PRINCE2 Foundation Workshops -- Organization

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PRINCE2® Foundation Workshops

By Frank Turley, Management Plaza

Theme: Organization

Use this course in conjunction with the:

The PRINCE2® Foundation Training Manual

PRINCE2® is a Registered Trade Mark of the Cabinet Office.

PRINCE2™ is a Trade Mark of the Cabinet Office.

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• Purpose of the Organization theme “Accountability….”

• Definitions

• Three Project Interests

• Project Management Team (3 levels)

• Project Management Team Roles

– Plus Change Authority, Project Support & Project Assurance

• Dealing with changes to the Project Management Team

• Types of Stakeholder & Stakeholder Engagement

• The Communication Management Strategy

• Roles and responsibilities

• Which principle is supported by the Organization?

Theme Organization: Topics

Organization Theme

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The purpose of the Organization theme is to define and establish the project’s structure of accountability and responsibilities (the who?)

Purpose of the Organization theme

• Have business, user and supplier stakeholder representation

• Defining responsibilities for directing, managing and delivering the project and clearly defining accountability at each level

• Review project roles throughout the project (still effective?)

• Manage communication flows to / from key external stakeholders.

A successful project organization should

Organization Theme

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• Project: 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’.

– Project output: A product or Service (update process, new sales office,…)

• A programme is a temporary flexible organizational structure

created to coordinate, direct and oversee the implementation of a

set of related projects and activities, in order to deliver outcomes

and benefits related to the organization’s strategic objectives.

• Customer / Supplier environment – PRINCE2 is based on a customer / supplier environment (PRINCE2 assumption)

– The Customer can list the requirements and pay for the project

– The Supplier can provide the resources and skills to deliver the products

Organizations definitions

Organization Theme

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Business User Supplier User Supplier

Business

Three project interests (three primary stakeholders)

The Project

• Just imagine if one of these was missing – what would happen?

Organization Theme

Based on OGC PRINCE2® material. Reproduced under license from OGC

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Project Management Structure & the Project Management Team

Corporate or programme management

Directing – Project Board

Managing – Project Manager

Delivering – Team Manager

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• Project Structure has 4 levels

• Project Management Team has 3 levels

Project Management

Team

Project Management

Structure

Organization Theme

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Project Management Team

Project Management

Team

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Senior

User Executive

Senior Supplier


Corporate or Programme Management

Project Manager

Team

Manager

Change

Authority

Project

Support

Project Board

Organization Theme

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Senior

User Executive

Senior Supplier



Project Manager

Project Assurance

Business Assurance User Assurance Supplier Assurance

Team

Manager

Project Assurance

• Wish to assure that all is going OK with the project & assist the PM

• Check from a User, Business and Supplier point of view

• Project Assurance is the responsibility of the Project Board

Organization Theme

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• Authority

• Credibility

• Ability to delegate

• Availability

The Project Board members should have

Eg: Supply resources

Other people must listen to them

Instead of micro-management

Must be available, otherwise replace

Organization Theme

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• It is good practice to keep the size of the Project Board as small as possible while still representing all business, user and supplier interests.

• Why : keep the Size of the Project Board small?

– The main task for the Project Board is to make decisions

– A large Project Board will not be efficient

Example: How to deal with large Project Board?

• Create sub-groups under User & Supplier (allows all to have a say) • Appoint one or two persons to represent this group at board level

Organization Theme


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• Ideally, the Project Manager and Project Board members should stay with the project throughout its life.

• Project roles should be reviewed for the next stage during the Managing a Stage Boundary process.

• Why change during the Managing a Stage Boundary process ?

– This is where you review the performance of the last stage

– This is where you are planning the next stage

Dealing with changes to the project management team

Organization Theme

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• Support or oppose the project

• Gain or lose as a result of project delivery

• See the project as a threat or enhancement to their position

• Become active supporters or blockers of the project and its progress.

Types of stakeholder

Some people will

Exercise: • Think of a project to build a by-pass road around a town • Identify at least 6 different types of stakeholders

Organization Theme

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• Introduction

• Communication procedure

• Tools and techniques

• Records

• Reporting

• Timing of communication activities


• Stakeholder analysis

• Info needs for each interested party

The Communication Management Strategy (CMS)

Doc purpose, objectives

Channels, standards

Web, Newsletter, email

What data needs to be stored

Description of any reports

When & type, formal, informal

Who is responsible for what?

Identify, current & desired relationship

Matrix overview – stakeholder vs information

Structure of the CMS document

Organization Theme

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by Frank Turley

Management-Plaza.com

Version 1.2d

Authorize

initiation

Authorize

the project

Authorize a Stage

or Exception Plan Give ad hoc

direction

Auth. project

closure

Directing a Project

Initiation – 1st Stage Closing a Project


End Stage Rpt Communication

Management Strategy

Stage Boundary: Created

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-- Team Manager assists the Project Manager

-- Created once during project (can be updated)

-- Created or updated once per stage

-- Created or updated many times during a stage

-- Once per Work Package

-- Many per Work Package

P I D

Based on OGC PRINCE2® material. Reproduced under license from OGC SU Process

Pre-Project

CP is the last part of the last stage

Created

Project Brief

Assists with Planning

*

Initiation – 1st Stage Delivery Stages : Controlling a Stage & Stage Boundary Closing a Project Pre-Project

- PMT

Starting Up A Project Closing a Project

Delivery Stages : Controlling a Stage & Stage Boundary © Iplazza NV

PMT - Roles

Organization related products

Organization documentation

1-PMT (Project Management Team) - This is added to the Project Brief

2-Communication Management Strategy - Guideline for communication during project

3-PMT Roles Descriptions

4-End Stage Report - Document change suggestions to PMT

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Organization Theme

http://www.mgmtplaza.com/



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• Corp or Prog. Mgmt

• Executive

• Senior User

• Senior Supplier

• Project Manager

• Project Assurance

• Project Support

Roles and responsibilities

Executive, supply template CMS

PM, confirms PMT & approve CMS

User resources,

Supplier resources

Prepare CMS, PMT & role descriptions

Advise on project members, check CMS

Admin support for PM

CMS: Communication Management Strategy document

Organization Theme

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1. Continued business justification

2. Learn from experience

3. Defined roles and responsibilities

4. Manage by stages

5. Manage by exception

6. Focus on products

7. Tailor to suit the project environment

Question: Which Principles does the Organization Theme support?

Theme Organization

Where do you work this principle?

Organization Theme

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• Purpose of the Organization theme “Accountability….”

• Definitions (Project, Corporate)

• Three Project Interests

• Project Management Team (3 levels)

• Project Management Team Roles

– Plus Change Authority, Project Support & Project Assurance

• Dealing with changes to the Project Management Team

• Types of Stake Holder & Stakeholder Engagement

• The Communication Management Strategy


• Which principle is supported by the Organization?

Review: Theme Organization

Q&A: PRINCE2® Foundation Q&A workbook (15 minutes)

Organization Theme

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Organization

Review Questions

These questions are taken from the Foundation Q&A Workbook by Management Plaza

Organization Theme

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Organization Review Questions

1. Which roles represent the managing and delivering levels in the project management team?

2. Who (which role) does the Project Manager discuss the following with: Work Packages, frequency of the Checkpoint Reports, when the products will be delivered and tolerances?

3. Which role is responsible for creating the four strategy documents including the Communications Management Strategy and when are these created (in which process)?

4. What is a purpose of Project Assurance? (You just need to be aware of what this role is for.)

5. List just one purpose of the Communication Management Strategy? (Try to think of what it is used for. This will help you recognize the answer in a multiple choice question.)

6. Which of these roles can the Project Manager also perform? (So the Project Manager can act as this role and make decisions within certain limits.)

a) Executive b) Project Assurance

c) Change Authority d) Senior User

7. Can some stakeholders have roles in the Project Management Team?

8. What is a purpose of the Organization theme? (Try to think of one or two keywords and remember you will just have to recognize the answer from a list in the exam.)

Organization Theme

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Organization Review Questions

9. Which of the following roles can the Project Manager also perform if they have the specialist skills (knowledge about the products to be produced)?

a) Senior User(s) b) Team Manager(s)

c) Project Assurance d) Quality Assurance

10. List a purpose of the Change Authority (You just need to understand why this role exists.)

11. Which of these roles can the Project Manager NOT perform?

a) Change Authority b) Project Assurance c) Project Support d) Team Manager.

12. Which principle does the Organization theme support? (Look at the list of principles and choose.)

13. Which level is in the Project Management Structure but not the Project Management Team?

14. List the three project interests (also known as the three primary stakeholders) that should always be represented in a project.

15. Which of these roles must only be carried out by one person?

a) Senior Supplier b) Senior Supplier c) Project Assurance d) Executive

Organization Theme

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Thanks for participating in this PRINCE2 Workshop

Our objectives at Management Plaza

• Help companies introduce PRINCE2 into their organization

• Provide PRINCE2 workshop content for Processes & Themes

• Provide Q&A at the end of each Workshop

• Provide a fully documented PRINCE2 Sample Project

• Provide PRINCE2 Diagrams (e.g. The PRINCE2 Product Map)

• Provide PRINCE2 Exams with FREE PRINCE2 Self Study course

Lets us know if you are interested in any of this information

• Contact us at [email protected]

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