Prince2 The useful bits

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Prince2 The useful bits
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Objective

• Quick intro to Prince2 and how key elements were
  adopted at Salford
• Present a simple structured approach to
  organising a project based on the ideas behind
  Prince2

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Running order

• What is Prince2
• The Prince2 process map
• A simple structured approach to projects

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What is Prince2

• Prince2 is an established method for project
  management. It covers the management,
  organization and the control of projects of all
  shapes and sizes.
• The methodology itself defines a process based
  approach to project management, with inputs,
  outputs and objectives clearly identified.
• It also details a stage by stage approach,
  ensuring that progress can be properly monitored.
  
• Under Prince2, the whole project is driven by the
  business requirements, and managers are
  encouraged to make the process inclusive, often
  including suppliers and customers.
• The intention is that projects should be properly
  controlled and defined, but with flexibility and
  good communication.

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What is Prince2

• What does PRINCE2 stand for?
• It stands for Projects in Controlled Environments
  (the 2 reflecting the that this is the second
  version of it).
• Who developed it?
• It was devloped by the CCTA, which is part of the
  Office of Government Commerce, which in turn is
  part of the UK Government.
• Is it just intended for IT projects?
• No. The original version of PRINCE was intended
  for IT, but the scope expanded, and the PRINCE2
  is intended for all types ofproject.
• What are the benefits of using PRINCE2 ?
• At the highest level use of PRINCE2 is intended
  to enable project and business risk to be managed
  more effectively, and resources to be more
  readily controlled.
• Is this a new method?
• Not really. The original PRINCE was first
  published in 1989. This itself was based upon an
  older methodology from the 1970s.

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Its process based

• A collection of processes that together make up
  the complete prince2 process model, example
  processes groups include
• Initiating a project
• Controlling a stage
• Directing a project
• And many more ?

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Prince2 Typical responses ?

• Do I need to understand all that!
• You must be joking
• It wont work here
• Its IT gone mad ?
• How do we simplify it and make it useful?

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Project Governance
Project Initiation
Project Execution
Project Closure
Risk Management
Project Planning
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Structured approach

• All project management methodologies are based on
  having a structured approach
• Intermediate decision and check points
• So adopt a structured approach but keep it
  simple and appropriate for you ?

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A simple structured approach
Project Finish
Project Start
Setup and Initiation
Implementation
Close
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Stage 1 Setup and Initiation

• Important for projects of any size
• What the project will deliver and why these are
  important
• What the resource requirements to deliver are
  (RR's)
• What the plan and milestones are
• What the risks are and how these will be managed
• What are the assumptions and dependencies
• What are the control mechanisms (reporting and
  governance)

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Project Governance

• Make sure you have some.
• I recommend a very simple and agile structure
• Project Board
• Agrees the business case
• Agrees the solution and delivery plan
• Escalation point for project issues/risks
• Project Manager
• Appointed by the Project Board to deliver the
  project
• Manages the project team
• Project Team
• Does the work to produce the products required

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Establish a risk log

• Start a risk log straight away
• Include
• Risks
• Assumptions
• Issues
• Dependencies
• Maintain it, review it, add to it
• Involve the most appropriate people, get people
  working for and with you ?

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Monitor progress

• Have a plan
• all tasks/products that need to be completed
• How long each task/product will take and when
  they will complete
• The order they need to be done in
• Who will do them
• Any dependencies that exist between tasks
• How do I use it?
• Record when tasks are completing and compare to
  when they should be
• If they are late, your project will probably be
  late

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Project plans

• Use what suits you and the complexity of the
  project
• Gant Chart MS Project
• Simple List Excel, Word etc
• Get it agreed

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Ensure controlled end to projects

• Unfortunately an often undervalued phase of
  projects
• Ensures
• Proper assessment of a projects successes and
  shortcomings
• Lessons to be learnt for future projects
• All elements have been completed that allow the
  project to be completed
• Any follow up actions required outside the
  project are captured, agreed and owned.

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Communications

• Effective communication can mean the difference
  between project success and failure
• Think carefully throughout the project about what
  you should be communicating, to who, in what form
  and when, throughout the project Have a comms
  plan!

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Final thoughts

• Prince2 isnt magic and wont guarantee success
• Use the bits that help you
• Start small ?
• Seek out people in similar positions mutual
  support and advice

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• Any questions?
• Email p.waters_at_salford.ac.uk