Starting up a project

Question 1

What is the purpose of the “Project Initiation” process in PRINCE2?

Answer 1

To ensure that the prerequisites for initiating a project are in place, assessing whether the project is feasible and worth starting.

Question 2

What needs to be established before beginning to plan a PRINCE2 project?

Answer 2

To confirm that the necessary foundational information for rational decisions is defined and that key roles and responsibilities are allocated.

Question 3

What are the main objectives of the “Project Initiation” process?

Answer 3

To establish a business justification, necessary authority, scope definition, project approach selection, and initiation planning.

Question 4

Why is the “Project Initiation” process essential?

Answer 4

To prevent wasting resources on projects based on shaky assumptions.

Question 5

What triggers the initiation of a project in PRINCE2?

Answer 5

The project mandate, provided by a sponsoring authority, such as corporate, program management, or the customer.

Question 5

What information does the project mandate contain?

Answer 5

It provides the project’s terms of reference and identifies at least the potential executive of the project board.

Question 6

What is the purpose of the project brief in PRINCE2?

Answer 6

To provide the project board with sufficient information to decide whether to initiate the project.

Question 7

How does the effort required in Project Initiation vary in PRINCE2?

Answer 7

It varies significantly from project to project; in program projects, much of the work is reduced as the program provides the project brief and appoints project board members.

Question 8

What activity is crucial during Project Initiation?

Answer 8

Regular and frequent interaction between the project manager, project board members, and other stakeholders to clearly define requirements.

Question 9

How is the outline business case developed during the Project Initiation process?

Answer 9

It is elaborated and refined in parallel with the project brief and then extended into the PID during the Project Initiation process.

Question 10

What is the first step in the PRINCE2 project initiation process?

Answer 10

Appointment of the executive and project manager, which is crucial for project decision-making and day-to-day management.

Question 11

What is the role of the executive in a PRINCE2 project?

Answer 11

They represent the business interests and ensure that the project is justified and aligned with the business needs.

Question 12

What is the role of the project manager in PRINCE2?

Answer 12

To manage the project day-to-day on behalf of the executive and ensure that the project progresses according to the plan.

Question 13

Who appoints the executive and project manager in PRINCE2?

Answer 13

The sponsoring organization, such as corporate, program management, or the customer, appoints the executive, while the executive appoints the project manager.

Question 13

What is the Daily Log in PRINCE2?

Answer 13

It is a repository for project information that has not yet been captured elsewhere, used to record daily notes and decisions.

Question 14

Why is it important to capture lessons from previous projects in PRINCE2?

Answer 14

Lessons learned from previous projects can influence the design of the management team, the preliminary business case, the project brief, and the phase plan for initiation.

Question 15

What is the first step in capturing lessons learned?

Answer 15

Create a lessons log to document experiences and insights gathered from similar previous projects.

Question 16

Who creates the lessons log and who reviews it?

Answer 16

The lessons log is created by the project manager and reviewed by the executive.

Question 17

How are lessons learned collected from previous projects?

Answer 17

Review related lessons from similar projects, including the results of project audits and reviews, and consult individuals with relevant experience.

Question 18

How can lessons be effectively captured during project initiation?

Answer 18

Organize a workshop with stakeholders and those who have worked on similar projects to share and document lessons learned.

Question 19

What should be done when transitioning from an overview to a detailed view in the PRINCE2 process?

Answer 19

Repeat the lessons collection activity to include any relevant external lessons that may have emerged.

Question 20

Why is the project management team structure important in PRINCE2?

Answer 20

It ensures that the right people are in the right roles with the authority, responsibility, and knowledge needed to make timely decisions, representing the interests of all involved parties.

Question 21

What steps are involved in creating role descriptions within the project management team?

Answer 21

Prepare the team structure, create role descriptions for members of the project board and for project assurance, team manager, and project support positions.

Question 22

What is the process for selecting project management team members in PRINCE2?

Answer 22

The process includes estimating the time and effort required for each role, identifying suitable candidates, confirming their availability and understanding of the roles, and finally, officially assigning them to the identified roles.

Question 23

What aspect of role descriptions should be confirmed before appointing the project management team?

Answer 23

Reporting and communication lines should be confirmed within the role descriptions to ensure effective project management.

Question 24

What should be done if risks are identified during the design and appointment of the project management team?

Answer 24

Add any identified risks to the daily log for continuous monitoring and management.

Question 25

Why is it important to prepare an outline business case in the “Project Initiation” process?

Answer 25

It provides an agreed-upon foundation for a more detailed business case and helps maintain the focus on why the project is necessary, as well as what and how it will be delivered.

Question 26

What are the executive’s responsibilities in preparing the outline business case?

Answer 26

The executive, in consultation with the senior user, senior supplier, and project manager, drafts the outline business case based on the project mandate, considering the objectives, contribution to business objectives, and funding methods.

Question 27

What is the role of the project manager in creating the Project Product Description?

Answer 27

The project manager consults with the executive, senior user, and senior supplier to define what the project will deliver and creates the project product description, capturing quality expectations and acceptance criteria.

Question 28

How are risks managed in the outline business case?

Answer 28

Risks are captured in the daily log, and key risks that affect project feasibility are summarized in the outline business case.

Question 29

What happens after the outline business case is written?

Answer 29

If necessary, the outline business case is submitted for approval to the corporate, program management, or the client.

Question 30

Why is it crucial to define the project approach in PRINCE2?

Answer 30

It establishes how the project work will be carried out, influencing choices such as internal or external development, the use of commercial products or customized solutions, and the adoption of agile methods.

Question 31

What is the role of the project brief in the “Starting Up a Project” phase?

Answer 31

The project brief establishes a clear and shared starting point for the project, describing its purpose, objectives, and the anticipated approach.

Question 32

How are potential project delivery solutions evaluated?

Answer 32

By analyzing lessons from the past, considering corporate strategies and industry regulations, and assessing the suitability of various delivery options.

Question 33

Why is an agreed project brief crucial in PRINCE2?

Answer 33

It provides a common and well-defined basis of the project’s initiation, ensuring that all stakeholders have a shared understanding and allowing for the addition of further details and precision in the Project Initiation Document (PID) later on.

Question 34

Who is responsible for defining the project approach in PRINCE2?

Answer 34

The project manager is responsible for defining the project approach, while the executive and senior supplier provide critical review, with the executive having the role of approval (A) for the chosen direction.

Question 35

What role does the project manager play in the process of assembling the project brief?

Answer 35

The project manager assembles the project brief, ensuring it accurately reflects the project’s objectives and scope, with input and review from the executive and senior supplier.

Question 36

Who drafts the role descriptions for additional team members?

Answer 36

The project manager prepares the role descriptions for additional team members, ensuring that all responsibilities are clear and well-defined.

Question 37

What is the purpose of planning the initiation phase in a PRINCE2 project?

Answer 37

Ensure that the initiation phase is well-structured and not haphazard, establish appropriate management controls, and align the planning with any broader program plans.

Question 38

How are management controls decided during the initiation phase?

Answer 38

Based on the project approach, review lessons learned related to project controls, and define reporting and control agreements for the initiation phase.

Question 39

Who is responsible for creating the phase plan for the initiation phase?

Answer 39

The project manager creates the phase plan for the initiation phase, taking into account time and cost constraints and utilizing PRINCE2 planning principles and techniques.

Question 40

What is the final step in planning the initiation phase of a PRINCE2 project?

Answer 40

Requesting authorization to initiate the project, confirming that all preliminary stages have been completed, and the project is ready to proceed.

Question 41

Why is tailoring important in the “Starting Up a Project” process?

Answer 41

Tailoring ensures that activities adapt to the project context while maintaining the integrity of the interface with the “Directing a Project” process and adhering to the PRINCE2 principle of learning from experience.

Question 42

How can the lessons log be tailored in the project initiation process?

Answer 42

Capturing lessons learned should follow the PRINCE2 principle, but the formality of recording can vary depending on project needs.

Question 43

What elements make up the project brief in PRINCE2, and how can its structure vary?

Answer 43

The project brief includes the outline business case and the project product description. It can be a standalone document or reference corporate documents, programs, or client reports like feasibility studies. Its complexity can range from a simple statement to a more detailed description.

Question 44

How is the management team structure handled in the project brief during project initiation?

Answer 44

The management team structure may only be partially complete at this stage and should adhere to organizational constraints. Options and solutions may still be undefined, and the project approach should outline how these will be determined.

Question 45

How are role descriptions presented in the project brief?

Answer 45

Role descriptions can vary from summaries of existing formal documentation to customized descriptions tailored to the project’s needs.

Question 46

What is the scope of content in the outline business case within the project brief?

Answer 46

The outline business case can range from a simple statement of the project’s necessity to a more complex and detailed analysis and description.

Question 47

What does the project product description include when solution products have not yet been identified?

Answer 47

The project product description can include statements about desired outcomes related to solving business problems, outlining objectives without yet detailing solution products.

Question 48

What are the guidelines for tailoring the phase plan for the initiation phase?

Answer 48

The phase plan can include different components and formats tailored to the project’s complexity and may be fully or partially contained within planning tools.

Question 49

What happens if a project manager has not been appointed at the beginning of the project initiation process?

Answer 49

If the project manager has not been appointed, the required management products can be created by the executive or someone delegated by them. It is crucial to maintain a single point of responsibility for each role.

Question 50

How do you manage the initiation of a simple project in PRINCE2?

Answer 50

For simple projects with acceptable risks, the process can be less formal. However, the executive and project manager should not skip it entirely. The project brief may be an expansion of the mandate, with details about the business issue, roles, and a plan for the initial phase.

Question 51

What are the considerations for initiating projects with an agile approach?

Answer 51

It is crucial to assess the suitability of an agile approach, examining pros and cons, such as team co-location. It is important to consider the impact of frequent releases on aspects like quality management and product delivery method.

Question 52

How do you manage the initiation of a project from a supplier’s perspective?

Answer 52

From a supplier’s perspective, the process begins pre-contract, in response to a customer’s request for information or proposal. It is an important phase for establishing the project’s foundations.

Question 53

How do you initiate a project within a program?

Answer 53

Within a program, the initiation process can be primarily managed by the program manager. This includes appointing executives and project managers, preparing the project brief, and assembling an initial project management team.