Chapter 15: Directing A Project Flashcards
What’s the purpose of the directing a project process
Enables the project board to be accountable for the projects success by making decisions and exercising overall controls while delegating day to day management of the project board to the project manager
When does the directing a project process start
The directing a project process starts on completion of the starting up a project process and is triggered by the request to initiate a project
Info regarding directing a project process
The directing a project process covers the activities of the project board and isn’t concerned with the day to day activities of the project manager. (The project board manages by exception)
The project manager will inform the project board of any exception situation. It’s also important that levels of authority and decision making processes are clearly identified
How should info between project board & corporate, programme management or the customer flow
There must be a two way flow of info between project board & corporate, programme management or the customer during the project.
At all times, the project board must ensure that the project remains aligned with the strategy of corporate, programme management or the customer
Info regarding project board communication
It’s a key role of the project board to act as a communication Channel
The requirement for the project board to act as a communication channel, and how it’s going to do it, should be documented in the communication management approach
Why should project board provide unified direction and guidance to the project manager
If the project board is unable to provide a single view, or if independent, possibly contradictory, advice is given and the risk of project failure significantly increases.
In such cases the project manager should refer to the executive
Which 5 activities are involved in the directing a project process
- authorise initiation
- authorise the project
- authorise a stage or exception plan
- give ad hoc (for this) direction
- authorise project closure
When request to initiate a project is received, the project board must decide whether to allow the prime time to proceed to initiation stage
What must be reviewed and verified in the authorise initiation stage?
Review and approve project brief
- confirm the project definition
- confirm the project approach
- formally confirm the appointments to the project management team, and confirm that all members have agreed their roles
Review and approve the project product description
- confirm the customers quality expectations
- confirm the acceptance criteria
Verify that outline business case demonstrates a viable project
Review and approve the stage plan for the initiation stage
- understand any risks to authorisation of initiation
- obtain or commit the resources needed by the stage plan
- ensure ghat adequate reporting and control mechanisms are in place for the initiation stage and set tolerances for it
What occurs in the authorising a project stage
Decision has to be made about whether to proceed with the rest if the project
The project board has to confirm that:
- an adequate and suitable business case exists and that it shows a viable project
- the project plan and the benefits management approach
- project plan approaches and controls support delivery of the project plan
- mechanisms for measuring and reviewing the projected benefits are established and planned
If project isn’t authorised by project board, it should be prematurely closed
What does prince2 recommend you do when project has been authorised
Review and approve the PID
Review and approve the benefits management approach. Confirm it addresses all the expected benefits and meets the needs of corporate, pm , c
Notify corporate, pm, c and other interested parties that the project is authorised
Authorise the project manager to deliver the project or instruct project manager to close the project prematurely if it has been decided to not proceed
Info regarding exception plans
If an exception plan has occurred during the management stage, project board may request that the project manager produces and exception plan for project board approval.
If approved, the exception plan will replace the plan that is in exception and will become the new baselines plan
What should occur in the authorise a stage or exception plan point
Review and approve end stage report:
- ascertain the performance of the project to date, asking the project manager to explain any deviations from the approved plans and to provide a forecast of project performance for reminder of project
- include lessons from lessons log
- check risk summary to ensure the exposure is still acceptable and that risk responses for both opportunities and threats are appropriate and planned
Review stage plan/ exception plan for which project manager is seeking approval:
- confirm validity and achievability of plan
- review and approve any new product descriptions
- confirm approaches and project controls in the PID are adequate for remainder of project
Make a decision
- approve the plan and authorise PM to proceed
Communicate the status of the project to corporate, programme management or the customer and keep other interested parties informed about project process
Which circumstances may prompt ad hoc direction
- responding to requests
- responding to reports
- responding to external influences
- project board members individual concerns
What are the two options for the project board if corporate, programme management or the customer decides to change the project mandate
Treat it as a request for change
Stop, and restart the project by triggering pre,suture closure - any result in additional costs compared with request for change option
What occurs in the give ad hoc direction stage in response to informal requests for advice and guidance
Project board members may offer informal guidance or respond to requests for advice at any time during a project
In response to informal requests for advice and guidance:
- seek advice from corporate, programme management or customer if necessary
- assist the PM as required
