02/02/2020 Process Slides 1 Directing a Project Mandate REQUEST AN EXCEPTION PLAN Ad Ad Ad Ad hoc hoc hoc hoc Controlling Contr Controlling Controlling Managing a Stage Boundary Managing a Stage Boundary Managing a Stage Boundary Managing a Stage Boundary a Stage a Sta a Stage a Stage Initiating a Project Benefit Reviews (post-project) Starting Up a Project Closing a Project MPD MPD MPD MPD PID Project Pre- Exception Plan Stage 4 Initiation Stage Stage 2 Stage 3 for Stage 3 (Final Stage) 2 1
02/02/2020 Chapter 14: Starting up a project 14.4 Activities (Page 168) • Appoint an Executive and Project Manager • Capture Previous Lessons • Design and Appoint a Project Management Team Structure • Prepare Outline Business Case • Select the Project Approach and Assemble the Project Brief • Plan the Initiation Stage 3 Starting Up a Project Project Mandate Process Appoint Executive and Project Manager Role Executive Description Role Project Manager Description DAILY LOG 4 2
02/02/2020 Capture Previous Lessons LESSONS LOG 5 Prepare Outline Business Case Executive WHY Reasons Business Option (If know more, add it) Project Manager Executive CQEs (Vague, aspirational statements) Senior Acceptance Criteria - User(s) WHAT measurable Project Product Description 6 3
02/02/2020 Select the Project Approach (AKA Delivery Approach) HOW Project Manager Senior Supplier(s) AND Assemble the Project Brief Project Brief 7 Project Brief (Appendix A - Page 317 and 318) • Project Definition (from the Mandate): Background, objectives, outcomes, scope, constraints, tolerances, users, interfaces – as known to-date. • Outline Business Case : Reason and Business Option • Project Product Description : CQEs and Acceptance Criteria (Briefly discussed) • Project Approach : AKA Delivery Approach • Project Management Team Structure • Role Descriptions • References 8 4
02/02/2020 Plan the Initiation Stage Plan Time, Money, Resources Initiation Stage Plan 9 Authorise initiation Initiating Project Starting Up a Ma Mandate Authorise a Project Initiation Project a Bo Pre-Project Initiation Stage 10 5
02/02/2020 Starting Up a Project Process Project Mandate Design and Appoint Project Management Team Structure Appoint Executive and Project Manager WHO Role Executive Description Role Descriptions Role Project Manager Description Prepare Outline Business Case WHY Executive DAILY LOG Reasons Business Option (If know more, add it) Project Manager Executive CQEs Senior User(s) Acceptance Criteria Capture Previous Lessons WHAT Project Product Description Select the Project Approach Plan the Initiation Stage Plan HOW Project Manager Senior Supplier(s) Time, LESSONS LOG Money, AND Assemble the Project Brief Resources Project Brief Initiation Stage Plan 11 Chapter 15: Directing a project 15.4 Activities (page 181) • Authorise initiation • Authorise a project • Authorise a next stage or exception plan • Give ad hoc advice • Authorise project closure 12 6
02/02/2020 Authorise initiation Initiating Project Starting Up a Ma Mandate Authorise a Project Initiation Project Bo Pre-Project Initiation Stage 13 Authorise a project Authorise Initiating a a project Project PID Initiation Stage 14 7
02/02/2020 At the end of Initiation Stage, two decisions need to be made: Authorise a project and Authorise next stage plan Controlling a Authorise Initiating a a project Stage Project Managing a Stage Boundary Authorise next stage or PID exception plan Initiation Stage Delivery Stage 15 Authorise a stage or exception plan AUTHORISE A STAGE PLAN Controlling a Controlling a Stage Authorise Stage a STAGE Managing a M plan Stage Boundary Delivery Stage Delivery Stage 16 8
02/02/2020 Authorise a stage or exception plan AUTHORISE AN EXCEPTION PLAN Controlling a Authorise Stage Managing a an Ad M EXCEPTION Stage plan hoc Boundary REQUEST AN Delivery Stage EXCEPTION PLAN using Exception Plan Delivery Stage 17 Give ad hoc direction Give ad hoc direction 18 9
02/02/2020 Authorise project closure Controlling a Authorise Closing project Stage closure a Project Closure Controlling a Notification Stage Final Stage 19 Chapter 16: Initiating a project 16.4 Activities (Page 197-198) • Agree tailoring requirements • Prepare risk management approach • Prepare change control approach • Prepare quality management approach • Prepare communication management approach • Create the project plan • Set up project controls • Prepare benefits management approach • Assemble the PID 20 10
02/02/2020 Agree tailoring requirements Agree Tailoring Requirements Ask Project Assurance for advice on how formally to informally Project the project should be managed Assurance and documented. Project Ask Team Managers for input, as Manager they will be doing the specialist Team work and will have even more Managers insights on how to tailor the project 21 Prepare risk management approach Risk Management Approach HOW WILL THIS PROJECT TEAM ON THIS PROJECT MANAGE RISKS? For example: • Risk Management procedure (PRINCE2 or something else?) • Frequency of Risk Management activities • Who is responsible for helping with Risk Risk Register Risk – Status – Probility/Impact – prox – response – Management activities (roles and owner/actionee responsibilities) 1xxx- open – high/low – this stage – avoid — Sarah/Bob • Risk Budget? 2xxx- open – med/med ---next stage – reduce- Raj/Bob • Consistent scales for Probability and 3xxx- open – high/med ---this stage – transfer – Bob/Sarah Impact 22 11
02/02/2020 Prepare change control approach Change Control Approach HOW WILL THIS PROJECT TEAM ON THIS Issue Register PROJECT CONTROL CHANGE AND ISSUES? Issue – Impact – Options – Decision – Status 1xxx- Medium – fix 50% – Change Auth YES – Closed For example: 2xxx- High – fix 75%---Proj Board YES – Open • Change Control procedure (PRINCE2 or 3xxx- Low – do nothing---Project Mgr YES – Closed something else?) • Frequency of Change Control activities • Who is responsible for helping with Change Control activities (roles and responsibilities) • WHO IS CHANGE AUTHORITY AND HOW IF USED: CIRs MUCH CHANGE BUDGET IS AVAILABLE Item – Version – Status – related items FOR THIS PROJECT? FOR MANAGEMENT PRODUCTS 23 Prepare quality management approach Quality Management Approach HOW WILL THIS PROJECT TEAM ON THIS PROJECT MANAGE QUALITY? For example: • STANDARDS Quality Register • Industry Standards Product – Test – Target Date – Actual Date – Result • Company Standards • Frequency of Quality Management BLANK FOR NOW activities • Who is responsible for helping with Quality Management activities (roles and responsibilities) 24 12
02/02/2020 Prepare Communication management approach Communication Management Approach HOW WILL THIS PROJECT TEAM ON THIS PROJECT MANAGE COMMUNICATIONS? For example: • STAKEHOLDER IDENTIFICATION • STAKEHOLDER ANALYSIS • Communication needs of each Stakeholder • Frequency of Communication Management activities • Who is responsible for helping with Communication Management activities (roles and responsibilities) 25 Create the project plan Project Product Description Project Plan Product Descriptions (Major products) IF USED: C.I.R.s (Specialist Products) 26 13
02/02/2020 Set up controls Stage Boundaries Tolerances Set up tools Update Project Management Team Structure and Role Descriptions Role Descriptions Document Tailoring requirements 27 Prepare Benefits Management Approach FULL BUSINESS CASE Benefits Management Approach Executive Summary B1 --- DATE(s) --- step by step instructions on Reasons Business Option how to manage and how to measure Benefits • B1 – measurable improvement resulting from an outcome B2 --- DATE(s) --- step by step instructions on • B2 – measurable improvement resulting from an outcome how to manage and how to measure • B3 – measurable improvement resulting from an outcome Dis-benefits B3--- DATE(s) --- step by step instructions on Timescales how to manage and how to measure Costs Investment Appraisal Major risks 28 14
02/02/2020 Assemble the PID Assemble the PID 29 PID (Appendix A – page 319 and 320) • Project Definition (from the Brief) • Project Approach (from the Brief) • Business Case (full) • Project Management Team Structure • Role descriptions • Quality Management Approach • Change Control Approach • Risk Management Approach • Communication Management Approach • Project Plan • Project Controls (includes frequency of Highlight Reports) • Tailoring 30 15
02/02/2020 Initiating a Project Agree Tailoring Requirements Risk Management Approach Change Control Approach Quality Management Approach IF USED: Risk Register Issue Register Quality Register C.I.R.s Communication Management Approach Stage Boundaries Project Product Description Project Plan Set up controls Tolerances Set up tools Product Descriptions Update Project Management Team Structure and Role Descriptions Role IF USED: CIRs Descriptions Document Tailoring requirements Full Business Case Benefits Management Approach Assemble the PID 31 Authorise a project Initiating a Authorise a project Project PID Initiation Stage 32 16
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