Mastering PRINCE2: A Guide to Project Management

Project Management Framework

IT Project Management

· Introduction

· Relationship Between Product Life
Cycle, Project Life Cycle and SDLC

· Prince2 Principles
· Prince2 Structure
· Prince2 Themes
· Knowledge check

​Learning outcome:

Project Management Frameworks Introduction

Project management frameworks are like guides that help you navigate through the complexities of projects.

They provide a structured way to plan, organize, and complete tasks, ensuring that projects are successful and meet their goals.

Project Management Frameworks Introduction (Cont'n)

The Project management Institute (PMI), Special Interest Group (SIG) developed the guide to Project Management Body of Knowledge (PMBoK) and provided professional certification opportunities through Project Management Professional (PMP).

International Project Management Association (IPMA) and APMG-UK were established to provide the PRINCE2 certifications.  Most of these frameworks have processes, methods and phases. These frameworks are structured around Process groups, component processes and knowledge areas.  

IT Project Management – certifications

Project Management Global Preferences

Project Definition (Recap):

• It is a temporary endeavour and may last over few months to years.

• It has a specific purpose.

• It is triggered by the need for change, update or innovation.

• It has a project sponsor who is the customer, upon completion of that project the customer will benefit.

• It requires resources in terms of time, money, people and quality criteria

Processes:

Processes involve controlled start, progress, and close of a project. It is the backbone of project management. Without effective processes, projects can become chaotic and fail to achieve their objectives. Processes ensure that projects are executed in a systematic and organized manner, leading to successful outcomes.

• The Relationship Between Product Life Cycle, Project Life Cycle and SDLC

  (Whee Yen Wong, Chan Wai Lee, and Kim Yeow Tshai)

Product life cycle

• Product life cycle has to do with the life of a product in the market with respect to business/commercial costs and sales measures. To say that a product has a life cycle is to assert four things:

  (1) products have a limited life

  (2) product sales pass through distinct stages, each posing different challenges, opportunities, and problems to the seller,

  (3) profits rise and fall at different stages of product life cycle, and (4) products require different marketing, financial, manufacturing, purchasing, and human resource strategies in each life cycle stage.

Project life cycle

• The Project Life Cycle refers to a logical sequence of activities to accomplish the project’s goals or objectives.

• Regardless of scope or complexity, any project goes through a series of stages during its life.

• There is first an Initiation or Birth phase, in which the outputs and critical success factors are defined; followed by the Planning phase, characterized by breaking down the project into smaller manageable parts/tasks;

Project life cycle

• An Execution phase, in which the project plan is executed;

• Monitoring phase, where actual project activities are benchmark against baseline; and lastly;

• a Closure or Exit phase, that marks the completion of the project

Software Development Life Cycle (SDLC

• SDLC is commonly used during the development of an IT project, it describes the different stages involved in the project from the drawing board, through to the completion of the project.

Multiple Choice

According to the context of processes explained in this lesson, what is the backbone of project management?

• Budget.

• Project team.

• Timeline.

• Processes

Dropdown

Without effective ​

Select answer

, projects can become chaotic and fail to achieve their objectives.​

Drag and Drop

A

Placeholder

has a project sponsor who is the customer, upon completion of that project the customer will benefit.

Drag these tiles and drop them in the correct blank above

project

team

budget

methodology

Multiple Choice

• A project is triggered by the need for change, update or innovation.

• True

• False

PRINCE2

PRINCE2 is principle-based rather than prescriptive, the principles are:
• Universal in that they apply to every project.
• Self-validating in that they have been proven in practice over many years.
• Empowering because they give practitioners of the method added confidence and the ability to influence and shape how the project will be managed.
The PRINCE2 principles provide a framework of good practice for people involved in a project and were developed from lessons taken from both successful and failed projects.

PRINCE2 Principles

• Continued business justification: Ensure a sound Business Case and align the project with business objectives.

• Learn from experience: Seek lessons from previous projects and other sources.

• Defined roles and responsibilities: Clearly define and assign project roles.

• Manage by stages: Break the project into manageable stages.

• Manage by exception: Empower management to make decisions within defined tolerances.

• Focus on products: Emphasize the delivery of quality products.

• Tailor to suit the project environment: Adapt PRINCE2 to fit the project context.

Structure of The Prince2 Method

There are three parts to the structure of the method itself:
- Processes.
- Themes.
- Techniques.
-Processes provide a controlled start, controlled progress and a controlled close to a project. The processes explain what should happen and when it should be done.
-The themes explain its philosophy about various project aspects, why they are needed and how they can be used. This philosophy is implemented through the processes.
- The method offers only a few techniques. The use of most of them is optional. You may already have a technique that is covering that need satisfactorily. The exception is the Product-based Planning technique. This is a very important part of the PRINCE2 method. Its understanding and use bring major benefits, and every effort should be made to use it.

Prince2 Themes

The PRINCE2 themes describe aspects of project management that must be addressed continually as the project progresses through its lifecycle. However, the strength of PRINCE2 is the way in which the seven themes are integrated, and this is achieved because of the specific PRINCE2 treatment of each theme.
How the themes are applied can be influenced by tailoring. All seven themes must be applied in a project, but they should be tailored according to the risk, scale, nature and complexity or simplicity of the project concerned, always ensuring that any minimum requirements specified in a team are satisfied.

Prince2 Themes

1) Business Case: Purpose:
To ensure that the project remains justifiable and delivers value to the organization.

• Key Elements:

  • Development and maintenance of the Business Case.

  • Regular reviews to ensure ongoing viability.

• Example: If a project to implement new software is initiated, the Business Case would outline the expected benefits, costs, and risks associated with the project.
  
  

Prince2 Themes

2) Organization:

• Purpose: To define the structure of the project team, including roles and responsibilities.

• Key Elements:

  • Identification of project roles, such as the Project Manager, Team Manager, and Project Board.

  • Establishment of reporting lines and communication channels.

• Example: The Organization theme outlines who is responsible for decision-making, who is accountable for various aspects of the project, and how information will flow within the project team.

Prince2 Themes

3) Quality:

• Purpose: To define and implement processes that ensure the project's outputs meet the specified requirements.

• Key Elements:

  • Development of quality management processes.

  • Identification of quality criteria and standards.

• Example: In a construction project, the Quality theme would involve specifying the quality standards for materials, construction methods, and the final product.

Prince2 Themes (Cont'n)

4) Plans:

• Purpose: To establish the project plan, detailing what will be done, when, by whom, and with what resources.

• Key Elements:

  • Creation of various plans, such as the Project Plan, Stage Plan, and Team Plan.

  • Incorporation of risk management and change control plans.

• Example: The Plans theme outlines the schedule, budget, and resource allocation for the project, helping to ensure that activities are coordinated and progress is monitored.

Prince2 Themes (Cont'n)

5) Risk:

• Purpose: To identify, assess, and manage uncertainties that could affect the project's success.

• Key Elements:

  • Development of a Risk Management Strategy.

  • Regular identification and assessment of risks.

• Example: In a software development project, the Risk theme involves identifying potential issues such as technical challenges, changes in project scope, or resource constraints, and developing plans to address them.

Prince2 Themes (Cont'n)

6) Change:

• Purpose: To establish processes for handling changes to the project scope, plans, and other aspects.

• Key Elements:

  • Development of a Configuration Management Strategy.

  • Creation of change control procedures.

• Example: If a stakeholder requests a change in project scope, the Change theme would involve assessing the impact on the project, determining whether it aligns with the project's goals, and implementing the change if approved.

Prince2 Themes (Cont'n)

7) Progress:

• Purpose: To monitor and report on project progress, providing insight into whether the project is on track to achieve its objectives.

• Key Elements:

  • Regular monitoring of project progress against plans.

  • Creation of progress reports.

• Example: The Progress theme involves tracking key performance indicators, comparing actual progress to the project plan, and identifying any deviations that need to be addressed.

Dropdown

Select answer

is a logical sequence of activities to accomplish the project’s goals or objectives.​

Activity

Scenario:
You are a PRINCE2 certified project manager leading a team in a software development project for a financial institution. The project aims to implement a new online banking system, providing customers with enhanced features and improving overall user experience.

Task: Apply Prince2 themes to this scenario highlighting the main activities and artefacts where appropriate for each theme.

Multiple Choice

According to this lesson, PRINCE2 is principle-based rather than _____

• prescriptive

• project based

• project board

Multiple Choice

Prince2 is not universal and cannot be applied to every project.

• True

• False

Multiple Choice

Which aspect of project management involves controlled start, progress, and close of a project?

• Philosophy

• Themes

• Techniques

• Processes

Multiple Choice

• Product life cycle has to do with the life of a product in the market with respect to business/commercial costs and sales measures.

• True

• False

Multiple Choice

What is the last stage of a project life cycle?

• Closure
• Start

• initiate

• Plan

Multiple Select

What are the three parts to the structure of the Prince2 methodology?

• Themes

• Planning

• Processes

• Techniques

Multiple Choice

What Prince2 theme ensures that the project remains justifiable and delivers value to the organization?

• Business Case

• Organization

• Plans

• Progress