Theme: organisation

Question 1

what is the purpose of the organisation theme

Answer 1

to define and establish roles and responsibilities of the project (accountability and responsibility)

Question 2

name the 3 types of interest in a project

Answer 2

• business interest
• user interest
• supplier interest

Note: the project board has members which represent all 3 of these interests

Question 3

Describe the 4 levels of management

Answer 3

1) Corporate or Programme management: responsible for commissioning the project.

2) Directing ( the Project Board). This is where the major decisions about the future of the project are made.

3) Project manager: Manages the day-to-day activities. Their main responsibility is to produce the right products at the right time, on budget and to the required standard.

4) Delivering level is where the work is undertaken to build or develop the products of the project.

Question 4

what interest is the Senior User responsible for

Answer 4

They represent the user interest

• They are responsible for :specifying the user needs and commitment of user resources and identifying the of benefits of the project

Note these are roles not job titles/individuals so the roles can be combined or shared to fit the project

Question 5

what interest is the Senior Supplier responsible for

Answer 5

The represent the supplier interest

• Their role is to to represent the interests of those designing, developing, facilitating, procuring and implementing the project’s products.

Note these are roles not job titles/individuals so the roles can be combined or shared to fit the project

Question 6

what is the Executive responsible for

Answer 6

They represent the business interest

• They own the business case and make sure the project is delivering value for the time and resources are being invested. The executive is ultimately responsible for the whole project

Note these are roles not job titles/individuals so the roles can be combined or shared to fit the project

Question 7

which roles in a project can be combined/shared in a project

Answer 7

The role of: senior user, senior supplier and executive can be combined/ shared between people

• This is because they are roles not job titles.

Question 8

what is the role of a team manager (if the project has one)

Answer 8

Team managers manage the creation and delivery of specialist work packages as defined by the project manager.

note: team manager roles are optional - not every project needs to have one

Question 9

how are highlight reports produced

Answer 9

Team manager provides any suggested changes to a product to the project manager as “issues” during checkpoint meetings. The project manager then shares this with the project board as highlight reports.

Question 10

what is the role of project support (also known as project administration)

Answer 10

Their main tasks are:

• setting up and maintaining project documentation
• updating plans and assessing changes
• maintaining project management standards
• taking minutes/reports at meetings
• configuration management and change control.

Question 11

what is the role of project assurance

Answer 11

their role is to assess all aspects of the project’s performance and product.

• Note: Project assurance is normally split into Business, User and Supplier Assurance*

Question 12

who can the Project Board delegate project assurance responsibilities to

Answer 12

The project board can delegate project assurance responsibilities anyone EXCEPT: Project Managers, Team Managers or Project Support

Note: by default the Project Board is responsible for project assurance responsibilities but they can delegate to other people

Question 13

what is the role of the change authority

Answer 13

This is the person or group of people responsible for agreeing to changes to the requirements or scope of the project

• This is the responsibility of the project board but if they wish to delegate it to someone else – it is the change authority

Question 14

Describe what PRINCE 2 requires, as a minimum, for applying the organization
theme

Answer 14

As a minimum, to follow PRINCE2 the project must:

• Define the organization structure and roles making sure each of the roles are represented, remembering that some roles can be shared.
• Document the rules for delegating the responsibilities of the Change Authority
• Define the approach for communicating and engaging with stakeholders

Question 15

what 2 management products need to be produced to support the organization theme

Answer 15

1) The project initiation document (PID): this sets out the team structure

2) Communications management approach: the purpose of this is to describe the means and frequency of communication to parties both internal and external to the project. It allows stakeholders to communicate through controlled and bi-directional flow of information (it tells us who we need to communicate with, when and what information is required)

Question 16

what is the purpose of the communication management approach

Answer 16

the purpose of this is to describe the means and frequency of communication to parties both internal and external to the project.

It allows stakeholders to communicate through controlled and bi-directional flow of information (it tells us who we need to communicate with, when and what information is required)