Project Management Professional / PRINCE2 The Seven Processes Syllabus

Name the three groups of activities within Controlling a Stage (CS).

Work Packages (authorize, review status, receive completed); Monitoring and reporting (review stage status, report highlights); and Issues (capture and examine issues/risks, escalate, take corrective action).

What is a Work Package in PRINCE2 and which CS activity authorises it?

A Work Package is the set of information about one or more required products given by the Project Manager to a Team Manager to authorise and control production. It is created by the 'authorize a Work Package' activity in Controlling a Stage.

Which report does the Project Manager produce regularly in CS to keep the Project Board informed?

The Highlight Report, sent at a frequency defined by the Project Board, summarising stage progress (management by exception means the Board need not meet otherwise).

What is the purpose of the Managing Product Delivery (MP) process?

To control the link between the Project Manager and the Team Manager(s) by placing formal requirements on accepting, executing, and delivering project work (the specialist products).

From whose perspective is the Managing Product Delivery (MP) process written?

From the Team Manager's perspective; it is the Team Manager's process for receiving, executing, and returning Work Packages, agreeing the work with the Project Manager.

What are the three activities of the Managing Product Delivery (MP) process?

Accept a Work Package; execute a Work Package; deliver a Work Package.

What is the interface between Controlling a Stage (CS) and Managing Product Delivery (MP)?

The Work Package: CS 'authorize a Work Package' hands it to MP 'accept a Work Package'; on completion MP 'deliver a Work Package' returns it to CS 'review Work Package status / receive completed Work Packages'.

Which log does the Team Manager use during MP to record technical progress on a Work Package?

The Checkpoint Report (sent to the Project Manager at the frequency agreed in the Work Package) and the Quality Register entries are updated as quality activities are carried out.

What is the purpose of the Managing a Stage Boundary (SB) process?

To enable the Project Board to decide whether to continue: it provides the Board with an update of the Project Plan and Business Case, a review of stage performance, and a plan for the next stage so they can authorise continuation.

What triggers the Managing a Stage Boundary (SB) process?

The Project Manager, near the end of a management stage (as directed from Controlling a Stage), when approaching the stage boundary and needing approval to proceed to the next stage.

What are the key activities of Managing a Stage Boundary (SB)?

Plan the next stage; update the Project Plan; update the Business Case; report stage end (produce the End Stage Report); and (if needed) produce an Exception Plan.

Which report is the principal output of Managing a Stage Boundary (SB)?

The End Stage Report, which reviews the just-completed stage's performance and is submitted with the next Stage Plan to the Project Board for the end-stage assessment decision.

When is an Exception Plan produced in Managing a Stage Boundary (SB)?

When a stage or the project is forecast to exceed its tolerances (an exception). The Project Board requests an Exception Plan (via 'give ad hoc direction') to replace the remainder of the current plan; SB then produces it.

What is the purpose of the Closing a Project (CP) process?

To provide a fixed point at which acceptance of the project product is confirmed and to recognise that the objectives set out in the original PID have been achieved (or that the project has nothing more to contribute).

What triggers the Closing a Project (CP) process?

It is triggered from within Controlling a Stage during the final stage when the project's end is approaching (planned closure), or by a Project Board instruction for premature closure.

What are the key activities of the Closing a Project (CP) process?

Prepare planned closure (or prepare premature closure); hand over products; evaluate the project; and recommend project closure.

Which report is produced in Closing a Project (CP) to review how the project performed against its PID?

The End Project Report, which includes the Lessons Report (or references it) and the Benefits Management Approach for measuring post-project benefits.

Is Closing a Project (CP) a separate stage in PRINCE2?

No. Closure activities are part of the work of the final delivery stage, not a stage of their own. CP runs within the last stage and produces the recommendation to close, which DP then authorises.

Which PRINCE2 process is NOT a stage and runs throughout, used only by the Project Board?

Directing a Project (DP). It spans from authorising initiation to closure but consists only of Project Board decisions, not day-to-day management work.

In the PRINCE2 process model, which processes are used by the Project Manager?

Starting Up a Project (SU), Initiating a Project (IP), Controlling a Stage (CS), Managing a Stage Boundary (SB), and Closing a Project (CP). The Project Manager drives all of these (DP belongs to the Board; MP to the Team Manager).

In the PRINCE2 process model, map each management level to its processes: Board, Project Manager, Team Manager.

Directing level (Project Board): Directing a Project (DP). Managing level (Project Manager): SU, IP, CS, SB, CP. Delivering level (Team Manager): Managing Product Delivery (MP).

What is the correct chronological order of the PRINCE2 processes across a single-stage-then-delivery project?

SU -> (DP authorises initiation) -> IP -> (DP authorises project + stage) -> CS <-> MP for each delivery stage, with SB at each stage boundary, and CP within the final stage, all overseen by DP throughout.

Which two processes exchange information via the 'request to deliver a project' / authorisation, marking the transition from planning to first delivery stage?

Initiating a Project (IP) produces the PID and request; Directing a Project (DP) responds with 'authorize the project'; Controlling a Stage (CS) then begins the first delivery stage.

How many management stages must every PRINCE2 project have, as a minimum?

A minimum of two: the initiation stage (managed by IP) plus at least one further delivery (management) stage (managed by CS). $\text{stages}_{min} = 2$.

Which process produces the Lessons Log and which produces the Lessons Report?

The Lessons Log is created in Starting Up a Project (SU) and updated throughout. The Lessons Report is produced when useful lessons are identified, typically in Managing a Stage Boundary (SB) and Closing a Project (CP).

Compare the End Stage Report and the End Project Report.

The End Stage Report (from SB) reviews one completed stage and is given to the Board at each stage boundary to decide on continuation. The End Project Report (from CP) reviews the whole project against the PID at project end. Both inform Project Board decisions.

What is the relationship between Controlling a Stage (CS) and Directing a Project (DP) during a stage?

CS sends Highlight Reports and escalates Exception Reports to DP; DP gives ad hoc direction and approves Exception Plans. The Board steers via management by exception while the Project Manager runs the stage day to day.

Which process first creates the project management team structure and role descriptions?

Starting Up a Project (SU), in the 'design and appoint the project management team' activity. The structure is later confirmed and detailed in the PID during Initiating a Project (IP).

What is the trigger for premature closure, and which process handles it?

A Project Board instruction (via 'give ad hoc direction' in DP), usually following an exception. It is handled by the Closing a Project (CP) process through the 'prepare premature closure' activity.

Which report does a Team Manager send to the Project Manager during MP, and which does the Project Manager send to the Board during CS?

Team Manager -> Project Manager: Checkpoint Report (during Managing Product Delivery). Project Manager -> Project Board: Highlight Report (during Controlling a Stage).

In the process model, what closes the loop at the end of the project between CP and DP?

Closing a Project (CP) produces the 'recommend project closure' notification and End Project Report; Directing a Project (DP) responds with 'authorize project closure', formally disbanding the project and confirming acceptance.