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Presentation to BCS
23rd November 2010
Shore PMS Limited
1
PRINCE2®:
It‟s just “Structured Common Sense”
Dave Tyler CEng MIEE MAPM
Presentation to BCS Wiltshire Branch 23rd November 2010
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Agenda
• Aim of this Presentation
• Introductions
• PRINCE2: What & Why?
• Components of PRINCE2 2009 Edition
• “Structured Common Sense”: – “Manage by Stages” (Principle)
– “Manage by Exception” (Principle)
– “Focus on Products” (Principle)
– “Initiating a Project” (Process)
– “Change” (Theme)
• Tailoring
• Q&A
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Presentation Aims
• To look at PRINCE2 from a different perspective: – “Structured Common Sense”
– Introduce PRINCE2 to newcomers
– Look at the parallels with everyday life
– Counter some popular perceptions / misconceptions?
• Not a tutorial
• Not a sales pitch
• Not going to explore professional case studies
• No IT/IS Project “War Stories”!
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Presentation to BCS
23rd November 2010
Shore PMS Limited
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Introductions
• I am a Practising Project Manager – and proud of it! – 15 years working in and leading projects
– Primarily IT, and generally IT infrastructure
– Government Sector
– Former Civil Servant, several years with IT Services company, “Independent” for the last 3 Years
– MAPM, MIEE, CEng
• I am an APMG accredited PRINCE2 Trainer – Part time role as Lead Trainer for an international consultancy
• A genuine advocate for PRINCE2 – not just because it pays my mortgage!
“Those that can, do. Those that can’t, teach” Really?
Presentation to BCS
23rd November 2010
Shore PMS Limited
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PRINCE2: What & Why?
• PRINCE2:
– PRojects
– IN
– Controlled
– Environments
• But why the “2” ?? – 1989 – PRINCE established by CCTA (now OGC)
– 1996 – PRINCE2 launched by CCTA
– 16th June 2009 – PRINCE2 refresh launched
Presentation to BCS
23rd November 2010
Shore PMS Limited
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PRINCE2: What & Why?
• OGC owns the copyright on the PRINCE2 materials and method
• The APM Group Ltd (APMG) is the certification body for PRINCE2 and is accredited by UKAS
• APMG assesses PRINCE2 materials, courses, trainers and training organisations
• PRINCE2 Manual published by TSO
Presentation to BCS
23rd November 2010
Shore PMS Limited
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PRINCE2: What & Why?
• PRINCE2: – is a Project Management Methodology
– Is based on lessons learned by multi-national organisations
– if applied appropriately, will increase the chances of a successful outcome for your projects
• PRINCE2 is NOT: – Project Management Software
– General / Project Management Training
– Too expensive to implement on small projects
– Only for large organisations
– A “magic formula” for complete success
Presentation to BCS
23rd November 2010
Shore PMS Limited
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PRINCE2: What & Why?
• Reasons for Project Failure: – No/Poor Business Case
– No/Poor Quality Management
– No/Poor Definition of Required Outcome(s)
– No/Poor Communication with Stakeholder
– No/Poor Roles Definition
– No/Poor Estimation of Costs and Durations
– No/Poor Planning
– No/Poor Controls and Monitoring of Progress
– No/Poor Definition and Agreement of Business Requirements
Presentation to BCS
23rd November 2010
Shore PMS Limited
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PRINCE2: What & Why?
• Some benefits of PRINCE2: – Embodies established and proven best practice and governance
– Can be applied to any type of project
– Widely recognised and understood – common vocabulary
– Provides for explicit recognition of project responsibilities
– Defined structure for accountability, delegation, authority and communication
– Based on the concept of “management by exception”
– Focus on viability driven by the Business Case
– Promotes learning and continual improvement
– Training organisation and Trainers are Accredited by APM Group Ltd. ensuring consistently high standards of training are provided
Presentation to BCS
23rd November 2010
Shore PMS Limited
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PRINCE2: What & Why?
• PRINCE2 Provides: – Controlled Start, Middle and End
– Regular reviews of progress against plan and the Business Case
– Flexible decision points
– “Management by Exception”
– Management and Stakeholder involvement at appropriate points
– Communication channels
– Common understanding of what is required of the Project and monitoring achievements
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Components of PRINCE2 2009 Edition
• Principles:
• Themes: • Processes:
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Components of PRINCE2 2009 Edition
• Principles:
– Continued business justification
– Learn from experience
– Defined roles and responsibilities
– Manage by stages
– Manage by exception
– Focus on products
– Tailor to suit the project environment
• Themes: • Processes:
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Components of PRINCE2 2009 Edition
• Principles:
– Continued business justification
– Learn from experience
– Defined roles and responsibilities
– Manage by stages
– Manage by exception
– Focus on products
– Tailor to suit the project environment
• Themes:
– Business Case
– Organisation
– Quality
– Plans
– Risk
– Change
– Progress
• Processes:
Presentation to BCS
23rd November 2010
Shore PMS Limited
15
Components of PRINCE2 2009 Edition
• Principles:
– Continued business justification
– Learn from experience
– Defined roles and responsibilities
– Manage by stages
– Manage by exception
– Focus on products
– Tailor to suit the project environment
• Themes:
– Business Case
– Organisation
– Quality
– Plans
– Risk
– Change
– Progress
• Processes:
– Starting up a project
– Directing a project
– Initiating a project
– Controlling a stage
– Managing product delivery
– Managing a stage boundary
– Closing a project
Presentation to BCS
23rd November 2010
Shore PMS Limited
16
Components of PRINCE2 2009 Edition
• Principles:
– Continued business justification
– Learn from experience
– Defined roles and responsibilities
– Manage by stages
– Manage by exception
– Focus on products
– Tailor to suit the project environment
• Themes:
– Business Case
– Organisation
– Quality
– Plans
– Risk
– Change
– Progress
• Processes:
– Starting up a project
– Directing a project
– Initiating a project
– Controlling a stage
– Managing product delivery
– Managing a stage boundary
– Closing a project
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Manage by stages”
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Manage by stages”
• PRINCE2 says: – A PRINCE2 project is planned, monitored and
controlled on a stage-by-stage basis
– Planning horizons • Divide project into management stages
• High level project plan, detailed stage plan for this stage
• Planning, delegating, monitoring and controlling the project
stage by stage
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Manage by stages”
• We say:
– We managed our last holiday “by stages”
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Manage by stages”
• Holiday “Project Plan” only bound by 3 firm constraints
– Overnight ferry from Portsmouth (Wed 8 Sept)
– Italian GP / Hotel in Milan (Fri 10th / Sat 11th / Sun 12th Sept)
– Eurotunnel back to UK (Wed 15 Sept)
• Considered every day to be a “Stage” within the overall Project Plan
– Detail of each “Stage” worked out the evening before
– Flexibility to deal with each stage when you get there…
• …without jeopardising overall project aims
• …without needing to re-plan later stages in response to the execution of the project
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Manage by stages”
• Enabled us to spend an unplanned day visiting Chamonix Mont-Blanc before visiting Milan…
• Enabled us to spend a morning driving up and down the Stelvio Pass after visiting Milan…
• If we‟d have planned everything down to the last detail before we left the UK, we‟d have had to re-plan to accommodate the changes, and the original planning cycle would have been pointless!
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Manage by exception”
Presentation to BCS
23rd November 2010
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“Manage by exception”
• PRINCE2 says: – …defined tolerances for each project objective to establish limits
of delegated authority
– …tolerance provides an agent of governance in the project
– …if tolerances are forecast to be exceeded the next senior level of management is alerted
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Manage by exception”
• We say: – Its just like buying a wedding dress…
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Manage by exception”
• It is likely that a budget will have been agreed for the Wedding Dress… – Say £300?
• But it‟s possible that the desired dress is over-budget…
• At £330, the Bride may consider it is “within Tolerance” – Overspend by £30 is acceptable to the Budget Holder!
– [P2 says there is a “Tolerance” of £30 on the cost of the dress]
• At £400, it may be considered to be “out of Tolerance” – The “Wedding Dress Project” is “In Exception” on cost grounds…
– The Bride will need to escalate the matter to the next level of management (Groom? Bride‟s Father?)…
– …and seek instruction on how to proceed
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Manage by exception”
• But there is one VERY important fact that applies to PRINCE2 projects, and SHOULD apply to the purchase of Wedding Dresses…
• “Exception” is triggered once you are FORECASTING a breach of tolerance… …not once you‟ve got there!
• As the Budget Holder (or “Project Executive”): – Do you want the Bride to come home, and say “Sorry, I
overspent by £100”?
– Or would you prefer her to ring you first and say “I‟ve seen the perfect dress, but it‟s £100 over-budget…”?
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Focus on products”
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Focus on products”
• PRINCE2 says: – A PRINCE2 project focuses on the definition and delivery of
products, in particular their quality requirements
– Need agreement on the products to be produced and the criteria
by which they will be individually approved
– Product Descriptions are key to project success
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Focus on products”
• We say: – It‟s just like planning a wedding…
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Focus on products”
• Project scheduling software forces an “activity based”
way of thinking…
– …but that‟s not how people normally plan!
• PRINCE2 encourages “Product Based Planning”
– A focus on “the things we need” first
– And consideration of “the work we need” to do afterwards
• Product Descriptions help us to define what we want
those things to look like
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Focus on products”
• Think of the Bride & Groom…
– They say “we need flowers, a dress, a cake and a venue”
(products)
– And then they worry about how / where they‟re going to get them
(activities)
• Product Descriptions set out what we want, before we
get them:
– “Ivory dress”, “off the shoulder”, “not a meringue”
– “2 tiers on the cake”, “chocolate sponge not fruit cake”
• Focusing on Products is what we do in every day life!
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Initiating a project”
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Initiating a project”
• PRINCE2 says: – Establishes solid foundations for the project
– Enables the organisation to understand the work that needs to
be done to deliver the project‟s products before committing to a
significant spend
• Senior Management say:
– “When are you going to stop writing documents, and start doing
some real work??!!?!?!!”
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Initiating a project”
• We say: – It‟s just like arranging your honeymoon
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Initiating a project”
• Project Initiation: – “What, why, who, how, where, when, and how much” – Project
Initiation Documentation
• The Bride & Groom don‟t walk out of the church, drive to the airport, and see if they can find a holiday! – They „initiate the Honeymoon Project‟ while they are planning
their wedding
– Have to consider: cost, time off work, possible destinations, holiday jabs, seasonal weather, visas, holiday reading, airport parking, spending money, holiday clothes, etc, etc, etc
• Project Initiation is just a formal approach to what we do in every day life!
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Change”
Presentation to BCS
23rd November 2010
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“Change”
• PRINCE2 says: – Purpose of the “Change” Theme is to identify, assess and
control any potential and approved changes to the baseline
– Change during a project is inevitable
– Every project needs a systematic approach to the identification, assessment and control of issues that may result in change
– The aim of issue and change control is not to prevent changes; it is to ensure that every change is agreed by the relevant authority before it takes place
• We say: – It‟s a good opportunity to go COMPLETELY off topic…
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Presentation to BCS
23rd November 2010
Shore PMS Limited
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Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Change”
“The carburettor air induction system was revised in 1976.
Previously air was drawn in at the rear of the hood [bonnet],
producing a slight howl audible from within the car. The air
source point was moved forward, so that air was pulled in over
the radiator.
The 1976 hood [bonnet] is unique to the year.”
Source: “Corvette Black Book”, Mike Antonick
Presentation to BCS
23rd November 2010
Shore PMS Limited
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“Change”
• Change is inevitable in a project
• Change is not something to fear…
• …but UNCONTROLLED change is a problem
• Change control / configuration management
exists to avoid problems, not to deliberately
restrict freedom or stifle innovation & creativity!
• Think of the 1976 Corvette Bonnet!
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Tailoring
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Tailoring
• PRINCE2 designed for use on any project in any sector, any organisation, producing any product for any reason
• Tailoring allows use of PRINCE2 across all projects
• Tailoring is the appropriate use of PRINCE2 for the project and its environment
• Note, adoption of PRINCE2 into an organisation is known as “embedding” – this is not the same as tailoring
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Tailoring
• Tailored PRINCE2 is not “PRINCE2 Lite”!
• Tailoring does not omit elements of the method
• Adapt the method to the organisation‟s and project‟s requirements
• Do not let the project become unnecessarily bureaucratic
• Tailoring is about thinking how to apply the method and then using it with a “lightness of touch”
Presentation to BCS
23rd November 2010
Shore PMS Limited
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Q&A
For more information: www.shorepms.co.uk
www.twitter.com/Shore_PMS
Our thanks to Team PM Limited for allowing us to reproduce their source text on the “PRINCE2: What & Why?” Slides…
www.teampm.co.uk
shore [showr, shawr]
(vb, transitive)
- increase the strength of an
existing structure by adding
external support
