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PRINCE2®

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Advanced
Anyone implementing projects
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PRINCE2® (Projects IN Controlled Environments) is a structured project management method based on experience drawn from thousands of projects and from the contributions of countless project sponsors, Project Managers, project teams, academics, trainers and consultants.

PRINCE2 isolates the management aspects of project work from the specialist contributions, such as design and construction. The specialist aspects of the project can be easily integrated with the PRINCE2 method and, when used alongside PRINCE2, provide a secure overall framework for the project work.

Because PRINCE2 is generic and based on proven principles, organizations adopting the method can substantially improve their organizational capability and maturity across various areas such as business change, construction, IT, mergers and acquisitions, research and product development.

The best practice is supported by the PRINCE2 certification scheme which provides different levels of certification for practitioners.

Introduction

As the pace of change (technology, business, social, regulatory etc.) accelerates, and the penalties of failing to adapt to change become more evident, the focus of management attention is inevitably moving to achieve a balance between business as usual and business change.

Projects are the means by which we introduce change. PRINCE2 defines a project as "a temporary organization that is created for the purpose of delivering one or more business products according to an agreed Business Case".

The PRINCE2 method addresses project management through the four integrated elements of principles, themes, processes and the project environment.

 

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PRINCE2 Principles

These are the guiding requirements and good practices which determine whether the project is genuinely being managed using PRINCE2. There are seven principles and unless all of them are applied, it is not a PRINCE2 project.

The PRINCE2 principles are:

  1. Continued business justification – is there a justifiable reason for starting the project that will remain consistent throughout its duration?
  2. Learn from experience – PRINCE2 project teams should continually seek and draw on lessons learned from previous work.
  3. Defined roles and responsibilities – the PRINCE2 project team should have a clear organizational structure and involve the right people in the right tasks.
  4. Manage by stages – PRINCE2 projects should be planned, monitored and controlled on a stage-by-stage basis.
  5. Manage by exception- PRINCE2 project have defined tolerances for each project objective to establish limits of delegated authority.
  6. Focus on products - PRINCE2 projects focus on the product definition, delivery and quality requirements.
  7. Tailor to suit the project environment - PRINCE2 is tailored to suit the project’s environment, size, complexity, importance, capability and risk.

PRINCE2 Themes

These describe aspects of project management that must be addressed in parallel throughout the project. The seven themes explain the specific treatment required by PRINCE2 for various project management disciplines and why they are necessary.

The PRINCE2 themes are as follows:

  1. Business case - What value would delivering the project bring to the organization?
  2. Organization - How will the project team's individual roles and responsibilities be defined in order for them to effectively manage the project?
  3. Quality - What the quality requirements and measures are and how the project will deliver them.
  4. Plans - The steps required to develop the plans and PRINCE2 techniques that should be used.
  5. Risk - How the project management will address the uncertainties in its plans and the project environment.
  6. Change - How the project management will assess and act on unforeseen issues or requests for change.
  7. Progress - The ongoing viability and performance of the plans and how and whether the project should proceed.

 

PRINCE2 Processes

These describe the steps of the project lifecycle, from getting started to project closure. Each process provides checklists of recommended activities, products and related responsibilities.

The PRINCE2 Processes are as follows:

  1. Starting up a project (SU)
  2. Directing a project (DP)
  3. Initiating a project (IP)
  4. Controlling a stage (CS)
  5. Managing product delivery  (MP)
  6. Managing stage boundaries (SB)
  7. Closing a project (CP)

 

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PRINCE2 Project Environment

Tailoring PRINCE2 to the Project Environment

This addresses the need to adapt PRINCE2 to the specific context of the project. PRINCE2 is not a 'one size fits all' solution, but it is a flexible framework that can readily be tailored to any type or size of project.

Key Benefits

Here are the key benefits of the RequirementONE PRINCE2® Solution.

Pre-defined Templates

Use the pre-defined templates to gather information, record progress and assess capabilities of the organization. Download them from the Solution Store and customize them to make them appropriate for your organization. This reduces the risk of errors and kick starts your project.

A Single Point of Truth

Each compliance element is stored as a record and can be updated, commented, controlled and audited individually. Data is accessible to all stakeholders with no version control issues.

Dependency Linking

All links and interfaces can be defined and maintained showing dependencies between various policies.

Reporting

Track the progress of projects. In-line analytics highlight gaps, support the timeline and provide business reporting against each project.

Typical Use Cases

Here is a typical, but not exhaustive, list of roles and associated use cases that would interact with this solution.

Role Use Case
End users
  • Review the project documentation and status updtes
Project team
  • Import frameworks, controls and policies
  • Updating frameworks, controls and policies to the latest version
  • Establish dependency links between the frameworks, controls and policies for your organisation
Project Manager
  • Create the Project Product Description, Project Brief, Project Initiation Document, Configuration Item record, Product status account, Plans and reports
  • Create and maintain the Business Case, Risk Register, Issue Register, Lessons Log and Daily Log.
Executive
  • Create the project mandate
  • Review progress and status
Project board
  • Approve the Project Mandate, Initiation, Project, Stage or Exception Plan and Project closure.
  • Review progress and status

Templates

These apps and templates are used for the solution.

App Solution Store Template Getting started information
Planning PRINCE2® Implementation Plan PRINCE2® Implementation Plan
Specification PRINCE2® - Business Case
PRINCE2® - Benefits Review Plan
PRINCE2® - Checkpoint Report
PRINCE2® - Communication Management Strategy
PRINCE2® - Configuration Item Record
PRINCE2® - Configuration Management Strategy
PRINCE2® - Daily Log
PRINCE2® - End Project Report
PRINCE2® - End Stage Report
PRINCE2® - Exception Report
PRINCE2® - Highlight Report
PRINCE2® - Issue Register
PRINCE2® - Issue Report
PRINCE2® - Lessons Log
PRINCE2® - Lessons Report
PRINCE2® - Plan
PRINCE2® - Product Description
PRINCE2® - Product Status Account
PRINCE2® - Project Brief
PRINCE2® - Project initiation documentation
PRINCE2® - Project Mandate
PRINCE2® - Quality Management Strategy
PRINCE2® - Quality Register
PRINCE2® - Risk Management Strategy
PRINCE2® - Risk Register
PRINCE2® - Work Package
PRINCE2® - Business Case
PRINCE2® - Benefits Review Plan
PRINCE2® - Checkpoint Report
PRINCE2® - Communication Management Strategy
PRINCE2® - Configuration Item Record
PRINCE2® - Configuration Management Strategy
PRINCE2® - Daily Log
PRINCE2® - End Project Report
PRINCE2® - End Stage Report
PRINCE2® - Exception Report
PRINCE2® - Highlight Report
PRINCE2® - Issue Register
PRINCE2® - Issue Report
PRINCE2® - Lessons Log
PRINCE2® - Lessons Report
PRINCE2® - Plan
PRINCE2® - Product Description
PRINCE2® - Product Status Account
PRINCE2® - Project Brief
PRINCE2® - Project initiation documentation
PRINCE2® - Project Mandate
PRINCE2® - Quality Management Strategy
PRINCE2® - Quality Register
PRINCE2® - Risk Management Strategy
PRINCE2® - Risk Register
PRINCE2® - Work Package

 

Getting started

Plans

PRINCE2® Implementation plan
PRINCE2 is a de facto standard developed and used extensively by the UK government and it is widely recognized and used in the private sector, both in the UK and internationally. It is a flexible method that guides you through the essentials for running a successful project regardless of project type or scale.

The PRINCE2 method addresses project management through the four integrated elements of principles, themes, processes and the project environment. It can be tailored to meet your organization or industry specific requirement.

Description
This implementation plan takes you through everything you need to do in order to run your project using the PRINCE2 methodology

Get Started
1) Download the PRINCE2® Implementation Plan from the Solution Store.
2) Invite the project team members to your project space.
3) Assign each task to a member of the project team with the target start and end dates.
4) Work through the plan.

 

Specifications

PRINCE2® - Business Case
The Business Case gathers the information to allow the management to judge if a project is desirable, viable and achievable, and therefore worthwhile to invest in. The Business Case is normally developed at the start of the project unless it is provided by Corporate or Programme Management. Once created, it is then maintained throughout the life of the project.

The business case is derived from the project mandate, project brief – reasons, project plan - costs and timescales, expected benefits, value for money, risk register and issue register.

The following quality criteria should be observed:

  • Project reasons are consistent with the corporate/programme strategy
  • Project plan and business case are aligned
  • Benefits are clearly identified and justified
  • It should be clear how the benefits will be realized
  • It should be clear what will define a successful outcome
  • It should be clear what the preferred business option is, and why
  • If procurement is external, there is a clear sourcing option with reasons
  • It should be clear how any necessary funding will be obtained
  • The business case includes non-financial, as well as financial, criteria
  • The business case includes operations, maintenance and project costs and risks
  • The business case conforms to organizational accounting standards
  • Major risks are explicitly stated, with proposed responses.

Description
A specification that can be used to develop a business case to help manage the project at every stage from Starting up to Closing.

Get Started
1) Download the PRINCE2® - Business Case from the Solution Store
2) Re-name this specification to "Business Case - [your project name]".
3) Adapt the Owner custom field to reflect the people in your organization, and amend the status values to match your processes.
4) Add records to each of the table of contents sections to address the points highlighted in the description.
5) This document will be constantly updated throughout the project to evaluate whether the project is and remains desirable and achievable.

 

PRINCE2® - Benefits Review Plan
A benefits review plan is used to define how and when a measurement of the achievement of the project’s benefits, expected by the Senior User, can be made. The plan is presented to the Executive during the initiating a project process, updated at each stage boundary, and used during the closing a project process to define any post-project benefits reviews that are required.

The benefits review plan is derived from the business case, project product description (in particular the acceptance criteria) and if available the programme’s benefits realization plan and the organization’s corporate performance monitoring function (e.g. centre of excellence).

The following quality criteria should be observed:

  • Covers all the benefits in the business case
  • The benefits are measurable and baseline measures have been recorded
  • Describes suitable timing for measurement of the benefits, together with reasons for the timing
  • Identifies the skills or individuals who will be needed to carry out the measurements
  • The effort and cost to undertake the benefits reviews is realistic when compared with the value of the anticipated benefits
  • Consideration is given to whether dis-benefits should be measured and reviewed.

Description: A specification which can be used to monitor the realization of the expected benefits of a particular product and record unexpected side-effects.

Get Started
1) Download the PRINCE2® - Benefits Review plan from the Solution Store
2) Re-name this specification to "Benefits Review Plan - [your project name]".
3) Adapt the Owner custom field to reflect the people in your organization, and amend the status values to match your processes.
4) Add each benefit as separate record, using the example record as a template.
5) Export this specification to word, and present this plan to the Executive during the IP process
6) Update this plan at each stage boundary
7) Use this plan during the CP process to inform post-project benefits reviews.

 

PRINCE2® - Checkpoint Report
A checkpoint report is used to report, at a frequency defined in the work package, the status of the work package.

The checkpoint report is derived from the: work packages; team plan and actuals and the previous checkpoint report

The following quality criteria should be observed:

  • Prepared at the frequency required by the Project Manager
  • The level and frequency of progress assessment is appropriate
  • The information is timely, useful, objective and accurate
  • Every product in the work package is covered by the report
  • Includes an update on any unresolved issues from the previous report.

Description
A specification which can be used to create checkpoint reports for work packages.

Get Started
1) Download the PRINCE2® - Checkpoint report from the Solution Store
2) Adjust the Project and Date Table of contents items to reflect your data.
3) For each report, create a record under each of the table of content items
4) Share this report in RequirementONE or export it to MS Word.

 

PRINCE2® - Communication Management Strategy
A communication management strategy contains a description of the means and frequency of communication to parties both internal and external to the project. It facilitates engagement with stakeholders through the establishment of a controlled and bi-directional flow of information.

The communication management strategy is derived from the: corporate communications policies (e.g. rules for disclosure for publicly listed companies); The programme’s information management strategy; Other components of the project initiation documentation (in particular the project management team structure, the risk management strategy, quality management strategy and configuration management
strategy); facilitated workshops/informal discussions with stakeholders; and stakeholder analysis.

The following quality criteria should be observed:

  • All stakeholders have been identified and consulted for their communication requirements
  • There is agreement from all stakeholders about the content, frequency and method of communication
  • A common standard for communication has been considered
  • The time, effort and resources required to carry out the identified communications have been allowed for in stage plans
  • The formality and frequency of communication is reasonable for the project’s importance and complexity
  • For projects that are part of a programme, the lines of communication, and the reporting structure between the project and programme, have been made clear in the communication management strategy
  • The communication management strategy incorporates corporate communications facilities where appropriate (e.g. using the marketing communications department for distributing project bulletins)

Description
A specification which can be used to create a communication management strategy.

Get Started
1) Download the PRINCE2® - Communication Management Strategy from the Solution Store
2) Rename the specification to "Communication Management Strategy - [your project name]"
3) Amend the Custom fields to reflect your organization
4) Create your communications management strategy by adding records to each section using the example records as templates
5) Share this specification with the project team, either directly via RequirementONE or by exporting the document to MS Word.

 

PRINCE2® - Configuration Item Record
The Configuration Item record provides a record of such information as the history, status, version and variant of each configuration item, and any details of important relationships between them.

Note: The composition of a configuration item record will be defined in the project’s configuration management strategy so please check to see if the default list recommended here has been altered.

The Configuration Item Record is derived from the: Configuration Management Strategy; Product breakdown structure; Stage Plan and Work Package; Quality Register, Issue Register and Risk Register.

The set of Configuration Item Records for a project is often referred to as a configuration library.

The following quality criteria should be observed:

  • The records reflect the status of the products accurately
  • The records are kept together in a secure location
  • Version numbers match the actual products
  • Configuration Item Records show products’ version histories
  • A process exists by which the Configuration Item Records are defined and updated.

Description
A specification which can be used to record details about each configuration item, as well as the relationships between them.

Get Started
1) Download the PRINCE2® - Configuration Item Record from the Solution Store
2) Update the custom fields to reflect your organization. Project Identifier, Item Identifier, Current Version, Owner, Location, Copy Holders, Item Type, Stage, Users, Product State, Variant, Producer and Source all need to be replaced with actual values.
3) If preferred, the Item Type can be configured as a table of contents item instead.
4) The Date of last Status Change is handled automatically by RequirementONE.
5) Relationship with other items is achieved via the Requirement Link functionality.
6) Cross References are maintained via Requirement and Issue Links.
7) Using the example as a template, add your own configuration items.

 

PRINCE2® - Configuration Management Strategy
A configuration management strategy is used to identify how, and by whom, the project’s products will be controlled and protected. It answers the questions:

- How and where the project’s products will be stored
- What storage and retrieval security will be put in place
- How the products and the versions and variants of these will be identified
- How changes to products will be controlled
- Where responsibility for configuration management will lie

The configuration management strategy is derived from the: The customer’s quality expectations; Corporate configuration management system (e.g. any configuration management software in use or mandated by the user); programme quality management strategy and information management strategy (if applicable); The user’s quality management system; The supplier’s quality management system; Specific needs of the project’s product(s) and environment; Project management team structure (to identify those with configuration management responsibilities) and Facilitated workshops and informal discussions.

The following quality criteria should be observed:

  • Responsibilities are clear and understood by both user and supplier
  • The key identifier for the project’s product(s) is defined
  • The method and circumstances of version control are clear
  • The strategy gives the Project Manager all the product information
  • The corporate or programme strategy for configuration management has been considered
  • Retrieval systems produce all required information in an accurate, timely and usable manner
  • Project files provide the information necessary for any audit requirements
  • Project files provide the historical records required for lessons learned
  • The configuration management strategy is appropriate for the project
  • Resources are in place to administer configuration management
  • The requirements of the operational group should be considered.

Description
A specification that can be used to create a configuration management strategy to identify how and by whom the project's products will be controlled and protected.

Get Started
1) Download the PRINCE2® - Configuration Management Strategy from the Solution Store
2) Re-name this specification to "Configuration Management Strategy - [your project name]".
3) Adapt the Owner custom field to reflect the people in your organization, and amend the status values to match your processes.
4) Add records to each of the table of contents sections to address the points highlighted in the description using the Introduction samples as a template.
5) The project team will use this specification to have a consistent process to control and protect the project's products.

 

PRINCE2® - Daily Log
A daily log is used to record informal issues, required actions or significant events not caught by other PRINCE2 registers or logs. It acts as the project diary for the Project Manager.

It can also be used as a repository for issues and risks during the starting up a project process if the other registers have not been set up.

There may be more than one daily log as Team Managers may elect to have one for their work packages, separate from the Project Manager’s daily log.

Entries are made when the Project Manager or Team Manager feels it is appropriate to log some event.  Often entries are based on thoughts, conversations and observations.

The following quality criteria should be observed:

  • Entries are sufficiently documented to be understandable later (a short note might make sense at the time, but will it in several months’ time?)
  • Date, person responsible and target date are always filled in
  • Consideration has been given to access rights for the daily log (e.g. should the daily log be visible to everyone working on the project?).

Description
A specification that can be used as the daily log for the project.

Get Started
1) Download the PRINCE2® - Daily Log from the Solution Store
2) Re-name this specification to "Daily Log - [your project name]". You can extend the title if you have more than one daily log.
3) Adapt the Owner custom field to reflect the people in your organization, and amend the status values to match your processes.
4) Add log items as records using the example as a template. 

 

PRINCE2® - End Project Report
An End Project Report is used during project closure to review how the project performed against the version of the Project Initiation Documentation used to authorize it. It also allows the:

- Passing on of any lessons that can be usefully applied to other projects
- Passing on of details of unfinished work, ongoing risks or potential product modifications to the group charged with future support of the project’s products in their operational life.

The End Project Report is derived from the: Project Initiation Documentation; Business Case; Project Plan; Benefits Review Plan; Issue Register, Quality Register and Risk Register; Lessons Report and End Stage Reports (and Exceptions Reports, if applicable).

The following quality criteria should be observed:

  • Any abnormal situations are described, together with their impact
  • At the end of the project, all issues should either be closed or become the subject of a follow-on action recommendation
  • Any available useful documentation or evidence should accompany the follow-on action recommendation(s)
  • Any appointed Project Assurance roles should agree with the report.

Description
A specification that can be used to create the end project report.

Get Started
1) Download the PRINCE2® - End Project Report from the Solution Store
2) Re-name this specification to "End Project Report - [your project name]".
3) Adapt the Owner custom field to reflect the people in your organization, and amend the status values to match your processes.
4) Add the report with each paragraph being included as a record using the example as a template.
5) Either share the document directly in RequirementONE, or export it to MS Word.

 

PRINCE2® - End Stage Report
An End Stage Report is used to give a summary of progress to date, the overall project situation, and sufficient information to ask for a Project Board decision on what to do next with the project.

The Project Board uses the information in the End Stage Report in tandem with the next Stage Plan to decide what action to take with the project: for example, authorize the next stage, amend the project scope, or stop the project.

The End Stage Report is derived from the: Current Stage Plan and actuals; Project Plan; Benefits Review Plan; Issue Register, Quality Register and Risk Register; Exception Report (if applicable); Lessons Report; Completed/slipped Work Packages and updated Business Case.

The following quality criteria should be observed:

  • The report clearly shows stage performance against the plan
  • Any abnormal situations are described, together with their impact
  • Any appointed Project Assurance roles agree with the report.

Description
A specification used to generate the end stage report used to decide on the next stage.

Get Started
1) Download the PRINCE2® - End Stage Report from the Solution Store
2) Re-name this specification to "End Stage Report - [your project name] - [stage name]".
3) Adapt the Owner custom field to reflect the people in your organization, and amend the status values to match your processes.
4) Add the report with each paragraph being included as a record using the example as a template.
5) Either share the document directly in RequirementONE, or export it to MS Word.

 

PRINCE2® - Exception Report
An Exception Report is produced when a Stage Plan or Project Plan is forecast to exceed tolerance levels set. It is prepared by the Project Manager in order to inform the Project Board of the situation, and to offer options and recommendations for the way to proceed.

The Exception Report is derived from the Business plan; Issue, Risk and Quality Register; Highlight or Checkpoint reports and Project Board advice of an external event that affects the project.

The following quality criteria should be observed:

  • The plan must  show the status of time and cost performance
  • Implications for the Business Case/Project plan have been considered
  • Options are analysed and recommendations are made
  • The Exception Report is timely and appropriate

Description
A specification that can be used to capture all exception reports for any current project.

Get Started
1) Download the PRINCE2® - Exception Report from the Solution Store
2) Add each exception report as a separate record, using the example as a template.
3) The project board approve exception reports, and a list of the exception reports to be approved can be seen under the "Pending" section of the Table of Contents.
4) Once an exception report is reviewed, a note should be added to the record to give any details around the decisions made, including any constraints. Ensure the records are placed in the appropriate place in the table of contents to reflect pending, approved and rejected exception reports. 

 

PRINCE2® - Highlight Report
A Highlight Report is used to provide the Project Board (and possibly other stakeholders) with a summary of the stage status at intervals defined by them. The Project Board uses the report to monitor stage and project progress. The Project Manager also uses it to advise the Project Board of any potential problems or areas where the Project Board could help.

The Highlight Report is derived from the: Project Initiation Documentation; Checkpoint Reports; Issue Register, Quality Register and Risk Register; Stage Plan and actuals: and Communication Management Strategy

The following quality criteria should be observed:

  • The level and frequency of progress reporting required by the Project Board is right for the stage and/or project
  • The Project Manager provides the Highlight Report at the frequency, and with the content, required by the Project Board
  • The information is timely, useful, accurate and objective
  • The report highlights any potential problem areas.

Description
A specification that can be used to create a Highlight Report for the Project Board.

Get Started
1) Download the PRINCE2® - Highlight Report from the Solution Store
2) Rename the "Date of Report" table of content item to the actual date of the report, and add the period covered to the description.
3) Add the highlight report records underneath the date you have just amended, using the example record as a template.
4) Either distribute it directly from RequirementONE, or export it to MS Word.
5) For your next Highlight report, either download the specification again, or add a new date to the table of contents, and add it to this specification.

 

PRINCE2® - Issue Register
The Purpose of the Issue Register is to capture and maintain information on all of the issues that are being formally managed. The Issue Register should be monitored by the Project Manager on a regular basis.

Derivation:
- The format and composition of the Issue Register will be defined in the Configuration Management Strategy
- Entries are initially made on the Issue Register once a new issue has been raised
- The Issue Register is updated as the issue is progressed.  Once the issue has been resolved, the entry in the Issue Register is closed.

The following quality criteria apply:

  • The status indicates whether action has been taken
  • The issues are uniquely identified, including information about which product they refer to
  • A process is defined by which the Issue Register is to be updated
  • Entries on the Issue Register that, upon examination, are in fact risks, are transferred to the Risk Register and the entries annotated accordingly
  • Access to the Issue Register is controlled and the register is kept in a safe place.

Description
A specification that may be used to register all issues identified during a project.

Get Started
1) Download the PRINCE2® - Issue Register from the Solution Store
2) Update the custom fields to reflect your organization.
3) Change the Table of Contents to show your project names.
4) Add issues to the register, and use the custom fields to filter those that need work.
5) Use the Classification graphs to show overall progress.

 

PRINCE2® - Issue Report
An issue report is a report containing the description, impact assessment and recommendations for a request for change, off-specification or a problem/concern. It is only created for those issues that need to be handled formally.

The report is initially created when capturing the issue, and updated both after the issue has been examined and when proposals are identified for issue resolution. The issue report is later amended further in order to record what option was decided upon, and finally updated when the implementation has been verified and the issue is closed.

The issue report is derived from the: highlight report(s), checkpoint report(s) and end stage report(s); stage plan together with actual values and events; Users and supplier teams working on the project; The application of quality controls; observation and experience of the processes; quality register, risk register and lessons log; and completed work packages.

The following quality criteria should be observed:

  • The issue stated is clear and unambiguous
  • A detailed impact analysis has occurred
  • All implications have been considered
  • The issue has been examined for its effect on the tolerances
  • The issue has been correctly registered on the issue register
  • Decisions are accurately and unambiguously described.

Description
A specification used to handle issues formally.

Get Started
1) Download the PRINCE2® - Issue Report from the Solution Store
2) Update the custom fields to reflect your organization.
3) Create Issue reports as records under the "Pending" table of contents item.
4) Link these requirements using the the Requirement Link functionality to the items in the Issue Register to capture the Issue ID, Issue Type, Date Raised, Raised by, Report Owner, Priority and Severity.
5) These records will go through a formal process to be addressed, and can then be moved to the "Resolved" part of the table of contents.

 

PRINCE2® - Lessons Log
The Lessons Log is a project repository for lessons that apply to this project or future projects. Some lessons may originate from other projects and should be captured on the Lessons Log for input to the project’s strategies and plans. Some lessons may originate from within the project - where new experience (both good and bad) can be passed on to others via a Lessons Report.

Derivation:
- Lessons Reports from other projects
- Project mandate or Project Brief
- Daily Log, Issue Register, Quality Register and Risk Register
- Checkpoint Reports and Highlight Reports
- Completed Work Packages
- Stage Plans with actuals
- Observation and experience of the project’s processes.

Quality Criteria:

  • The status indicates whether action has been taken
  • Lessons are uniquely identified, including to which product they refer
  • A process is defined by which the Lessons Log is to be updated
  • Access to the Lessons Log is controlled
  • The Lessons Log is kept in a safe place.

Description
A specification which can be used to record lessons that apply to this project or future projects.

Get Started
1) Download the PRINCE2® - Lessons Log from the Solution Store
2) Adapt the custom fields to reflect your organization
3) Add log items as records using the example as a template.

 

PRINCE2® - Lessons Report
The lessons report is used to pass on any lessons that can be usefully applied to other projects. The purpose of the report is to provoke action so that the positive lessons become embedded in the organization’s way of working, and that the organization is able to avoid any negative lessons on future projects.

A lessons report can be created at any time in a project and should not necessarily wait to the end. Typically it should be included as part of the
end stage report and end project report. It may be appropriate (and necessary) for there to be several lessons reports specific to the particular organization (e.g. user, supplier, corporate or programme).

The data in the report should be used by the corporate group that is responsible for the quality management system, in order to refine, change and improve the standards. Statistics on how much effort was needed for products can help improve future estimating.

The lessons report is derived from the following documents: project initiation documentation (for the baseline position); lessons log (for identification of lessons); quality register, issue register and risk register (for statistical analysis); quality records (for statistical analysis) and communication management strategy (for the distribution list).

The following quality criteria should be observed:

  • Every management control has been examined
  • Statistics of estimates versus actuals are provided
  • Statistics of the success of quality controls used are included
  • Any appointed Project Assurance roles agree with the report
  • Unexpected risks are reviewed to determine whether they could have been anticipated
  • Recommended actions are provided for each lesson (note that lessons are not ‘learned’ until action is taken).

Description
A specification which can be used to share lessons that apply across projects.

Get Started
1) Download the PRINCE2® - Lessons Report from the Solution Store
2) Adapt the custom fields to reflect your organization
3) Add lessons to share across projects using the example as a template.

 

PRINCE2® - Plan
A plan provides a statement of how and when objectives are to be achieved, by showing the major products, activities and resources required for the scope of the plan. In PRINCE2, there are three levels of plan: project, stage and team. Team plans are optional and may not need to follow the same composition as a project plan or stage plan.

An exception plan is created at the same level as the plan that it is replacing.

A project plan provides the business case with planned costs, and it identifies the management stages and other major control points. It is used by the Project Board as a baseline against which to monitor project progress.

Stage plans cover the products, resources, activities and controls specific to the stage and are used as a baseline against which to monitor stage progress.

Team plans (if used) could comprise just a schedule appended to the work package(s) assigned to the Team Manager.

A plan should cover not just the activities to create products but also the activities to manage product creation - including activities for assurance, quality management, risk management, configuration management, communication and any other project controls required.

The plan is derived from the project brief, quality management strategy (for quality management activities to be included in the plan), risk management strategy (for risk management activities to be included in the plan), communication management strategy (for communication management activities to be included in the plan), configuration management strategy (for configuration management activities to be included in the plan), resource availability, and registers and logs.

The following quality criteria should be observed:

  • The plan is achievable
  • Estimates are based on consultation with the "doers", and/or historical data
  • Team Managers agree that their part of the plan is achievable
  • It is planned to an appropriate level of detail (not too much, not too little)
  • The plan conforms to required corporate or programme standards
  • The plan incorporates lessons from previous projects
  • The plan incorporates any legal requirements
  • The plan covers management and control activities (such as quality) as well as the activities to create the products in scope
  • The plan supports the quality management strategy, configuration management strategy, risk management strategy, communication management strategy and project approach
  • The plan supports the management controls defined in the project initiation documentation

Description
A specification that can be used to document a project, stage or team plan, which is a statement of how objectives are to be achieved.

Get Started
1) Download the PRINCE2® - Plan from the Solution Store
2) Re-name this specification to "[Project|Team|Stage] Plan - [your project name]".
3) Adapt the Owner custom field to reflect the people in your organization, and amend the status values to match your processes.
4) Add records to each of the table of contents sections to address the points highlighted in the description.

 

PRINCE2® - Product Description
A product description is used to define a product to:
- Understand its detailed nature, purpose, function and appearance
- Define who will use it
- Identify the sources of information or supply for it
- Identify the level of quality required of it
- Enable identification of activities to produce, review and approve it
- Define the people or skills required to produce, review and approve it

A product description is derived from the product breakdown structure, The end-users of the product, quality management strategy and the configuration management strategy.

The following quality criteria should be observed:

  • The purpose of the product is clear and is consistent with other products
  • The product is described to a level of detail sufficient to plan and manage its development
  • The product description is concise yet sufficient to enable the product to be produced, reviewed and approved
  • Responsibility for the development of the product is clearly identified
  • Responsibility for the development of the product is consistent with the roles and responsibilities described in the project management team organization and the quality management strategy
  • The quality criteria are consistent with the project quality standards, standard checklists and acceptance criteria
  • The quality criteria can be used to determine when the product is fit for purpose
  • The types of quality inspection required are able to verify whether the product meets its stated quality criteria
  • The Senior User(s) confirms that their requirements of the product, as defined in the product description, are accurately defined
  • The Senior Supplier(s) confirms that the requirements of the product, as defined in the product description, can be achieved.

Description
A specification that can be used to define the product to be produced.

Get Started
1) Download the PRINCE2® - Product Description from the Solution Store
2) Re-name it to "Product Description - [Project name]"
3) Adapt the custom fields to reflect your organization
4) Using the example records as a template, complete the details for your organization.

 

PRINCE2® - Product Status Account
The product status account provides information about the state of products within defined limits. The limits can vary. For example, the report could cover the entire project, a particular stage, a particular area of the project, or the history of a specific product. It is particularly useful if the Project Manager wishes to confirm the version number of products.

The product status account is derived from the configuration item records and the stage plan.

The following quality criteria should be observed:

  • The details and dates match those in the stage plan
  • The product name is consistent with the product breakdown structure and the name in the configuration item record.

Description
A specification that can be used to provide a product status on a set of products.

Get Started
1) Download the PRINCE2® - Project Status Account from the Solution Store
2) Update the custom fields to reflect your organization.
3) The Created and Updated dates are handled automatically by RequirementONE.
4) Relationships with other items (records and issues) is achieved via the Requirement Link functionality.
5) Using the example as a template, add your own configuration items.

 

PRINCE2® - Project Brief
A project brief is used to provide a full and firm foundation for the initiation of the project and is created in the starting up a project process.

In the initiating a project process, the contents of the project brief are extended and refined in the project initiation documentation, after which the project brief is no longer maintained.

The project brief is derived from: a project mandate supplied at the start of the project; programme management - if the project is part of a programme, the project brief is likely to be supplied by the programme, and therefore it will not have to be derived from a project mandate; discussions with corporate management regarding corporate strategy and any policies and standards that apply; discussions with the project board and users if the project mandate is incomplete or if no project mandate is provided; discussions with the operations and maintenance organization (if applicable); discussion with the (potential) suppliers regarding specialist development lifecycles that could be used; lessons log.

The following quality criteria should be observed:

  • It is brief because its purpose at this point is to provide a firm basis on which to initiate a project. It will later be refined and expanded as part of the project initiation documentation
  • The project brief accurately reflects the project mandate and the requirements of the business and the users
  • The project approach considers a range of solutions, such as: bespoke or off-the-shelf; contracted out or developed in-house; designed from new or a modified existing product
  • The project approach has been selected which maximizes the chance of achieving overall success for the project
  • The project objectives, project approach and strategies are consistent with the organization’s corporate social responsibility directive
  • The project objectives are Specific, Measurable, Achievable, Realistic and Time-bound (SMART).

Description
A specification that can be used to create the project brief to initiate the process.

Get Started
1) Download the PRINCE2® - Project Brief from the Solution Store
2) Rename the specification to "Project Brief - [your project name]"
3) Amend the Custom fields to reflect your organization
4) Create your project brief by adding records to each section using the example records as templates
5) Share this specification with the project team, either directly via RequirementONE or by exporting the document to MS Word.

 

PRINCE2® - Project initiation documentation
The purpose of the Project Initiation Documentation (PID) is to define the project, in order to form the basis for its management and an assessment of its overall success. The project initiation documentation gives the direction and scope of the project and (along with the stage plan) forms the ‘contract’ between the Project Manager and the Project Board.

The three primary uses of the project initiation documentation are to:
1) Ensure that the project has a sound basis before asking the Project Board to make any major commitment to the project
2) Act as a base document against which the Project Board and Project Manager can assess progress, issues and ongoing viability questions
3) Provide a single source of reference about the project so that people joining the ‘temporary organization’ can quickly and easily find out what the project is about, and how it is being managed.

For large projects it is more appropriate for the Project Initiation Documentation to be a collection of stand-alone documents. The volatility of each element of the Project Initiation Documentation should be used to assess whether it should be stand-alone, e.g. elements that are likely to change frequently are best separated out.

The project initiation documentation is a living product in that it should always reflect the current status, plans and controls of the project. Its component products will need to be updated and re-baselined, as necessary, at the end of each stage, to reflect the current status of its constituent parts.

The version of the project initiation documentation that was used to gain authorization for the project is preserved as the basis against which performance will later be assessed when closing the project.

The project initiation documentation is derived from the project brief and discussions with user, business and supplier stakeholders for input on methods, standards and controls.

The following quality criteria should be observed:

  • The project initiation documentation correctly represents the project
  • It shows a viable, achievable project that is in line with corporate strategy or overall programme needs
  • The project management team structure is complete, with names and titles. All the roles have been considered and are backed up by agreed role descriptions. The relationships and lines of authority are clear. If necessary, the project management team structure says to whom the Project Board reports
  • It clearly shows a control, reporting and direction regime that can be implemented, appropriate to the scale, risk and importance of the project to corporate or programme management
  • The controls cover the needs of the Project Board, Project Manager and Team Managers and satisfy any delegated assurance requirements
  • It is clear who will administer each control
  • The project objectives, approach and strategies are consistent with the organization’s corporate social responsibility directive, and the project controls are adequate to ensure that the project remains compliant with such a directive
  • Consideration has been given to the format of the Project Initiation Documentation. For small projects a single document is appropriate.

Description
A specification that may be used as the basis of the Project Initiation Documentation (PID)

Get Started
1) Download the PRINCE2® - Project Initiation Documentation from the Solution Store
2) Re-name this specification to "Project Initiation Documentation - [your project name]".
3) Adapt the Owner custom field to reflect the people in your organization, and amend the status values to match your processes.
4) Decide on whether this specification will be used for the whole PID, or whether sections will be broken out into separate documents.
5) Complete the relevant sections using the instructions provided.
6) This document can then be exported to MS Word if needed, or compiled with other specifications to create the final document.

 

PRINCE2® - Project Mandate
The project mandate is used to initiate a project. The only information it will contain is a description of the project, the reason for the project and the executive who will be responsible for it.

Description
A specification used to capture the details needed to grant  project initiation approval.

Get Started
1) Download the PRINCE2® - Project Mandate from the Solution Store
2) Add each project mandate as a separate record, using the example as a template.
3) The project board approve projects, and a list of the projects to be approved can be seen under the "Proposed projects" section of the Table of Contents.
4) If a project is approved, a note should be added to the record to give any details around the approval, including any constraints. Ensure the records are placed in the appropriate place in the table of contents to reflect proposed, active and past projects. 

 

PRINCE2® - Quality Management Strategy
A Quality Management Strategy is used to define the quality techniques and standards to be applied, and the various responsibilities for achieving the required quality levels, during the project.

The Quality Management Strategy is derived from the: Project Board; Project Brief, Project management team structure (for roles and responsibilities), Project Product Description (for the customer’s quality expectations and acceptance criteria); Organizational standards; Supplier and customer quality management systems; Configuration management requirements; Change control requirements; Corporate or programme strategies; Facilitated workshops and informal discussions.

The following quality criteria should be observed:

  • The strategy clearly defines ways in which the customer’s quality expectations will be met
  • The defined ways are sufficient to achieve the required quality
  • Responsibilities for quality are defined up to a level that is independent of the project and Project Manager
  • The strategy conforms to the supplier’s and customer’s quality management systems
  • The strategy conforms to the corporate or programme quality policy
  • The approaches to assuring quality for the project are appropriate in the light of the standards selected.

Description
A specification which can be used to create a quality management strategy.

Get Started
1) Download the PRINCE2® - Quality Management Strategy from the Solution Store
2) Rename the specification to "Quality Management Strategy - [your project name]"
3) Amend the Custom fields to reflect your organization
4) Create your quality management strategy by adding records to each section using the example records as templates
5) Share this specification with the project team, either directly via RequirementONE or by exporting the document to MS Word.

 

PRINCE2® - Quality Register
A Quality Register is used to summarize all the quality management activities that are planned or have taken place, and provides information for the End Stage Reports and End Project Report.

Its purpose is to:
- Issue a unique reference for each quality activity
- Act as a pointer to the quality records for a product
- Act as a summary of the number and type of quality activities undertaken.

Derivation:
- The format and composition of the Quality Register will be defined in the Quality Management Strategy
- Entries are made when a quality activity is entered on a Stage Plan for the current management stage. It may be updated when a Team Plan is created
- The remaining information comes from the actual performance of the quality activity
- The sign-off date is when all corrective action items have been signed off.

Quality Criteria:

  • A procedure is in place that will ensure that every quality activity is entered on the Quality Register
  • Responsibility for the Quality Register has been allocated
  • Actions are clearly described and assigned
  • Entries are uniquely identified, including to which product they refer
  • Access to the Quality Register is controlled
  • The Quality Register is kept in a safe place
  • All quality activities are at an appropriate level of control.

Description
A specification that can be used to record the quality management activities.

Get Started
1) Download the PRINCE2® - Quality Register from the Solution Store
2) Adapt the custom fields to reflect your organization
3) Add quality items as records using the example as a template.

 

PRINCE2® - Risk Management Strategy
A Risk Management Strategy describes the specific risk management techniques and standards to be applied and the responsibilities for achieving an effective risk management procedure.

The Risk Management Strategy is derived from the: Project Brief; Business Case; The corporate or programme management’s risk management guide, strategy or policy.

The following quality criteria should be observed:

  • Responsibilities are clear and understood by both customer and supplier
  • The risk management procedure is clearly documented and can be understood by all parties
  • Scales, expected value and proximity definitions are clear and unambiguous
  • The chosen scales are appropriate for the level of control required
  • Risk reporting requirements are fully defined.

Description
A specification that can be used to create the risk management strategy for the project.

Get Started
1) Download the PRINCE2® - Risk Management Strategy from the Solution Store
2) Re-name this specification to "Risk Management Strategy - [your project name]".
3) Adapt the Owner custom field to reflect the people in your organization, and amend the status values to match your processes.
4) Add records to each of the table of contents sections to address the points highlighted in the description using the Introduction samples as a template.
5) The project team will use this specification to have a consistent process for Risk management.

 

PRINCE2® - Risk Register
A Risk Register provides a record of identified risks relating to the project, including their status and history. It is used to capture and maintain information on all of the identified threats and opportunities relating to the project.

Derivation:
- The composition, format and presentation of the Risk Register will be derived from the Risk Management Strategy
- Entries are made on the Risk Register once a new risk has been identified
- There may be one or more risks inherent in the project mandate
- New risks may be discovered when creating the Project Brief, designing and appointing the project management team, establishing the project’s controls and developing its plans, when issuing Work Packages, when reviewing Work Package status, or when reviewing stage status
- Daily Log/Issue Register - often issues raised to the Project Manager and captured in the Daily Log or Issue Register are actually risks and only identified as such after further examination.

Quality Criteria:

  • The status indicates whether action has been taken
  • Risks are uniquely identified, including information about which product they refer to
  • Access to the Risk Register is controlled and it is kept in a safe place.

Description
A specification that can be used to record all identified risks relating to the project.

Get Started
1) Download the PRINCE2® - Risk Register from the Solution Store
2) Update the custom fields to reflect your organization.
3) Add issues to the register, and use the custom fields to filter those that need work.
4) Use the Classification graphs to show overall progress.

 

PRINCE2® - Work Package
A work package is a set of information about one or more required products collated by the Project Manager to pass responsibility for work or delivery formally to a Team Manager or team member.

A work package is derived from any existing commercial agreements between the Customer and Supplier (if appropriate); quality management strategy; configuration management strategy; stage plan

The work package will vary in content and in degree of formality, depending on circumstances.

Where the work is being conducted by a team working directly under the Project Manager, the work package may be an oral instruction - although there are good reasons for putting it in writing, such as avoidance of misunderstanding and providing a link to performance assessment. Where the work is being carried out by a supplier under a contract and the Project Manager is part of the customer organization, there is a need for a formal written instruction in line with standards laid down in that contract.

The following quality criteria should be observed:

  • The required work package is clearly defined and understood by the assigned resource
  • There is a product description for each required product, with clearly identified and acceptable quality criteria
  • The product description(s) matches up with the other work package documentation
  • Standards for the work are agreed
  • The defined standards are in line with those applied to similar products
  • All necessary interfaces have been defined
  • The reporting arrangements include the provision for raising issues and risks
  • There is agreement between the Project Manager and the recipient on exactly what is to be done
  • There is agreement on the constraints, including effort, cost and targets
  • The dates and effort are in line with those shown in the stage plan for the current management stage
  • Reporting arrangements are defined
  • Any requirement for independent attendance at, and participation in, quality activities is defined.

Description
A specification that can be used to collate work into a package that can then be assigned.

Get Started
1) Download the PRINCE2® - Work Package from the Solution Store
2) Update the custom fields to reflect your organization.
3) Update the table of contents to reflect your projects.
4) Add work packages as records under the respective project name in the table of contents.
5) Use the Classification graphs to show overall progress.

 

Additional notes

This is everything you need to implement a project using PRINCE2®, fully customizable to meet your specific project needs. 

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