What Are The Prince2tm Processes And Why Do We Need Them?

By Author: Simon Buehring
Total Articles: 45
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A PRINCE2TM Process is basically a template for a recommended course of action. Project Management experts from over 150 European organisations have devised these eight processes over the twenty years that PRINCETM has been used and developed.

The eight PRINCE2TM Processes are intended to cover all bases of your project's life cycle, from the first moment of inspiration to the cutting of the ribbon at the end. If you follow the steps outlined in each of the PRINCETM Processes, then there should be no room for careless error or oversight in the planning and directing of your project.

Having said that, it is vital to remember that every project is different. The PRINCETM model should be tailored to fit each individual project scenario. Adapting the theory to fit the practice is part of what learning to be a successful PRINCE2TM Project Manager is all about.

The PRINCE2TM Processes:

Starting Up a Project

So you've had your moment of EUREKA. You know exactly the right way to handle the delicate problem that has appeared, or the difficult order that has arrived, or the problem that has been nagging ...
... at you for months.

All you need now is a team and some money and you're off, right?

Not quite. First you need to convince the Project Board to invest in your project. The PRINCE2TM method suggests various management products (documents that aid the management process), such as the Project Brief, as ways of communication and clarifying your ideas.

Initiating a Project

Once the Project Board has authorised the initiation of your project, you need to describe in greater detail:

What products the customer wants, and how you will meet their quality specification
Potential risks and how best to meet them
How you will control changes to the project

You also need to set up a Project filing system and write a Business Case, a Project Plan, a Project Initiation Document and a Stage Plan. Only when the Project Board has reviewed these and has authorised you to go ahead can you proceed to Direction a Project.

Directing a Project

This Process encompasses the entire project, and operates at the level of the Project Board.

What it basically means is that the Project Manager is in charge of the day-to-day running of the project, and submits regular reports to the Project Board, regarding progress, risks and changes to the project.

The Project Board review these reports and direct the Project Manager as they see fit. Directing a Project in a nutshell. Simple.

Controlling a Stage

While the Project Board are in charge of Directing the Project, it is the Project Manager who handles the daily excitement of Controlling a Stage.

Every PRINCE2TM project is made up of at least 2 stages: the initiation stage, and the stage after. Most projects will have more than 2 stages. This enables the Project Board to keep an eye on project progress, and to call a halt if they feel their investment is no longer worthwhile.

Controlling a Stage means ensuring that products are delivered on time and within budget, monitoring and dealing with project risks and assessing the Checkpoint Reports written by Team Managers.

At the end of each stage, the Project Manager must prepare a Highlight Report for review by the Project Board before they can authorise the next stage.

Managing Product Delivery

This is the job of the Team Managers. According to the conditions of the Work Package, each Team Manager must allocate work, build the required products and perform quality checks.

Once products are proved to be fit for purpose, they can be handed over to the user, customer or Configuration Librarian. The Team Manager then confirms to the Project Manager that product handover has taken place.

Managing Stage Boundaries

This PRINCE2TM Process is what the Project Manager has to do at the end of every stage. It is basically a mechanism for ensuring that you keep tabs on how actual Project progress is diverging from the original plan.

The PRINCE2TM method suggests 5 steps for easy Management of Stage Boundaries:
1) Measure Project progress according to the Project Plan, and modify your Project Plan as necessary
2) Modify your Business Case according to the changes to your Project Plan
3) Update your Risk Log
4) Write an End Stage Report
5) Write a next Stage Plan. Send both report and plan to the Project Board for review and authorisation.

Closing a Project

Only the Project Board can officially close the project down. Before this can happen, the Project Manager has to obtain formal acceptance of the products from the customers and users.

Any outstanding Project Issues and any useful Project lessons are documented for the benefit of future Project Managers.

The Project Manager writes a Post Project Review Plan, which explains who will review the project benefits in the future, and how they will do it.

Finally, the Project Plan must be updated and an End Project Report written, including a comparison between actual achievements and original goals.

Planning

While planning as an activity underpins every project, PRINCE2TM or not, the eight PRINCE2TM Process called Planning is normally only followed for producing the Project Plan, Stage Plans, Exception Plans and Team Plans.

PRINCE2TM provides specific guidelines for generating these plans, so that all variables and eventualities are taken into account.

Simon Buehring is a project manager, consultant and trainer. He works for KnowledgeTrain which offers PRINCE2 course in the UK and overseas. He can be contacted via the KnowledgeTrain prince2 exam website.