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Prince2 > Chapter 7: Organization > Flashcards

Chapter 7: Organization Flashcards

1
Q

What is the purpose of the Organization theme?

A

The purpose of the Organization theme is to define and establish the project’s structure of accountability and responsibilities (the who?).

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2
Q

Which PRINCE2 Principle is the Organization theme connected to?

A

The “Defined roles and responsibilities” Principle.

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3
Q

Define “Stakeholder”.

A

A Stakeholder is an individual, a group or organization that can affect, be affected, or perceive itself to be affected by an initiative (i.e., a programme, project, activity or risk).

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4
Q

TRUE or FALSE:
The Organization theme defines jobs to be allocated to people on a one-to-one basis. Meaning, one person will have one role.

A

FALSE

Roles can be shared or combined according to the project’s needs, but the responsibilities must always be allocated.

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5
Q

Which are the three principal categories of project stakeholders?

A

Business, user and Supplier.

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6
Q

The three principal categories of project stakeholders are business, user and supplier. What are the roles corresponding to each of these categories?

A

Business - EXECUTIVE
User - SENIOR USER
Supplier - SENIOR SUPPLIER

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7
Q

What is the reason PRINCE2 has project board and a project manager roles that are not intertwined?

A

PRINCE2 separates the direction and management of the project from the delivery of the project’s outputs (the day-to-day) by using the principle of manage by exception.

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8
Q

What are the four levels of management in the project management structure?

Which ones are part of the Project Management Team?

A

Corporate, programme management or the customer

Project Board (directing)

Project Manager (managing)

Team Manager (delivering)

Project Board, Project Manager and Team Manager are part of the Project Management Team

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9
Q

Which entity is accountable for the success of the project out of the four levels of management?

A

The project board.

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10
Q

Which entity is described by:
* Responsible for the direction and management of the project within the constraints set out by the higher entity
* Approves plans and resources
* Authorizes deviations that exceed or are forcasted to exceed stage tolerances
* Approves the completion of management stages and authorizes the start of the next management stage
* Communicates with other stakeholders

A

The Project Board

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11
Q

Which entity/ who is responsible to ensure that project’s products are in accordance with the time, cost, quality, scope, benefits and risk goals set out in the beginning of the project?

A

The Project Manager

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12
Q

Which entity is responsible to identify and appoint an Executive?

A

The Corporate, programme management or customer

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13
Q

Which entity/ who is responsible to deliver the project product and its components to an appropriate quality within a specified timescale and cost?

A

The team manager.

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14
Q

Are people who oppose a project considered stakeholders of a project?

A

Yes

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15
Q

What are the minimum requirements for the Organization Theme?

A

A project must:
* define its organization structure and roles; all responsibilities in PRINCE2’s role descriptions must be fulfilled
* document the rules for delegating change authority responsibilities, if required
* define its approach to communicating and engaging with stakeholders

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16
Q

What are the two products that are produced and maintained for the Organization Theme?
What do these provide?

A
  1. PID - in the context of the organization theme, the PID sets out the project management team structure and roles
  2. Communication management approach - describes the means and frequency of communication to internal and external stakeholders
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17
Q

TRUE or FALSE:
PRINCE2 projects must have a project board regardless of the size and complexity of the project.

A

TRUE

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18
Q

TRUE or FALSE:
PRINCE2 require that three people are on the project board.

A

FALSE
On smaller/simpler projects, the three project board roles can be combined.

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19
Q

Out of the members of the project board, who is ultimately accountable for the project’s success and is also the key decision maker?

A

The Executive

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20
Q

TRUE or FALSE:
The project board is a democratic structure. Each member votes for a decision and if the majority agrees, the decision passes.

A

FALSE

The key decision maker is the Executive.

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21
Q

Define the role of the Executive.

A

The executive’s role is to ensure that the project is focused on achieving its objectives and delivering a product that will achieve the forecasted benefits.

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22
Q

Should the Executive role be taken by one person, or can there be multiple taking this role?

A

One single person, so that there is a single point of accountability for the project.

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23
Q

Who is responsible for appointing the project management team?

A

Responsible is the Executive, but the project manager can take on this task, and the Executive should approve it.

24
Q

TRUE or FALSE:
If the project is part of a programme, then corporate, programme management or customer may appoint some or all of the project members.

A

TRUE.

25
Q

Define the role of the Senior User.

A

The Senior user specifies the needs of those who will use the product, and monitors that the product will meet those needs within the constraints of the business case in terms of quality, functionality and ease of use.

The Senior user specifies the benefits and is held accountable to demonstrate to corporate, programme management or the customer that the forecasted benefits are realized.

26
Q

TRUE or FALSE:
Senior user role can be split to multiple people.

A

TRUE.

However, for the sake of effectiveness, there should not be too many people involved.

27
Q

Define the role of Senior Supplier.

A

The Senior Supplier is accountable for the quality of the products delivered and is responsible for the technical integrity of the project.

In many cases, the Senior supplier also represents the interests of those who will provide maintenance for the specialist products.

28
Q

TRUE or FALSE:
The role of Senior User can be split to multiple people.

A

TRUE

29
Q

Define the role of Project Assurance.

A

The Project Assurance role represents monitoring all aspects of the project’s performance and products INDEPENDENTLY from the project manager.

30
Q

TRUE or FALSE:
The Project Board may conduct project assurance

A

TRUE

31
Q

TRUE or FALSE:
The Project Manager may fulfil the Project Assurance role.

A

FALSE

32
Q

Project assurance is not just an independent check. What other tasks does this role fulfil?

A

People involved in Project Assurance also support the Project Manager by giving advice and guidance on issues such as the use of corporate standards or who to involve in different aspects of the project.

33
Q

Describe the role of Change Authority.

A

The role is responsible for assessing and approving changes (that will have an impact on/ to) the baseline of the project (the 6 variables).

The role is not a permanent position.

34
Q

When (what stage) should the board delegate Change Authority?

A

Within the starting up a project stage and the initiation stage.

35
Q

Can the Project Board fulfil the role of change authority?

A

Yes

36
Q

Can the project manager fulfil the role of change authority?

A

Yes

37
Q

Define the role of the project manager.

A

The project manager is responsible for the day-to-day management of a project. They have the authority to run the project on behalf of the Project Board within the constraints laid down by the project board.

The Project Manager manages the Team Managers and Project Support and is responsible to cooperate with Project Assurance and Project Board.

38
Q

FYI: All activities of a project manager are mapped on p.66

A

Read them

39
Q

What is the Team Manager primary responsibility?

A

Their responsibility is to ensure production of those products allocated by the project manager.

40
Q

Who does the Team Manager report to? Who does the Team manager get direction from?

A

The project manager

41
Q

TRUE or FALSE:
The Team Manager role can be assigned to the Project Manager.

A

TRUE.

In this case, the Project Manager is responsible to manage the team members.

42
Q

The Project Manager uses work packages to allocate work. What is a work package?

A

A work package is a well-defined unit of work within a project that represents a manageable portion of the project’s scope.

It includes all necessary information, resources and requirements for the team manager/members to do the work.

43
Q

Define the role of Project Support.

A

Project Support is exactly what the name suggests. It may include providing administrative services or advice and guidance on the use of project management tools. It may provide specialist functions to a project such as planning or risk management.

44
Q

TRUE or FALSE:
Even though roles can be assigned to different entities, the Project Assurance role is the responsibility of the Project Board and the Project Support role is the responsibility of the Project Manager.

A

TRUE

45
Q

TRUE or FALSE:
The Project Manager can take the role of Project Support

A

TRUE

The role of Project Support defaults to the Project Manager if it is not allocated to someone else.

46
Q

TRUE or FALSE:
To save resources, Project Support and Project Assurance can be fulfilled by the same people.

A

FALSE

They should be kept separate in order to maintain the independence of project Assurance.

47
Q

TRUE or FALSE:
Project Manager and Executive roles can be combined.

A

FALSE

48
Q

TRUE or FALSE:
There cannot be more than one executive or more than one project manager.

A

TRUE

49
Q

TRUE or FALSE:
Team Managers can be part of Project Assurance.

A

FALSE

50
Q

What should be considered when combining roles?

A

Conflicts of responsibilities and interests

If the person has the capacity to fulfil all responsibilities

If they could create a bottleneck.

51
Q

What is the Communication Management Approach?

A

The Communication Management approach contains a description of the means and frequency of communication to parties both internal and external to the project.

For example, it might include stuff like:
Monday meeting with team (Review, Planning, Retrospective…)
Monthly communication to stakeholders via email
In person meeting with the Executive twice a month.

52
Q

Who is responsible for documenting the communication management approach? When should that be created?

A

The Project Manager

Should be created during the initiating a project process.

53
Q

TRUE or FALSE:
Change authority and Project Support are optional roles.

A

FALSE
Only Change Authority is an optional role

54
Q

TRUE or FALSE:
In smaller projects, the roles of Executive and Senior User can be combined.

A

TRUE

As they are both from the Customer environment.

55
Q

A good Project Board should display 4 characteristics. What are those?

A

Authority
- the members should be senior enough to make strategic decisions about the project

Credibility
- the credibility will affect the ability to direct the project

Ability to delegate
- a key part of the project board’s role is to ensure that the project manager is given enough space to manage the project. The project board should not be involved in the day-to-day.

Availability
- they should be available to make decisions and provide direction to the project manager.

Prince2 (21 decks)

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