.
Manage by exception
part of one of the 7 principles: define roles, responsibilities, and relationships
● decisions should be made at the most local level where the knowledge needed to make and own those decisions resides. Decisions should be progressed through the levels when a decision has the potential to impact other areas of the project. Therefore, it requires different perspectives to be considered, or it will have a wider impact outside of the project boundaries.
● the extent of delegation is often dependent on the level of confidence and trust that exists in the key relationships and will adapt over the life of a project in response to the skills and capabilities of individuals. Improving confidence and trust improves the ability to manage by exception.
Focus on products
part of one of the 7 principles: define roles, responsibilities, and relationships
● co-creating products, with agreed product descriptions, with the business, user, and supplier communities unites their different perspectives. This improves the development and adoption of the products into the business, reducing handover risks and ensuring that operational and maintenance issues are fully considered.
Tailor to suit the project context
part of one of the 7 principles: define roles, responsibilities, and relationships
● tailoring supports the ability to adapt the PRINCE2 method to the people and organizations involved, rather than attempting to adapt them to the method.
● tailoring is based on the level of capability or project management maturity, which will evolve over time as people gain a better understanding of PRINCE2 principles, practices, and processes.
