THE PROJECT MANAGEMENT LECTURE Introduction to PRINCE2

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THE PROJECT MANAGEMENT LECTURE Introduction to PRINCE2 Powered By Docstoc
					              ASSIST
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           Management & Technology
                Staff in Health




      THE PROJECT
MANAGEMENT LECTURE:
 Introduction to PRINCE2

   Ian White, Trent ASSIST


                                            ASSIST
                                         Association for Information
        www.assist.org.uk                Management & Technology
                                              Staff in Health
         Introduction to PRINCE2
              Speakers Profile
• Ian White – Assistant Informatics Director,
  Sheffield Teaching Hospitals
• Over 18 years experience, almost all of which
  involved project / programme management
• Qualified in PRINCE2
• Vice Chair of ASSIST National Council,
  member of UKCHIP Council, member of NHS
  Confederations Information Policy Advisory
  Committee
                                             ASSIST
                                          Association for Information
                 www.assist.org.uk        Management & Technology
                                               Staff in Health
      Introduction to PRINCE2
            Introduction
• PRINCE2 is a project management
  methodology adopted by Government for all
  IT projects
• Created in early 1990’s from PROMPT
• ASSIST Lecture, informal overview and
  discussion on key aspects of this
  methodology
• Questions as we go ?
                                         ASSIST
                                      Association for Information
              www.assist.org.uk       Management & Technology
                                           Staff in Health
          Introduction to PRINCE2
          PROJECT DEFINITION
• A Project is a finite process with a definite
  start and end
• Prince projects:
  – focus on business justification
  – defined organisational structure
  – product based planning approach
  – divides project into manageable, controllable stages
  – flexible to be able to be applied to the scale of the
    project / investment
                                                     ASSIST
                                                  Association for Information
                    www.assist.org.uk             Management & Technology
                                                       Staff in Health
                    Introduction to PRINCE2
                    PROJECT DEFINITION
                                    Lifetime of the Project

                                              Stage 5
          Stage 1      Stage 2 Stage 3 Stage 4       Stage 6    Stage 7 Stage 8




    PBM1        PBM2          PBM3 PBM4         PBM5          PBM7       PBM9
                                                    PBM6             PBM8

Note: PBM = Project Board Meeting                                           ASSIST
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             Introduction to PRINCE2
            OVERVIEW OF PRINCE2
                                                                                Processes
PRINCE is a process-
based approach to                       Organisation            Configuration
                                                                 Mgt
project management.
The processes define
the management               Controls
                                              Directing a Project               Plans
activities to be carried
                                            Start-up     Stage Mgt    Closure
out during the project.
                                            Initiation   Stage Ctrl
Eight components                                                                Quality
                                            Planning Product Del
influence & support the   Stages
eight project
management                               Mgt of                  Change
                                          Risk
processes       Components                                       Control
                                                                                    ASSIST
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         Introduction to PRINCE2
           Components: Controls
• Control is implemented to ensure:
  – required products being produced
  – progress being made, within resource constraints
  – remains viable against the business case
• Project applies ‘management by exception’
• The major controls for the Project are:
  – Project Initiation
  – End Stage (and Mid-Stage)Assessment
  – Highlight Reports
  – Exception Reports
                                                 ASSIST
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        Introduction to PRINCE2
        Components: Organisation
• Effective organisational structure essential
• Based on ‘supplier’ and ‘customer’ concept
• Fundamental principle of four layers:
  – direction of Project
  – day-to-day management
  – team management
  – product creation
• Project Board has ultimate responsibility
• Membership: Exec / Senior User /
  Senior Supplier                                ASSIST
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       Introduction to PRINCE2
     Components: Configuration Mgt.
• Configuration Management can be thought of
  as product control with its purpose to identify,
  track and protect Project’s products
• Not optional - only formality is the question
• Consists of five basic functions:
  – planning
  – identification
  – control
  – status accounting
  – verification                               ASSIST
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             Introduction to PRINCE2
                Components: Plans
• More than a bar chart, incudes:
  –   products to be produced
  –   activities needed to create these products
  –   activities needed to validate quality
  –   resource estimates
  –   dependency between activities
• Require approval of Project Board and
  ownership of Project Team
• Different levels: (Project, Stage, Team, Exception)
• Backbone of the Project
                                                      ASSIST
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           Introduction to PRINCE2
             Components: Quality
• Quality defined in ISO8402 as:
  ‘ Totality of characteristics of an entity which bear on
  its ability to satisfy stated and implied needs.’
• Alternative definition: ‘fit for purpose’
• Project approach:
  – Quality System: from both customer / supplier
  – Quality Assurance: setting up of project quality system
  – Quality Planning: part of project planning process
  – Quality Control: product QA
                                                            ASSIST
                                                         Association for Information
                      www.assist.org.uk                  Management & Technology
                                                              Staff in Health
       Introduction to PRINCE2
      Components: Change Control
• Change in a project is highly likely
• In PRINCE, all project changes are
  managed as a formal Project Issue
• Control of change means assessment of:
  – impact of potential change
  – importance
  – cost
• Approved changes must be reflected in
  project documentation
                                             ASSIST
                                          Association for Information
                  www.assist.org.uk       Management & Technology
                                               Staff in Health
       Introduction to PRINCE2
    Components: Management of Risk
• PRINCE defines risk as:
 ‘The chance of exposure to the adverse
 consequences of future events.’
• Two types of risk: business and project.
• Standard and specific risks.
• Risk analysis and risk management:
  interrelated and undertaken independently
  and iteratively.
• Key role of Project Manager to manage
  risk.                                    ASSIST
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         Introduction to PRINCE2
            Components: Stages
• Collection of activities and products whose
  delivery is managed as single unit
• Stages are management focused not
  technical delivery
• ‘Bite-sized chunks’
• Use is mandatory, number is flexible
• Enable:
  – review and decision points
  – planning horizons
  – scalability                              ASSIST
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                                               Staff in Health
       Introduction to PRINCE2
  Process 1: DIRECTING A PROJECT
• Role of Project Board - senior staff within
  Project, who:
  – authorise the project
  – authorise initiation
  – authorise stage / exception plans and progress
  – give ad hoc direction
  – confirm project closure
• Project Board retain ultimate responsibility,
  whilst delegating day to day
  responsibility to the Project Manager      ASSIST
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           Introduction to PRINCE2
    Process 2: STARTING UP A PROJECT
                         PROJECT
                           BRIEF
                                               PROJECT
                         • What -                CREATION
                           Objective
 Bright idea                                   • Design & Appoint
                         • Why - Case            Project Board &
                           for Project (inc.     Team
                           benefits)           • Document Brief
                         • Who -               • Set-up Risk Log
                           Organisation        • Define Project
    Target
                         • When /                Approach / Refine
 Predecessor                                     Bus. Case
    Work /                 How - Project
                           Timetable (inc.     • Plan Initiation
   Project
                           risks)
                                                                   ASSIST
… an iterative process
                                                                Association for Information
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          Introduction to PRINCE2
     Process 3: INITIATING A PROJECT
                 Refine the Business Case & Risks



           Project Controls         Produce the PID




                Project Plan         Project Files


                               Quality Plan
… another iterative process                              ASSIST
                                                      Association for Information
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                                                           Staff in Health
               Introduction to PRINCE2
                Process 4: PLANNING
                           Activities &
                          Dependencies


                   Estimation     Scheduling
   Designing                                    Completing
    a Plan                                       the Plan

                     Products     Analysis of
                     Definition     Risks


… yet another iterative process                              ASSIST
                                                         Association for Information
                           www.assist.org.uk             Management & Technology
                                                              Staff in Health
          Introduction to PRINCE2
    Process 5: CONTROLLING A STAGE
         MANAGING PRODUCT DELIVERY

   Authorising                        Completed
                      Assessing        ‘Work
     ‘Work            Progress        Packages’
   Packages’
                                            Reporting
                        Review              Highlights
                        Stage           & Issue Escalation
                        Status
                                            Exception
  Capturing &                               Reporting
  Examining Issues              Taking Corrective Action
… yet another iterative process                                 ASSIST
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                                                                  Staff in Health
            Introduction to PRINCE2
             Process 6: MANAGING
             PRODUCT DELIVERY

Accepting          Executing            Delivering
 a ‘Work            a ‘Work              a ‘Work
Package’           Package’             Packages’


                STAGE CONTROL
                                        Receiving
Authorising                           Completed ‘Work
                   Assessing
  ‘Work                                 Packages’
                   Progress
Packages’
                                                        ASSIST
                                                     Association for Information
                  www.assist.org.uk                  Management & Technology
                                                          Staff in Health
        Introduction to PRINCE2
     Process 7: MANAGING STAGE
             BOUNDARIES
           CONTROLLING A STAGE

                            Producing an
                           Exception Plan
Planning        Updating         Reporting
a Stage         the PID          Stage End


Updating         Updating         Updating
the Plan       the Business     the Risk Log
                   Case
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        Introduction to PRINCE2
    Process 8: CLOSING A PROJECT
                               archives
De-commissioning       project closure notification
    a Project          and customer acceptance
                       operational acceptance

   Identifying     follow-on action recommendations
   Follow-on
     Actions          post-project review plan

    Project             lessons learnt report
   Evaluation
                          end project report
    Review
                                                         ASSIST
                                                      Association for Information
                      www.assist.org.uk               Management & Technology
                                                           Staff in Health
          Introduction to PRINCE2
                SUMMARY
• PRINCE is a structured project management
  methodology applicable to all types of projects
• PRINCE comprises of eight components and
  eight processes to master
• Further information:
  – www.ogc.gov.uk/prince (the official PRINCE website)
  – www.prince2.com (a comprehensive PRINCE website)
  – www.pug.mcmail.com (PRINCE User Group)

                                                      ASSIST
                                                   Association for Information
                     www.assist.org.uk             Management & Technology
                                                        Staff in Health
Introduction to PRINCE2



   Questions ?



                             ASSIST
                          Association for Information
      www.assist.org.uk   Management & Technology
                               Staff in Health
      Next ASSIST Project
      Management Lecture:

          17 June 2004

    Project Feasibility Studies
Alan Abbott, Project Manager, STH


                                  ASSIST
                               Association for Information
           www.assist.org.uk   Management & Technology
                                    Staff in Health