PRINCE2 Foundation Certification Notes 12: Starting Up a Project Process

Important: The new PRINCE2® Foundation and Practitioner exams (PRINCE2® 2017) are available from 10 July 2017 (details of the changes here). Don’t worry, the changes are quite minor indeed as all the 7 principles, themes and processes remain the same. From now on until the end of 2017, candidates can take either the existing or updated English versions of the PRINCE2® exam. All PRINCE2® Foundation and Practitioner exams will be based on PRINCE2® 2017 from 1 January 2018. You can still seize the time to get certified based on the current version! Once you get PRINCE2® certified, your certification is still valid under PRINCE2® 2017 and onwards!

Introduction: In PRINCE2®, there are 7 Processes that provide guidance on every stage of the project from initiation to completion. The “Starting Up a Project Process” (which is also known as “Pre-project”) is the very first and a brief PRINCE2® Process aiming at ensuring the project is viable, feasible and worthwhile to undertake.

Starting Up a Project (SU) Process

Purpose and Objectives of Starting Up a Project Process

• Purpose: to provide the project board with the necessary information (besides the project mandate) to decide whether to give a go for the project and to plan for the Initiation Stage
• Objectives:
  • prepare the Outline Business Case (which will be refined in Initiation Stage as the Business Case)
  • take references to lessons learned from other projects/industrial recommendations/organization guidelines to establish the project approach
  • assign roles to individuals involved in the project
  • create the Project Brief — an overview of the scope and other information collected in the Process
  • formulate the Stage Plan for the Initiation Stage

Input(s), Activities and Output(s) of Starting Up a Project Process

• Input(s):
  • Project Mandate (as the Project Trigger) — supplied by the management including reasons for the project, business case information and other datas
• Activities:
  • Management to appoint the Executive, Project Manager and Project Management Team
  • Capture Lessons Learned from previous projects
  • Expand the Project Mandate into the Project Brief
  • Refine the Outline Business Case among the Project Board, Project Manager and Stakeholders iteratively
  • Create the Project Product Description (PPD), Project Brief and Stage Plan
  • Project Board to authorize Project Initiation
• Output(s):
  • Project Brief — containing the following documents/information
    • Outline Business Case — contains the business justifications for the project
    • Project Product Description (PPD) — 1-3 page describing the project products
    • Project Management Structure (PMT) — describing the project management structure (i.e. the Project Board, Assurance, Change Authority and Project Manager)
    • Project Approach — the approach to project management
    • 6 performance targets, roles & responsibilities
  • Initiation Stage Plan — detailed activity plan for the Initiation Stage
  • Request to Initiate the Project — sent to Project Board for endorsement

PRINCE2® Recommendations for Starting Up a Project Process

• Design and assign the project management team
• Create role descriptions (including reporting and communication lines) for Project Board roles,  Project Assurance, Team Managers and Project Support role
• Identified risks are to be added to the Daily Log
• The Outline Business Case is only developed with a high level overview at this time — to be refined in the “Initiating a Project” process
• Have a clear understanding of the objectives and reasons of the project (what to deliver and how the project will be funded)

Roles and Responsibilities for Starting Up a Project Process

• Corporate or Programme Management: provide the project mandate, set the project tolerance and appoint the Executive & Project Manager
• Executive: responsible for the Outline Business Case (with assistance from Project Manager)
• Senior User(s): provide information for Project Product Description
• Project Manager: responsible for the Project Product Description (PPD), Project Brief and Stage Plan
• Team Manager: assist project manager

Conclusion:

“Starting Up a Project (SU) Process” describes the purpose, objectives, inputs, activities, outputs and recommendations from the perspective of PRINCE2® project management methodology. The “Starting Up a Project (SU) Process” has the sole purpose to answer the question: “Is the project worthwhile and viable?” with the minimum efforts.

Wish you PRINCE2® Foundation Exam success!