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PRINCE2 2017 FOUNDATION quiz
1. MATCH THE PURPOSE TO THE PRINCE2 ® PROCESS A. Starting up a Project (SU) D. Managing Product F. Initiating a Project (IP) Delivery (MP) B. Controlling a Stage (CS) E. Managing a Stage G. Directing a Project (DP) Boundary (SB) C. Closing a Project (CP) Using the PRINCE2 processes listed above, link the purpose statements to the relevant process. Each process may be used once, more than once or not at all.
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1.1.
The purpose of the __________________________ process is to provide a fixed point at which acceptance for the project product is confirmed and to recognize that objectives set out in the original Project Initiation Documentation have been achieved (or approved changes to the objectives have been achieved), or that the project has nothing more to contribute.
1.2.
The purpose of the __________________________ process is to establish solid foundations for the project, enabling the organization to understand the work that needs to be done to deliver the project’s products before committing to a significant spend.
1.3.
The purpose of the __________________________ process is to control the link between the Project Manager and the Team Manager(s), by agreeing to the requirements for acceptance, execution and delivery. The role of the Team Manager(s) is to coordinate an area of work that will deliver one or more of the project’s products. They can be internal or external to the customer’s organization.
1.4.
The purpose of the __________________________ process is to enable the Project Board to be provided with sufficient information by the Project Manager so that it can review the success of the current stage, approve the next Stage Plan, review the updated Project Plan, and confirm continued business justification and acceptability of the risks. Therefore, the process should be executed at, or close to the end of, each management stage. Projects do not always to go plan and in response to an Exception Report (if the stage or project is forecast to exceed its tolerances) the Project Board may request that the current stage (and possibly the project) is replanned. The output from replanning is an Exception Plan which is submitted for Project Board approval in the same way that a Stage Plan is submitted for approval.
1.5.
The purpose of the __________________________ process is to ensure that the prerequisites for Initiating a Project are in place by answering the question: do we have a viable and worthwhile project? The decision to start the project must be explicit; the activities from __________________________ happen before this decision. The purpose of this process is as much about preventing poorly conceived projects from ever being initiated as it is about approving the initiation of viable projects. As such, this is a lighter process compared to the more detailed and thorough __________________________ process. The aim is to do the minimum necessary in order to decide whether it is worthwhile to even initiate the project.
1.6.
The purpose of the __________________________ process is to assign work to be done, monitor such work, deal with issues, report progress to the Project Board and take corrective actions to ensure that the stage remains within tolerance.
1.7.
The purpose of the __________________________ process is to enable to Project Board to be accountable for the Project’s success by making key decisions and exercising overall control while delegating day-to-day management of the project to the Project Manager.
2.
MATCH THE PURPOSE TO THE THEME
A. Business Case D. Change F. Quality B. Risk E. Organization G. Plans C. Progress Using the PRINCE2 Themes listed above, link the purpose statements to the relevant Theme. Each Theme may be used once, more than once or not at all.
2.1. The purpose of the _______________________ theme is to create and maintain a business justification for the project; usually a business case. 2.2. The purpose of the _______________________ theme is to define and establish the project’s structure of accountability and responsibilities (the who?). 2.3. The purpose of the _______________________ theme is to define and implement the means by which the project will create and verify products that are fit for purpose. 2.4. The purpose of the _______________________ theme is to facilitate communication and control by defining the means of delivering the products (the where and how, by whom, and estimating then when and how much). 2.5. The purpose of the _______________________ theme is to identify, assess and control uncertainty and, as a result, improve the ability of the project to succeed. 2.6. The purpose of the _______________________ theme is to identify, assess and control any potential and approved changes to the baseline. 2.7. The purpose of the _______________________ theme is to establish mechanisms to monitor and compare actual achievements against those planned; provide a forecast for the project objectives and the project’s continued viability; and control any unacceptable deviations.
3.
MATCH THE PURPOSE TO THE PRODUCT
1. Plan 2. Risk Register
11. Stage Plan 12. Team Plan
3. Issue Register
13. Communication Management Approach 14. Risk Management Approach 15. Project Product Description 16. Lessons Log 17. Business Case
4. Issue Report 5. Project Plan 6. Product Description 7. Quality Management Approach 8. Benefits Management Approach 9. Product Status Account 10.
3.1.
18. Exception Plan
21. Quality Register 22. Configuration Item Record 23. Daily Log 24. Lessons Report 25. Checkpoint Report 26. Work Package 27. End Stage Report 28. End Project Report
19. Project Initiation 29. Exception Report Documentation Project Brief 20. Change Control 30. Highlight Report Approach Fill in the blanks using the PRINCE2 management products listed above. Each product may be used once, more than once or not at all.
A _________________________ defines the benefits management actions and benefits review that will be put in place to ensure that the project’s outcomes are achieved and confirm that the project’s benefits are realized. If the project is part of a programme, the benefits management approach may be contained within the programme’s benefits realization plan and executed at the programme level. Post-project, the _________________________ is maintained and executed by corporate, programme management of the customer.
3.2.
A _________________________ contains 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. This report is later amended further in order o record what option was decided upon, and finally updated when the implementation has been verified and the issue is closed.
3.3.
A _________________________ defines what the project must deliver in order to gain acceptance. It is used to: a.
Gain agreement from the user on the project’s scope and requirements
b. c.
Define the customer’s quality expectations Define the acceptance criteria, method and responsibilities for the project
This document is created in the Starting up a Project process as part of the initial scoping activity and is refined during the Initiating a Project process when creating the Project Plan. It is subject to formal change control and should be checked at stage boundaries (during Managing a Stage Boundary) to see if any changes are required. It is used by the Closing a Project process as part of the verification that the project has delivered what was expected of it, and that the acceptance criteria have been met. 3.4.
The purpose of the _________________________ is to capture and maintain information on all of the issues that are being formally managed. The product should be monitored by the Project Manager on a regular basis.
3.5.
The _________________________ is used to: a.
Understand the detailed nature, purpose, function and appearance of the product
b. c. d. e. f.
Define who will use the product Identify the sources of information or supply for the product Identify the level of quality required of the product Enable identification of activities to produce, review and approve the product Define the people or skills required to produce, review and approve the product.
3.6.
The _________________________ 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 in this management product for input to the project’s approaches and plans. Some lessons may originate from within the project – where new experience (both good and bad) can be passed on to others.
3.7.
The _________________________ 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 the identified threats and opportunities relating to the project.
3.8.
The _________________________ 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 _________________________ are extended and refined in the Project Initiation Documentation, after which the _________________________ is no longer maintained.
3.9.
The _________________________ is used to document the justification for the undertaking of a project, based on the estimated costs (of development, implementation and incremental ongoing operations and maintenance costs) against the anticipated benefits to be gained and offset by any associated risks. The outline _________________________ is developed in the Starting up a Project process and refined by the Initiating a Project process. The Directing a Project process covers the approval and re-affirmation of this management product.
This product is used by the Controlling a Stage process when assessing impacts of issues and risks. It is reviewed and updated at the end of each management stage by the Managing a Stage Boundary process, and at the end of the project by the Closing a Project process. 3.10
A _________________________ 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 _________________________. In PRINCE2, there are three levels of _________________________: project, stage and team. 3.10.1 A _________________________ is optional. 3.10.2 An _________________________ is created at the same level as the _________________________ it is replacing. 3.10.3 A _________________________ 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. 3.10.4 A _________________________ covers the products, resources, activities and controls specific to the stage and is used as a baseline against which to monitor stage progress. 3.10.5. A _________________________ (if used) could comprise just a schedule appended to the Work Package assigned to the Team Manager.
3.11
The purpose of the _________________________ is to define the project, in order to form the basis for its management and an assessment of its overall success. The _________________________ 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 _________________________ are to:
Ensure that the project has a sound basis before asking the Project Board to make any major commitment to the project Act as a base document against which the Project Board and the Project Manager can assess progress, issues and ongoing viability questions 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.
The _________________________ 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 _________________________ 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. 3.12
The _________________________ provides information abut 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. 3.13
A _________________________ describes how quality will be managed on the project. This includes the specific processes, procedures, techniques, standards and responsibilities to be applied.
3.14
A _________________________ 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 bidirectional flow of information.
3.15
A _________________________ describes the how risk will be managed on the project. This includes the specific processes, procedures, techniques, standards and responsibilities to be applied.
3.16
A _________________________ is used to identifiy, assess and control any potential and approved changes to the project baselines. It describes the procedures, techniques and standards to be applied and the responsibilities for achieving an effective issue management and change control procedure.
3.17
4.
MATCH THE DEFINITION TO THE PRINCIPLE
A. Continued business justification D. Learn from experience F. Manage by stages B. Defined roles and responsibilities E. Manage by exception G. Focus on products C. Tailor to suit the environment Using the PRINCE2 Principles listed above, link the purpose statements to the relevant Principle. Each Principle may be used once, more than once or not at all. Definition 4.1. PRINCE2 project teams learn from previous experience; lessons are sought, recorded and acted upon throughout the life of the project. 4.2. A PRINCE2 project has defined and agreed roles and responsibilities within an organization structure that engages the business, user and supplier stakeholder interests. 4.3. A PRINCE2 project is planned, monitored and controlled on a stage-by-stage basis. 4.4. A PRINCE2 project has defined tolerances for each project objective to establish limits of delegated authority. 4.5. A PRINCE2 project focuses on the definition and delivery of products, in particular their quality requirements. 4.6. PRINCE2 is tailored to suit the project’s environment, size, complexity, importance, capability and risk. 4.7. A requirement for PRINCE2 projects is that: There is a justifiable reason to start it The justification should remain valid throughout the life of the project The justification is documented and approved
Principle
5. LIST THE PRINCE2 PROCESSES AND IDENTIFY WHO IS RESPONSIBLE FOR THEM Process
Level of Management
Person/Group responsible
5.2 5.3 5.4 5.5 5.6 5.7
6.
LIST THE PRINCE2 THEMES
6.1.
_____________________________________________________________________
6.2.
_____________________________________________________________________
6.3.
_____________________________________________________________________
6.4.
_____________________________________________________________________
6.5.
_____________________________________________________________________
6.6.
_____________________________________________________________________
6.7.
_____________________________________________________________________
7.
LIST THE PRINCE2 PRINCIPLES
7.1.
_____________________________________________________________________ ___
7.2.
_____________________________________________________________________ ___
7.3.
_____________________________________________________________________ ___
7.4.
_____________________________________________________________________ ___
7.5.
_____________________________________________________________________ ___
7.6.
_____________________________________________________________________ ___
7.7.
_____________________________________________________________________ ___
ANSWERS
1.1 1.2 1.3 1.4 1.5
Closing a Project Initiating a Project Managing Product Delivery Managing a Stage Boundary Starting Up a Project, Initiating a Project Controlling a Stage Directing a Project
2.1. 2.2. 2.3. 2.4. 2.5. 2.6. 2.7.
Business Case Organization Quality Plans Risk Change Progress
4.1. 4.2. 4.3. 4.4. 4.5. 4.6. 4.7.
Learn from experience Defined roles and responsibilities Manage by stages Manage by exception Focus on products Tailor to suit the project environment Continued business justification
3.15. 3.16.
Benefits Review Plan Issue Report Project Product Description Issue Register Product Description Lessons Log Risk Register Project Brief Business Case Plan 3.10.1. Team Plan 3.10.2. Exception Plan, Plan 3.10.3. Project Plan 3.10.4. Stage Plan 3.10.5. Team Plan Project Initiation Documentation Product Status Account Quality Management Approach Communications Management Approach Risk Management Approach Change Control Approach
5.
Process
Level of Management
Starting up a Project
Directing and Managing Directing Managing Managing Delivering
Person/Group responsible Project Board and the Project Manager Project Board Project Manager Project Manager Team Manager
Managing
Project Manager
1.6 1.7 3.1. 3.2. 3.3. 3.4. 3.5. 3.6. 3.7. 3.8. 3.9. 3.10.
3.11. 3.12. 3.13. 3.14.
5.2 5.3 5.4 5.5 5.6
Directing a Project Initiating a Project Controlling a Stage Managing Product Delivery Managing a Stage Boundary
5.7
Closing a Project
Managing
6. 7.
The seven PRINCE2 Themes are given in question 2. The seven Principles are given in question 4.
Project Manager