The PRINCE2 Processes Explained

The PRINCE2 project management methodology breaks projects down into staged which are then each managed as an entity on their own. This ensures that each stage can be monitored and controlled which provides the ability to resolve situations, risks and issues as soon as they arise. The goal of any PRINCE2 project is to deliver a product which meets the expectations and agreed upon criteria as determined by the Customer. The PRINCE2 project management method consists of 7 Principles, 7 Themes and 7 Processes. The PRINCE2 processes explained below are what drive a PRINCE2 project towards a successful completion.

1. Starting Up a Project (SU)

The Starting Up a Project process is the first of the 7 PRINCE2 Processes when using the PRINCE2 project management method. Technically, this is actually a pre-project process as it deals with ensuring that the requirements for beginning the project are in place. This process uses the Project Mandate which provides a basic definition of what reasons there are for the project to be initiated and what the expected outcomes of the project are.

During the Starting Up a Project process of the PRINCE2 project management method the Initiation Stage plan will be created, the Project Brief will be prepared, the project management team will be appointed and the information required by the PRINCE2 project team will be compiled. This PRINCE2 process aims to determine whether or not the PRINCE2 project is viable.

2. Directing a Project (DP)

The PRINCE2 Directing a Project process runs from the very start of any PRINCE2 project until project closure. This process is aimed at the PRINCE2 Project Board which manages and monitors the project. The Directing a Project process of the PRINCE2 project management method does not handle the day-to-day activities of the PRINCE2 Project Manager.

This PRINCE2 process has four main responsibilities in terms of the project:

◉ Initiating the PRINCE2 project if it is deemed viable

◉ Monitoring progress whilst providing guidance and dealing with exception situations

◉ Addressing stage boundaries

◉ Closure of the PRINCE2 project (planned or premature)

3. Initiating a Project (IP)

The Initiating a Project process of the PRINCE2 project management method is where work on the actual project truly begins. This is the main planning stage of a PRINCE2 project and the Project Initiation Document (PID) is created during this process. During the Initiating a Project process, the work done in Starting Up a Project is expanded upon and all elements are viewed in more depth. This is when the “What? When? How? Where? And Who?” questions are answered.

It is also important during this project management process to confirm that there is an acceptable Business Case as this is vital to the success of any PRINCE project. Committing the necessary resources for the first stage of the project is also done during the Initiating a Project process and a baseline for decision-making processes is established. This PRINCE project management process will set the tone for the project which means that it is essential to ensure that the appropriate actions have been taken before the project continues any further.

4. Controlling a Stage (CS)

Controlling a Stage is the PRINCE2 project management process which ensures that each project stage stays on track. The monitoring and control activities of the PRINCE2 Project Manager are addresses by this process which enables the Project Manager to react appropriately to any unforeseen events that occur. The Controlling a Stage PRINCE2 process deals with the day-to-day management of the project which is the core role of the Project Manager position. This PRINCE2 project management process is applied to each stage of the PRINCE2 project and repeats in a cycle as necessary until the closure of the project. Some of the key activities in this project management process are:

◉ Authorising work packages

◉ Compiling progress reports for the PRINCE2 Project Board

◉ Reporting on stage highlights

◉ Monitoring any changes that arise

◉ Escalating project issues that require PRINCE2 Project Board attention

◉ Taking corrective action

◉ Taking receipt of completed work packages

5. Managing Product Delivery (MP)

In the PRINCE2 project management method, the Managing Product Delivery process provides the link between the PRINCE2 Project Manager and the Project Team Managers. This PRINCE2 project management process controls the flow of work packages from the moment that they are assigned to the relevant team until they are delivered back to the Project Manager via the Team Manager. Work packages travel the following route:

Project Manager > Team Manager > Project Team > Team Manager > Project Manager

Some of the main responsibilities of this PRINCE2 process are:

◉ Accepting work packages

◉ Executing work packages

◉ Ensuring that the work packages meet all necessary requirements

◉ Delivering the completed work packages

◉ Receiving approval for completed work packages

◉ Monitoring work progress and forecasts

6. Managing a Stage Boundary (SB)

The most important part of the Managing a Stage Boundary process in PRINCE2 project management is to provide the Project Board with key decision points in order to determine the continued feasibility of the project at hand. This information will enable the PRINCE2 Project Board to decide whether or not the project should continue on to the next stage. The activities and objectives of this PRINCE2 project management process include:

◉ Providing assurance to the Project Board that the deliverables have been completed in accordance with the defined requirements

◉ Providing information to the Project Board to assess project viability

◉ Providing information to the Project Board in order to gain approval for the completion of the current PRINCE2 project stage

◉ Determining the tolerance levels for the next project stage

◉ Gaining authorisation to begin work on the next project stage

◉ Reviewing and updating (where necessary) the Business Case, Project Plan and Risk Register

◉ Producing an Exception Plan (when necessary)

◉ Recording any lessons which have been learned during this stage

7. Closing a Project (CP)

The PRINCE2 Closing a Project process relates to any closure of the project – whether it is the planned closure of a successfully completed project or the premature closure of a project which has proven to be unfeasible. Just as it is important to begin a PRINCE2 project in a controlled manner; it is equally essential to ensure a controlled closure. The decision to bring a PRINCE2 project to an end belongs to the Project Board and it is the responsibility of the Project Manager to prepare and compile the information and documentation that will be required for this decision to be made. The main objectives of the PRINCE2 Closing a Project process are:

◉ Determine whether the objectives detailed in the Project Initiation Document (PID) have been achieved

◉ Ensure that the product has been handed over to the Customer

◉ Confirm that the Customer’s product expectations have been met

◉ Gain formal acceptance of the project’s product/s

◉ Ensure that operational and maintenance arrangements are in place for the product/s

◉ Provide recommendations for follow-on actions that may be required

◉ Update the Lessons Log

◉ Update the Issue Register

◉ Compile the End Project Report to be provided to the PRINCE2 Project Board

◉ Notify the organisation in charge of the intention to bring the project to an end

When it comes to the world of project management it is vital to ensure that you are using a method which has been consistently proven to have a high rate of success. The PRINCE2 project management method has earned its reputation for success and this has led to it being the most choice across the world. Choosing the right project management method can literally make the difference between project failure and project success.