14 : Directing a Project

Question 1

What is the purpose of the Directing a Project process? (Tip: accountability, decisions and control)

Answer 1

The purpose of the Directing a Project process is to enable the project board to be accountable for the project by making key decisions and have overall control.

Question 2

List 3 of the objectives of Directing a Project, in other words, why does the Project Board exist, who do they report to and also think of the activities they do.

Answer 2

I will list 6 of the objectives of the Directing a Project process. The Project Board exists to do the following:

1. Provide authority to initiate the project
2. Provide authority to deliver the projects products, the products are the reason to do the project
3. Provide direction and control during the project
4. Be the interface to corporate or programme management
5. Provide authority to close the project
6. And ensure that post project benefits will be reviewed

Question 3

Who is responsible for assuring that there is continued business justification and can decide to shut down the project if the Business Case is no longer viable?

Answer 3

The Project Board.

Question 4

Who manages the project on a day-to-day basis?

Answer 4

Day to day management of the project is done by the Project Manager.

Question 5

Name 3 of the topics included in the Project Brief. (Tip: Think of the information produced in the SU process.)

Answer 5

The topics that are included in the Project Brief are:
• Project Definition – Explaining what the project needs to achieve (background, scope, objectives, risk)
• Project Approach – Outlines the approach for the project and the choice of solution that will be used
• Project Management Team Overview – e.g.: an Organization Chart
• Business Case information – This is from the outline Business Case document
• Project Product Description – This comes from the Project Product Description document, give a clear description of what the project will deliver, the acceptance criteria, quality expectations

Question 6

Name some of the documents and information that the Project Board will review and confirm in the Project Initiation Documentation during the Authorize the Project activity. (Tip: Just think of some of the information contained in the Project Initiation Documentation.)

Answer 6

The Project Board will confirm the following:
• Project Definition is accurate and Lessons have been incorporated
• The four Strategy documents which are Quality, Risk, Configuration Management and Communication will work for the project
• Check roles and responsibilities, Product Descriptions, Tolerances, Project Controls, and check to see how PRINCE2 has been tailored to suit the project
• The Benefits Review Plan

Question 7

What is the name of the report that is created by the Project Manger and sent on a regular basis to the Project Board?

Answer 7

This is the highlight report. It can be just 2 to 3 pages and gives an overview of stage progress. It is also known as a Time Driven report meaning that it has been agreed that this report should be created and sent on a regular basis, e.g., every 2 weeks.

Question 8

Who prepares most of the documents and information to get ready close a project and who has the authority to Close a Project?

Answer 8

The Project Manager prepares most of the documents and information to get ready to close the project in the process “Closing a Project”. Only the Project Board can close a project.