PRINCE2 Foundation

Lesson 14Initiating a Project Process

Based on AXELOS PRINCE2 material. Material is reproduced under licence from AXELOS Limited. All rights reserved.
PRINCE2 is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.
AXELOS is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.
The Swirl logo is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved. Copyright 2014, Simplilearn, All rights reserved.
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Objective

After completing State the purpose and objective of the Initiating a Project process
this lesson, you will
Identify the activities in the Initiating a Project process
be able to:
Identify the strategies defined in the Initiating a Project process

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Purpose of Initiating a Project

The purpose of the Initiating a Project process is to

establish solid foundations for the project, enabling the
organization to understand the work that needs to be
done to deliver the projects products before
committing to a significant spend.[1]

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Objective of Initiating a Project

The objective is to ensure that there is a common

understanding of :
the reasons for undertaking project.
the scope of project work.
cost and timescales.
expected benefits.
risks, issues and their management.
quality expectations and management.
decision making authorities.
information distribution.
monitoring and controlling of the projects progress.
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Initiating a ProjectOverview

This image gives an overview of Initiating a Project process.

Figure 14.1. Overview of Initiating a Project. Copyright AXELOS Limited 2013. Material is
reproduced under licence from AXELOS. All rights reserved.
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Initiating a ProjectActivities

Initiating a Project activities are Project Manager oriented. The process comprises the following
activities:

Prepare the Risk Management Strategy

Prepare the Configuration Management Strategy
Prepare the Quality Management Strategy
Prepare the Communication Management Strategy
Set up the project controls
Create the Project Plan
Refine the Business Case
Assemble the Project Initiation Documentation

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Risk Management Strategy

The Risk Management Strategy describes the goals of applying risk management. It defines the
following:
Risk management procedure
Roles and responsibilities
Risk tolerances
Timing of risk management activities
Tools and techniques
Reporting requirements

! For composition of Risk Management Strategy please refer PRINCE2 Manual Appendix A.

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Configuration Management Strategy

Configuration Management Strategy defines the following:

Configuration Management procedure, E.g. planning, identification, control, status accounting,
verification and audit
Issue and change control procedure, E.g. capturing, examining, proposing, deciding and
implementing
Timing of configuration management activities and issue and change control activities
Roles and responsibilities for the procedures (consider if a Change Authority and/or change budget
should be established and the scales for priority and severity of issues)

! For composition of Configuration Management Strategy please refer PRINCE2 Manual Appendix A.

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Quality Management Strategy

The Quality Management Strategy describes the expectations and standards to be followed during
project and the means of assessing the products of the project. The Quality Management Strategy
includes the following:
Quality management procedure (e.g. quality planning, quality control, quality assurance)
Roles and responsibilities for quality management activities
Timing of quality management activities
Tools and techniques

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Communication Management Strategy

The Communication Management Strategy includes the following:

Communication management procedure
Timing of communication activities
Roles and responsibilities for communication activities
Stakeholder analysis

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Initiating a ProjectStrategies

The organisations have a mission to achieve and so the business strategies are developed by the
corporate/programme management.
The strategies are derived from corporate/programme management strategies, standards and
practices.
The strategies are defined by the Project Manager.
Project Assurance reviews the strategies.
The Project Board approves the strategies.
Project Support creates Quality Register, Configuration Item Records and the Project Manager
approves these documents.

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Initiating a ProjectAssemble the PID

The image shows the process of assembling the PID.

Figure 14.9. Assemble the Project Initiation Documentation: activity summary. Copyright
AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.
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Initiating a Project ProcessExercise

The following questions are designed to test your comprehension of this process. Please solve them
as a group activity.

Q Which role is responsible for each of the activities of the Initiating a Project process? Write
activities and roles responsible.

Q How are the seven themes applied within the Initiating a Project process?

Q Which management products are created, developed, used and reviewed in Initiating a
Project process?

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 Quiz

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 QUIZ While preparing the Configuration Management Strategy, the Project Manager
recommended that the selected external supplier as Change Authority be authorised to
1 approve and implement all changes. Is it a correct application of PRINCE2?

a. True
b. False

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 QUIZ While preparing the Configuration Management Strategy, the Project Manager
recommended that the selected external supplier as Change Authority be authorised to
1 approve and implement all changes. Is it a correct application of PRINCE2?

a. True
b. False

Answer: b.
Explanation: Change Authority should be capable of representing the business, user and
supplier stakeholder interests. The external supplier only represents the supplier interest.

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 QUIZ What process enables an organisation to understand the work that needs to be done to
2 deliver a project's products before it is approved?

a. Directing a Project
b. Initiating a Project
c. Starting up a Project
d. Controlling a Stage

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 QUIZ What process enables an organisation to understand the work that needs to be done to
2 deliver a project's products before it is approved?

a. Directing a Project
b. Initiating a Project
c. Starting up a Project
d. Controlling a Stage

Answer: b.
Explanation: The Initiating a Project process establishes solid foundations for the project.

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 QUIZ
Which of the following is established within the Initiating a Project process?
3

a. The various ways in which the project can be delivered

b. Those who require project information have been identified
c. All the information required to develop the Project Brief is available
d. Any constraints which could affect the project have been removed

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 QUIZ
Which of the following is established within the Initiating a Project process?
3

a. The various ways in which the project can be delivered

b. Those who require project information have been identified
c. All the information required to develop the Project Brief is available
d. Any constraints which could affect the project have been removed

Answer: b.
Explanation: An objective of the Initiating a Project process is to ensure that those who
require project information have been identified. This is established within the Initiating a
Project process.

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Summary

Here is a quick The purpose of the Initiating a Project process is to enable the organisation
recap of what we
to understand the work that needs to be done before committing to
have learnt in this
lesson: spending on it
Initiating a Project activities are Project Manager oriented
Strategies for risk management, configuration management, quality
management and communication management are defined in the Initiating
a Project process

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 Thank You

Based on AXELOS PRINCE2 material. Material is reproduced under licence from AXELOS Limited. All rights reserved.
PRINCE2 is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.
AXELOS is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.
The Swirl logo is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved.
22 Copyright2014,
Copyright 2014, Simplilearn,
Simplilearn, All rights
All rights reserved.
reserved.
Reference

[1] Based on Managing Successful Projects with PRINCE2, by AXELOS. Initiating a Project, Purpose.

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