PRINCE 2 Project Management Methodology

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Slide 1

Welcome to i.on my Conference 1

Slide 2

PRINCE2 Project Management Methodology Presented by Debra Seymour 2

Slide 3

Introduction The objective of this presentation is to highlight the importance of a structured approach towards Project management via the PRINCE2 methodology. The audience will gain an appreciation of the key features of PRINCE2 for project success 3

Slide 4

History of PRINCE2 PRINCE2 is based on a method developed in UK in 1975 for IT Projects. It was adopted by the UK Government for all IT projects in 1979. It became PRINCE2 for IT projects in 1989 In 1996 there was a major re-write which focused on all projects, not just IT. Since then it continues to be revised and improved. It was recently mapped against the PMBOK (Project Management Book of Knowledge). It is now used widely in most sectors across at least 57 countries. 4

Slide 5

What is PRINCE2? PRINCE2 is a project management method. Its acronym stands for “Projects In Controlled Environments” The methodology is applicable to any type of project and situation (not just I.T) It is easily tailored and is scalable and repeatable It is now globally recognized and widely used It is the preferred method adopted by a number of Australian Governments 5

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PRINCE2 Defined The definition of a PRINCE2 Project is: “A management environment that is created for the purposes of delivering one or more business products according to a specific business case”. 6

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PRINCE2 Structure A PRINCE2 Project is divided into stages. Each stage is sequential with no overlap and each stage ends with a “Stage Boundary” Project Board meetings are planned for each stage boundary to review and approve the next stage Activities and resources are planned each stage at a time Refer Gantt Chart (next slide) to view this structure Products also play a key role in PRINCE2 as can be seen in the Gantt Chart

Slide 8

Example PRINCE2 Structure Initiation Stage1 Stage2 Stage3 Stage Plan Months 0 1 2 3 4 5 6 7 8 PID Product 1 Product 2 Product 3 Product 4 Activities Project Initiation Document Stage Boundary Stage Boundary Stage Boundary

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Example PRINCE2 Structure Initiation Stage1 Stage2 Stage3 Stage Plan Months 0 1 2 3 4 5 6 7 8 PID Product 1 Product 2 Product 3 Product 4 Activities Project Initiation Document Stage Boundary Stage Boundary Stage Boundary

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Processes, Components & Techniques Quality Review Technique Change Control Technique Product Based Planning Technique processes components techniques

Slide 11

Definitions 8 processes describe what happens in a project and at what time from Start-Up to Closure. 8 components guide the project when applying the processes. They describe the way things should be done and managed (for example configuration, risk management, planning etc) 3 techniques are specific tools to assist in applying the methodology. In some respects they are optional if the organization already has techniques for these purposes (e.g. an organizational Quality System). processes components techniques

Slide 12

PRINCE2 Processes The eight PRINCE2 processes are: 1. Starting up a project 2. Initiating a project 3. Planning 4. Directing a project 5. Managing stage boundaries 6. Controlling a Stage 7. Managing Product delivery 8. Closing a Project processes

Slide 13

Starting Up a Project Objectives: To justify the project & seek approval from the Project Board for the next stage of Initiating A Project There are 6 sub-processes in Starting Up A Project: Appointing a Project Board Executive & Project Manager Designing a PM Team Appointing a PM Team Preparing a Project Brief Defining Project Approach Planning an Initiation Stage While this is a critical stage, it should take no longer than a day or two and the Project Brief should only be a few pages long. processes

Slide 14

Initiating A Project Objectives: This is where appropriate scaling of the documentation is addressed to suit the size of the project. The key focus of this process is on effective planning (see separate process on Planning) There are 6 sub-processes in Initiating a Project Stage: Planning Quality Planning a Project Refining the Business Case and Risks Setting up project controls Setting up project files Assembling a Project Initiation Document (PID) processes

Slide 15

Directing a Project This process describes the role of the Project Board (PB) throughout the project. There are 5 sub-processes in Directing a Project: Authorising Project Initiation Authorising a Project Authorising a Stage or Exception Plan Giving Ad Hoc Direction Confirming Project Closure The Project Board is involved extensively at the Initiation Stage. processes

Slide 16

Controlling a Stage This is where the Project Manager spends most of their time. There are 9 sub-processes to Controlling a Stage: 1. Authorising a Work Package 2. Assessing Progress 3. Capturing Project Issues 4. Examining Project Issues 5. Reviewing Stage Status 6. Reporting highlights 7. Taking corrective action 8. Escalating Project Issues 9. Receiving Completed Work Package The methodology explains in detail how each sub-process is best managed. processes

Slide 17

Managing Stage Boundaries Objectives: This process assures the Project Board that all products in the current stage have been completed, brings all of the projects documents up to date and obtains authorization for the start of the next stage Every stage in a PRINCE2 project culminates in a Project Board meeting. The Project Manager therefore must prepare prior to this meeting. This process is that preparation There are 6 sub-processes to Managing Stage Boundaries: Planning a Stage Updating a Project Plan Updating a Project Business Case Updating the Risk Log Reporting Stage End processes

Slide 18

Managing Product Delivery Objectives: This process defines the roles of the teams contributing to a project and the work packages that they will deliver. PRINCE2 does not detail the specialist work that is conducted in Executing a Work Package as this is unique to the product and project. There are 3 sub-processes to Managing Product Delivery: Accepting a Work Package (from the Project Manager) Executing a Work Package Delivering a Work Package (to the Project Manager) processes

Slide 19

Closing a Project Objectives: This process checks that everything has been completed, identifies follow on actions and final presentation to the Project Board. One follow on action might be to conduct a post project review to assess achievement of the benefits defined in the Business case. There are 3 sub-processes to Closing a Project : Decommissioning a Project Identifying Follow on actions Evaluating a Project processes

Slide 20

Planning Objectives: PRINCE2 “planning” is also a PRINCE2 Component and a PRINCE2 Technique. Planning is a critical focus of the PRINCE2 methodology. A unique aspect of the PRINCE2 planning approach is that it leads by “products” (see Product-Based Planning technique and Gantt Chart previous slide). The “process” of Planning is used by several other processes where plans are required to be developed. The methodology includes templates to be used for all plans and logs. It contains 7 sub processes: Designing a Plan Defining & Analysing Products Identifying Activities & Dependencies Estimating Scheduling Analysing Risks Completing a Plan processes

Slide 21

PRINCE2 Components Business Case – justifies project start up, drives the Project and benefit focused, is owned by the Project Board and is reviewed regularly Organisation – appoints specific roles in a temporary project organization. The methodology details job descriptions for each role 3. Plans - PRINCE2 methodology includes templates for all PRINCE2 plans. It includes templates for Project Plan, Stage Plans, Team Plans and Exception Plans as well as the logs and other useful tools. Controls - PRINE2 adopts the “Plan – Monitor – Control” loop. There are control responsibilities for the Project Board and the Project Manager components

Slide 22

PRINCE2 Components 6. Quality (both a component and a technique) – Refines the customers quality expectations and quality standards, establishes quality tolerances and quality responsibilities and defines quality control and audit processes. It creates the Configuration management Plan and defines the Change Management Procedures. Configuration Management (CM)This is Asset Management of a projects products. Its purpose is to identify, track and protect products. CM is an integral part of many PRINCE2 processes components

Slide 23

PRINCE2 Components 7. Management of risk – The PRINCE2 Methodology details Risk Analysis, Risk Management and Risk Logs. It supports the Risk Profile Grid of Probability and Impact (Low/Medium/High) 8. Change Control (a component and technique) - Changes in specification or scope can ruin a project unless they are controlled. Requests for Changes are logged as Issues and reviewed and approved in a controlled environment components

Slide 24

PRINCE2 Techniques The 3 PRINCE2 Techniques are available to Project Managers should the organisation not already have established techniques that address the following: 1. Product based Planning Technique 2. Change Control Technique 3. Quality Review Technique PRINCE2 does not intend to re-invent the wheel where organizations have pre-existing corporate processes. These techniques are therefore optional techniques

Slide 25

Product Based Planning Technique The complete solution or end product is broken up into Specialist Products and Management Products. The “Product Breakdown Structure” diagram is a key component of PRINCE2 product design, followed by the “Product Flow Diagram” Each product in a PRINCE2 project has a corresponding “Product Description” template which is extremely useful in quality, configuration management and change control. techniques

Slide 26

Change Control Technique This presents an approach to the control of changes to specialist products (the products being produced by the project) For each proposed change, PRINCE 2 uses the an evaluation of whether the advantages and savings justify the change in terms of risk, costs and time It is to be used if no equivalent already exists in the organisation techniques

Slide 27

Quality Control Technique As a technique PRINCE2 defines quality control as “…providing early identification of defects in products and opportunities for product improvement”. The Technique also describes roles and responsibilities of Quality personnel in a PRINCE2 project and it defines the requirements for Quality Preparation, the Quality Review Meeting and Follow up techniques

Slide 28

Concluding Comments This completes the technical side of the PRINCE2 structure, content and theory The following slides place some context around its scope, benefits and success in the real world…

Slide 29

Scope of PRINCE2 Prince2 covers project management and management of project resources. It is not intended to cover: Specialist or technical techniques People management techniques Generic Planning tools (E.g. MS Project Gantt Charting) Corporate Quality Management Systems Accounting and budget Control techniques Earned Value Analysis Management Contracting and Purchasing While the methodology does not cover some facets that support project management, it does encourage the use of these tools if and where available.

Slide 30

Benefits… Benefits for the Organisation: PRINCE2 offers a standard method that can be customized. This saves time and cost by not re-inventing the wheel It is teachable, repeatable, scalable and flexible. It is tried and tested and certified with the AIPM (Australian Institute Project management). A powerful concept within PRINCE2 is the product-based approach. A clear focus on the end product and delivery of intermediate products provides clarity that is not always present when products are planned using a work-based approach.

Slide 31

Benefits Benefits for Project Managers: Projects are divided into manageable stages with a controlled start, middle and end; PRINCE2 enables accurate planning, terms of reference and a defined structure for delegation, authority and communication. It ensures resource commitment from management as part of any approval to proceed (i.e. at Stage Boundaries). Provides regular but brief management reports. The approval process in PRINCE2 is systematic at the end of each stage which creates clarity and minimizes unnecessary meetings.

Slide 32

Benefits Benefits for Projects: It defines roles and responsibilities It reduced meetings and bureaucracy The separation of management activities from technical activities creates clarity It creates a better appreciation of project risks by all concerned It provides methods for managing change to reduce risk Creates appropriate levels of planning

Slide 33

Why have a Project Management Method? Many projects fail and the key reasons are usually due to… Inadequate attention to the validity of the initial business case (i.e. Why was the project needed in the first place?) Insufficient planning and scope creep Lack of attention to quality Poor communication with interested parties Confusion about roles and responsibilities Inaccurate estimation of time and cost Without a project management method, there are likely to be many different ideas about the way the project should be organized and when it should be completed. Confusion will surround the project.

Slide 34

Why PRINCE2? Forecasts suggest that at least 50% of the worlds business is now project based (PRINCE2 Quick Reference Guide V2.0 Rational Management 2008) PRINCE2 is not an academic approach, it is a practical method ready to be applied today to projects to address common project issues PRINCE2 is a successful methodology, evolved from organisational studies of many projects that were successful It has been tried and tested in business across many industries. It is now mapped to the PMBOK and is here to stay in the business world internationally.

Slide 35

Thank you for your time.

Slide 1

Welcome to i.on my Conference

Slide 2

PRINCE2 Project Management Methodology Presented by Debra Seymour

Slide 3

Introduction The objective of this presentation is to highlight the importance of a structured approach towards Project management via the PRINCE2 methodology. The audience will gain an appreciation of the key features of PRINCE2 for project success

Slide 4

History of PRINCE2 PRINCE2 is based on a method developed in UK in 1975 for IT Projects. It was adopted by the UK Government for all IT projects in 1979. It became PRINCE2 for IT projects in 1989 In 1996 there was a major re-write which focused on all projects, not just IT. Since then it continues to be revised and improved. It was recently mapped against the PMBOK (Project Management Book of Knowledge). It is now used widely in most sectors across at least 57 countries.

Slide 5

What is PRINCE2? PRINCE2 is a project management method. Its acronym stands for “Projects In Controlled Environments” The methodology is applicable to any type of project and situation (not just I.T) It is easily tailored and is scalable and repeatable It is now globally recognized and widely used It is the preferred method adopted by a number of Australian Governments

Slide 6

PRINCE2 Defined The definition of a PRINCE2 Project is: “A management environment that is created for the purposes of delivering one or more business products according to a specific business case”.

Slide 7

PRINCE2 Structure A PRINCE2 Project is divided into stages. Each stage is sequential with no overlap and each stage ends with a “Stage Boundary” Project Board meetings are planned for each stage boundary to review and approve the next stage Activities and resources are planned each stage at a time Refer Gantt Chart (next slide) to view this structure Products also play a key role in PRINCE2 as can be seen in the Gantt Chart

Slide 8

Example PRINCE2 Structure Initiation Stage1 Stage2 Stage3 Stage Plan Months 0 1 2 3 4 5 6 7 8 PID Product 1 Product 2 Product 3 Product 4 Activities Project Initiation Document Stage Boundary Stage Boundary Stage Boundary

Slide 9

Methodology Content The PRINCE2 method is made up of 19 elements: 8 Processes 8 Components and 3 Techniques Note – One of the key benefits of PRINCE 2 is its scalability and flexibility, so while all 19 elements should be considered to maintain credibility of the method, some elements can be condensed to suit the size of the project.

Slide 10

Processes, Components & Techniques Quality Review Technique Change Control Technique Product Based Planning Technique processes components techniques

Slide 11

Definitions 8 processes describe what happens in a project and at what time from Start-Up to Closure. 8 components guide the project when applying the processes. They describe the way things should be done and managed (for example configuration, risk management, planning etc) 3 techniques are specific tools to assist in applying the methodology. In some respects they are optional if the organization already has techniques for these purposes (e.g. an organizational Quality System). processes components techniques

Slide 12

PRINCE2 Processes The eight PRINCE2 processes are: 1. Starting up a project 2. Initiating a project 3. Planning 4. Directing a project 5. Managing stage boundaries 6. Controlling a Stage 7. Managing Product delivery 8. Closing a Project processes

Slide 13

Starting Up a Project Objectives: To justify the project & seek approval from the Project Board for the next stage of Initiating A Project There are 6 sub-processes in Starting Up A Project: Appointing a Project Board Executive & Project Manager Designing a PM Team Appointing a PM Team Preparing a Project Brief Defining Project Approach Planning an Initiation Stage While this is a critical stage, it should take no longer than a day or two and the Project Brief should only be a few pages long. processes

Slide 14

Initiating A Project Objectives: This is where appropriate scaling of the documentation is addressed to suit the size of the project. The key focus of this process is on effective planning (see separate process on Planning) There are 6 sub-processes in Initiating a Project Stage: Planning Quality Planning a Project Refining the Business Case and Risks Setting up project controls Setting up project files Assembling a Project Initiation Document (PID) processes

Slide 15

Directing a Project This process describes the role of the Project Board (PB) throughout the project. There are 5 sub-processes in Directing a Project: Authorising Project Initiation Authorising a Project Authorising a Stage or Exception Plan Giving Ad Hoc Direction Confirming Project Closure The Project Board is involved extensively at the Initiation Stage. processes

Slide 16

Controlling a Stage This is where the Project Manager spends most of their time. There are 9 sub-processes to Controlling a Stage: 1. Authorising a Work Package 2. Assessing Progress 3. Capturing Project Issues 4. Examining Project Issues 5. Reviewing Stage Status 6. Reporting highlights 7. Taking corrective action 8. Escalating Project Issues 9. Receiving Completed Work Package The methodology explains in detail how each sub-process is best managed. processes

Slide 17

Managing Stage Boundaries Objectives: This process assures the Project Board that all products in the current stage have been completed, brings all of the projects documents up to date and obtains authorization for the start of the next stage Every stage in a PRINCE2 project culminates in a Project Board meeting. The Project Manager therefore must prepare prior to this meeting. This process is that preparation There are 6 sub-processes to Managing Stage Boundaries: Planning a Stage Updating a Project Plan Updating a Project Business Case Updating the Risk Log Reporting Stage End processes

Slide 18

Managing Product Delivery Objectives: This process defines the roles of the teams contributing to a project and the work packages that they will deliver. PRINCE2 does not detail the specialist work that is conducted in Executing a Work Package as this is unique to the product and project. There are 3 sub-processes to Managing Product Delivery: Accepting a Work Package (from the Project Manager) Executing a Work Package Delivering a Work Package (to the Project Manager) processes

Slide 19

Closing a Project Objectives: This process checks that everything has been completed, identifies follow on actions and final presentation to the Project Board. One follow on action might be to conduct a post project review to assess achievement of the benefits defined in the Business case. There are 3 sub-processes to Closing a Project : Decommissioning a Project Identifying Follow on actions Evaluating a Project processes

Slide 20

Planning Objectives: PRINCE2 “planning” is also a PRINCE2 Component and a PRINCE2 Technique. Planning is a critical focus of the PRINCE2 methodology. A unique aspect of the PRINCE2 planning approach is that it leads by “products” (see Product-Based Planning technique and Gantt Chart previous slide). The “process” of Planning is used by several other processes where plans are required to be developed. The methodology includes templates to be used for all plans and logs. It contains 7 sub processes: Designing a Plan Defining & Analysing Products Identifying Activities & Dependencies Estimating Scheduling Analysing Risks Completing a Plan processes

Slide 21

PRINCE2 Components Business Case – justifies project start up, drives the Project and benefit focused, is owned by the Project Board and is reviewed regularly Organisation – appoints specific roles in a temporary project organization. The methodology details job descriptions for each role 3. Plans - PRINCE2 methodology includes templates for all PRINCE2 plans. It includes templates for Project Plan, Stage Plans, Team Plans and Exception Plans as well as the logs and other useful tools. Controls - PRINE2 adopts the “Plan – Monitor – Control” loop. There are control responsibilities for the Project Board and the Project Manager components

Slide 22

PRINCE2 Components 6. Quality (both a component and a technique) – Refines the customers quality expectations and quality standards, establishes quality tolerances and quality responsibilities and defines quality control and audit processes. It creates the Configuration management Plan and defines the Change Management Procedures. Configuration Management (CM)This is Asset Management of a projects products. Its purpose is to identify, track and protect products. CM is an integral part of many PRINCE2 processes components

Slide 23

PRINCE2 Components 7. Management of risk – The PRINCE2 Methodology details Risk Analysis, Risk Management and Risk Logs. It supports the Risk Profile Grid of Probability and Impact (Low/Medium/High) 8. Change Control (a component and technique) - Changes in specification or scope can ruin a project unless they are controlled. Requests for Changes are logged as Issues and reviewed and approved in a controlled environment components

Slide 24

PRINCE2 Techniques The 3 PRINCE2 Techniques are available to Project Managers should the organisation not already have established techniques that address the following: 1. Product based Planning Technique 2. Change Control Technique 3. Quality Review Technique PRINCE2 does not intend to re-invent the wheel where organizations have pre-existing corporate processes. These techniques are therefore optional techniques

Slide 25

Product Based Planning Technique The complete solution or end product is broken up into Specialist Products and Management Products. The “Product Breakdown Structure” diagram is a key component of PRINCE2 product design, followed by the “Product Flow Diagram” Each product in a PRINCE2 project has a corresponding “Product Description” template which is extremely useful in quality, configuration management and change control. techniques

Slide 26

Change Control Technique This presents an approach to the control of changes to specialist products (the products being produced by the project) For each proposed change, PRINCE 2 uses the an evaluation of whether the advantages and savings justify the change in terms of risk, costs and time It is to be used if no equivalent already exists in the organisation techniques

Slide 27

Quality Control Technique As a technique PRINCE2 defines quality control as “…providing early identification of defects in products and opportunities for product improvement”. The Technique also describes roles and responsibilities of Quality personnel in a PRINCE2 project and it defines the requirements for Quality Preparation, the Quality Review Meeting and Follow up techniques

Slide 28

Concluding Comments This completes the technical side of the PRINCE2 structure, content and theory The following slides place some context around its scope, benefits and success in the real world…

Slide 29

Scope of PRINCE2 Prince2 covers project management and management of project resources. It is not intended to cover: Specialist or technical techniques People management techniques Generic Planning tools (E.g. MS Project Gantt Charting) Corporate Quality Management Systems Accounting and budget Control techniques Earned Value Analysis Management Contracting and Purchasing While the methodology does not cover some facets that support project management, it does encourage the use of these tools if and where available.

Slide 30

Benefits… Benefits for the Organisation: PRINCE2 offers a standard method that can be customized. This saves time and cost by not re-inventing the wheel It is teachable, repeatable, scalable and flexible. It is tried and tested and certified with the AIPM (Australian Institute Project management). A powerful concept within PRINCE2 is the product-based approach. A clear focus on the end product and delivery of intermediate products provides clarity that is not always present when products are planned using a work-based approach.

Slide 31

Benefits Benefits for Project Managers: Projects are divided into manageable stages with a controlled start, middle and end; PRINCE2 enables accurate planning, terms of reference and a defined structure for delegation, authority and communication. It ensures resource commitment from management as part of any approval to proceed (i.e. at Stage Boundaries). Provides regular but brief management reports. The approval process in PRINCE2 is systematic at the end of each stage which creates clarity and minimizes unnecessary meetings.

Slide 32

Benefits Benefits for Projects: It defines roles and responsibilities It reduced meetings and bureaucracy The separation of management activities from technical activities creates clarity It creates a better appreciation of project risks by all concerned It provides methods for managing change to reduce risk Creates appropriate levels of planning

Slide 33

Why have a Project Management Method? Many projects fail and the key reasons are usually due to… Inadequate attention to the validity of the initial business case (i.e. Why was the project needed in the first place?) Insufficient planning and scope creep Lack of attention to quality Poor communication with interested parties Confusion about roles and responsibilities Inaccurate estimation of time and cost Without a project management method, there are likely to be many different ideas about the way the project should be organized and when it should be completed. Confusion will surround the project.

Slide 34

Why PRINCE2? Forecasts suggest that at least 50% of the worlds business is now project based (PRINCE2 Quick Reference Guide V2.0 Rational Management 2008) PRINCE2 is not an academic approach, it is a practical method ready to be applied today to projects to address common project issues PRINCE2 is a successful methodology, evolved from organisational studies of many projects that were successful It has been tried and tested in business across many industries. It is now mapped to the PMBOK and is here to stay in the business world internationally.

Slide 35

Thank you for your time.

Summary: Introduction The objective of this presentation is to highlight the importance of a structured approach towards Project management via the PRINCE2 methodology. The audience will gain an appreciation of the key features of PRINCE2 for project success

Tags: prince 2 project management

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