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Organisation Flashcards

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1
Q

What does PRINCE2 state a successful project team should have in terms of organisation?

A
  1. Have Business, User and Supplier representation
  2. Have defined responsibilities for directing, managing & delivering the project.
  3. Have regular reviews of the project to check that all is on track.
  4. Have an effective strategy to manage communication flows to and from stakeholders.
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2
Q

What is the PRINCE2 definition of the “Organisation” theme?

A

“The Organisation theme provides the knowledge to help define and establish the project’s structure of accountability and responsibilities.

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3
Q

What is the PRINCE2 definition of a project?

A

“A temporary organisation that is created for the purpose of delivering one or more business products according to an agreed Business Case.”

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4
Q

What is the PRINCE2 definition of a Program?

A

A Program is a temporary flexible organization 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.

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5
Q

What are the main differences between a Project and a Program?

A

Project

  1. Definite Start & End
  2. Clear and predetermined outputs
  3. Mostly a clear development path
  4. Shorter timescale (months)
  5. Benefits are mostly at end

Program

  1. End is when Vision is reached
  2. Major changes within an organisation
  3. No clear defined paths
  4. Longer timescales (years)
  5. Benefits most during & after
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6
Q

What does the PRINCE2 term “Corporate Organisation” refer to?

A

Corporate Organisation refers to a Project that is out-with a Program, and this is also referred to as Organisation leadership.

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7
Q

How does PRINCE2 deal with Roles and Jobs Definition in regards to Organisation?

A

PRINCE2 places Project responsibilities into roles, not persons. These roles can then be assigned to persons. In this way, one person can have more than one role.

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8
Q

What are the three Stakeholder Categories in a PRINCE2 project?

A

Business, User and Supplier

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9
Q

Who looks after the Business interests on the Project Board.

A

The Executive Role.

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10
Q

Why is it important that users are represented on the Project Board?

A

To make sure that the correct products are produced and to the agreed quality level.

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11
Q

Who looks after the Users interests on the Project Board.

A

The Senior User role.

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12
Q

Why is it important that Suppliers are represented on the Project Board?

A

The Supplier provides the resources and the skills to create the products.

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13
Q

Who looks after the Supplier interests on the Project Board.

A

The Senior Supplier Role.

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14
Q

What are the 4 levels of a Project Management Structure?

A
  1. Corporate or Program Management
  2. Directing a Project
  3. Managing
  4. Delivering
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15
Q

What are the 3 levels in the Project Management Team?

A
  1. Directing a Project
  2. Managing
  3. Delivering
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16
Q

Where does the Corporate or Program Management Level within the four levels of organisation?

A

This level is outside the Project Management Team and the top level of the Project Management structure.

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17
Q

What are Corporate or Project Management responsible for within the Project Management Structure?

A
  1. Responsible for commissioning the project and identifying the executive.
  2. Define project tolerances that the Project Board will work within.
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18
Q

What are the Project Board accountable for when “Directing a Project”

A
  1. Approve all resources and major plans, e.g., Project Plan, Stage Plans
  2. Authorise any deviation if tolerances are forecast to be exceed or have exceeded.
  3. Approve the completion of each stage and authorise each new stage.
  4. Communicate with other Stakeholders, which include Corporate or Program Management
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19
Q

Who is responsible for the day-to-day management of the project?

A

The Project Manager, Ensuring the project produces the required products in accordance with the goals = TeCQuila SoBeR

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20
Q

Who is responsible for delivery of the Project?

A

The team members are responsible for delivering the projects to a certain quality, and within a specific timescale and cost.

A Team manger can have authority over the team as a whole.

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21
Q

What is involved in the process, “Managing Product Delivery”?

A

Where the teams produce the products for the project.

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22
Q

What roles does the Project Board consist of?

A

The Executive, the Senior User and the Senior Supplier.

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23
Q

What duties does the Project Board have?

A
  1. To be accountable for success or failure of the project.
  2. To provide unified direction to the project and Project Manager.
  3. To provide the resources and authorise the funds for the project.
  4. To provide visible and sustained support for the Project Manager.
  5. To ensure effective communication within the project team and with external stakeholders.
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24
Q

What are the 4 characteristics PRINCE2 says the Project Board should have?

A
  1. Authority so they can get things done.
  2. Credibility
  3. Ability to delegate
  4. Availability, especially to support the Project Manager.
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25
How does the Project Manager mainly communicate with the Project Board?
Using the Highlight Report, which is a regular report that provides progress updates on the current stage.
26
What points does the Executive (Supported by the Project Manager) take into account when deciding on the size and structure of the Project Board?
1. It should be kept as small as possible so it will be easier to make decisions. 2. It needs to represent all of the stakeholders in the project. 3. For larger projects, Users and Suppliers can be split into subgroups. 4. Decide whether to include external suppliers on the Project Board.
27
What is the Executive's role within the Project Board?
To ensure the Project is focused on achieving its objectives and on delivering a product that will achieve the forecasted benefits.
28
What is the Senior User's role within the Project Board?
1. To specify the needs of the Users that will use the Project Products. 2. To lease between the Project Management Team and the Users. 3. To make sure the solution will meet the needs of the Users, especially in terms of quart and ease of use against requirements.
29
What is the Senior Supplier's role within the Project Board?
The Senior Supplier Role represents the interests of those designing, developing, facilitating and implementing the projects products. Responsible for the quality of products and the technical integrity of the project.
30
What are the three types of Project Assurance?
User, Business and Supplier Assurance.
31
Who is responsible for Project Assurance?
The Project Board
32
What is Project Assurance?
When the Project Board get a second opinion from the relevant areas after analysing Highlight Reports submitted by the Project Manager.
33
Who is responsible for Business Assurance?
The Executive.
34
What is the purpose of Business Assurance?
To ensure that the business aspects of the project are correct.
35
Who is responsible for User Assurance?
The Senior User.
36
What is the purpose of User Assurance?
To ensure that the project will deliver the correct products and these products will meet the expected requirements
37
Who is responsible for Supplier Assurance?
The Senior Supplier.
38
What is the purpose of Supplier Assurance?
To ensure that the products will be delivered as expected and that the right materials and people are in place to do the work.
39
What is the Change Authority Role?
Change Authority is a person or group to which the Project Board may delegate responsibility for the consideration of requests for change or off-specifications.
40
What can the Change Authority be given to support them in their role?
A Change Budget and can approve changes within that budget.
41
Where is the Change Authority responsibilities documented?
In the Configuration Management Strategy document during the Initiation stage.
42
What is the Project Managers Role in the "Organisation" theme.
The Project Manager manages a project on a day-to-day basis and is the only one with this day-to- day focus on the project.
43
When is the role of a Team Manager used?
1. If the project is quite large and there are many team members. 2. If there is a need for specialised skills or knowledge of the products to be produced. 3. Geographic Reasons. 4. If an external company is being used.
44
What is the role of the Team Manager in the "Organisation" theme.
to produce the products that were assigned in Work Packages by the Project Manager and to provide regular status reports to the Project Manager.
45
What is the Project Support Role in the "Organisation" theme.
1. Administrative Services, advice or guidance on the use of project management tools or Config Mgmt. 2. Supply Planning or Risk Management Services.
46
What might bigger organisations have in terms of Project Support?
A Project Support Office.
47
What services would a Centre of Excellence provide?
1. A central filing system for al projects & a configuration management system 2. Expertise on project management techniques : E.g. Estimating, Risk Analysis 3. Advice on all project areas, Quality, Risk, Planning,
48
What should the Project Manager do when working with the Project Management Team?
They should immediately try to build just and create a functional team.
49
What should the Project Manager do when working with the Corporate Organisation?
The Project Manager must understand the organisational environment they are working in and if necessary, get support from the Project Board to ensure that all team members are aware of their responsibilities.
50
What is Stakeholder Engagement?
Stakeholder Engagement is the process of identifying and communicating effectively with those people or groups who have an interest in the project’s outcome.
51
What does PRINCE2 state in terms of "Communication with stakeholders"
Communication is key to the project's success.
52
What is the 6-step approach for Stakeholder Engagement?
1. Identify the persons & groups 2. Create a profile for each stakeholder 3. Define Stakeholder Engagement Strategy 4. Plan when to communicate 5. Do the Stakeholder Engagement 6. Measure the results of the Engagement and check if this has the expected effect.
53
What is the Communication Management Strategy document?
It is a document that defines in detail how communication will be done during the project.
54
What is the "Communication Management Strategy"?
The Communication Management Strategy defines the rules of engagement for how communications should be done during the project.
55
What does the Communication Management Strategy document?
It contains a description of the means and frequency of communication to internal & external parties.
56
Who is responsible for creating the Communication Management Strategy?
The Project Manager is responsible for creating the Communication Management Strategy during the Initiation Phase of the project.
57
What are Corporate and Program Management?
1. They appoint the Executive and possibly the Project Manager. 2. They can also provide some information for the project as will be defined in the Communication Management Strategy Document.
58
What are the Executive responsible for with regard to the Organisation?
1. Appointing the Project Manager if not done by Corporate or Program Management. 2. Confirm appointments to the Project Management Team. 3. Approving the Communication Management Strategy Document.
59
What is the Senior User responsible for with regard to the Organisation?
1. Providing User Resources | 2. Defining & Verifying user requirements & expectations.
60
What is the Senior Supplier responsible for with regard to the Organization?
Providing Supplier resources.
61
What is the Project Manager responsible for with regard to the Organisation?
1. Preparing the Communication Management Strategy 2. Reviewing and updating the Project Management structure 3. Preparing Role Descriptions
62
What is the Team Manager responsible for with regard to the Organisation?
1. Managing Project Team Members | 2. They can advise on the selection of project team members
63
What is Project Assurance responsible for with regard to the Organisation?
1. Advising on the selection of project management team members 2. Advising on Stakeholder Engagement 3. Ensuring the Communication Management Strategy is appropriate and the planned communication activities actually take place.
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