PMITP Lecture 03 - PRINCE2 and People 2 Slide Per Page

INFS 5057
Project Management for IT

Professionals
Lecture 3
PRINCE2 and People
Ms Mei Sim
Course Coordinator
Outline
• PRINCE2 recap
• Organisation Theme
• Three Project Interests / Primary Stakeholders
• Project Management Team Structure
• PRINCE2 Management Levels
• Organisation Roles and Responsibilities
• Stakeholder Engagement
• Communication Management Strategy
1
Learning Objectives
• After completing this topic, you should be able to:

– Recall introductory details about PRINCE2
– Know the purpose of the Organisation theme
– Identify the three project interests / primary stakeholders
– Explain the project management team structure
– Identify the PRINCE2 management levels
– Explain the roles and responsibilities of the following in regard to
project management:
• Project board, Project manager, Team managers, Project
assurance, Change authority, Project support
– Apply strategies for stakeholder engagement and analysis
– Describe the purpose of the Communication Management
Strategy
Reading
Chapter 3
2
PRINCE2 Recap
What is PRINCE2?
• A project management framework that enables an

organisation to plan, manage and control a project.
• Structured approach to setting up and running projects
• Method is built upon project management best practice
• Method can be applied for any kind of project
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Four integrated elements of PRINCE2
Source: https://www.youtube.com/watch?v=YZyS90pl-N4
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The Seven PRINCE2 Principles
1. Continued business justification Always checking for a valid

business case
2. Learn from experience Learn from previous projects
3. Defined roles and responsibilities Accountability and responsibility
4. Manage by stages Break project up into chunks
5. Manage by exception Authority delegation technique
6. Focus on products Describes products before
development
7. Tailor to suit the project Customise PRINCE2 to your
environment needs
Video on this topic: https://www.youtube.com/watch?v=wFPZNN-60qA

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4
The Seven PRINCE2 Themes
1. Business Case Why? Is project worth investing in?

2. Organisation Who? Project roles, Roles and
Responsibilities
3. Quality What? Outputs are fit for purpose
4. Plans How? How much? When?
5. Risk What if? How to deal with
events?
6. Change What’s the impact?
7. Progress Where are we now? Where are
we going? Should we carry on?
Video on this topic: https://www.youtube.com/watch?v=P7EH-L2S4xk

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The Seven PRINCE2 Processes
1. Starting up a Project Is project viable and worthwhile?

2. Directing a Project Making key decisions and exercising
control
3. Initiating a Project What needs to be delivered, what this
will take, is there sufficient business
justification to proceed further?
4. Controlling a Stage Managing the project day-to-day against
the plan
5. Managing Product Delivery Setting the team to work and verify results.
6. Managing a Stage Boundary Reviewing a concluding stage and
preparing for the next
7. Closing a Project Making a final hand-over and ensuring
the project is ready to close
Video on this topic: https://www.youtube.com/watch?v=waj258ymT88
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Organisation Theme
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PRINCE2 chapter topics

Last Week
Barker, S 2013, Brilliant PRINCE2: What you really need to know about PRINCE2,
Pearson Education Limited, UK.
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PRINCE2 chapter topics
This Week
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Purpose
• The purpose of the Organisation theme is to

define and establish the project’s structure of
accountability and responsibilities (the who?).
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A simple overview…
• Watch the video below.

• Link is also available on the course website.
https://www.youtube.com/watch?v=DEdLQivmT58 (8:37)
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15
Project Management Team Structure
• Watch the video below.

• Link is also available on the course
website.
https://youtu.be/bBxeXC8K8lM?t=3597
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Three Project Interests /
Primary Stakeholders
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Three Project Interests
• Business Interests
• The Executive
• User Interests
• Senior User
• Supplier Interests Source: http://www.project-management-
• Senior Supplier
basics.com/images/prince2009/thumb/directing_projects
_senior_management_diagram_2.png
• The interests of these three groups must be satisfied for

a project to be considered a success.
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Project Teams
• Successful project teams should have:
• Business, user, supplier stakeholder representation
• Defined responsibilities and accountability
• A review of project roles throughout the project
• Communication flow to/from key external

stakeholders
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Project Management Team

Structure
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10
Project Management Team Structure
Source: http://sergei-ilin.com/project-management-in-cis_files/image003.jpg
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Roles – An overview
• The Project Board
• Executive – a key decision maker who owns the

business case
• Senior User – Provides user resources. Defines and

verifies user requirements and expectations.
• Senior Supplier – Provides supplier resources.
Source: https://www.siliconbeachtraining.co.uk/blog/prince2-themes-organisation
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• Project Manager – Prepares strategies. Reviews and

updates project management team structure. Prepares
role descriptions.
• Team Managers – Manage team members. Advise on

team members and stakeholder engagement.
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• Supporting Roles
• Project Assurance – Advises on selection of team

members. Advises on stakeholder engagement.
• Change Authority – Assess potential project changes

and make decisions about appropriate responses.
• Project Support – Provide administrative support to the

project management team.
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12
PRINCE2 Management
Levels
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PRINCE2 Management Levels
• There are four levels of project

management structure.
• The first is supplied by the wider

organisation and sits outside of the
project.
• Levels two to four (three levels) are

provided by the project management
team.
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13
• Corporate or programme management is

responsible for commissioning the
venture and setting the boundaries
within which the Project Board operates.
• Directing. The Project Board sets the

overall direction and is accountable for
project success.
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• Managing. The Project Manager oversees

the project on a day-to-day basis and is
responsible for ensuring that the agreed
products are produced in line with the
performance targets set.
• Delivering. Under the supervision of a

Team Manager (or the Project Manager),
team members are responsible for
constructing individual fit-for-purpose
products within time and cost targets.
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Question….
• Which level is in the project management

structure but not in the Project Management
Team?
a. Project Board
b. Team Manager
c. Corporate or Programme Management
d. Project Manager
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Answer….
• Which level is in the project management

structure but not in the Project Management
Team?
a. Project Board
b. Team Manager
c. Corporate or Programme Management
d. Project Manager
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Organisation Roles and
Responsibilities
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The Project Board
• Comprised of:
Source: http://www.ericisomconsulting.com/wp-content/uploads/Project-Board-Diagram.png
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The Project Board
Duties
• Take overall responsibility for the project

• Accountable for project success or failure
• Provide direction
• Delegate management responsibilities
appropriately
• Secure necessary funding and resources
• Ensure effective stakeholder management at all
times
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The Project Board
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The Project Board
Roles
• Executive
• Single point of accountability
• Responsible for the project
• Key decision maker
• Ensuring value for money
• Appoints the project management team
• Owns the Business Case
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The Project Board

Roles
• Senior User
• Represents those who will use and look after what’s
delivered
• Liaise between Project Manager and Users
• Oversee product specification
• Monitor quality checks
• Specify benefits
• Demonstrate benefits have been realised
• Role may be shared across more than one individual
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The Project Board
Roles
• Senior Supplier
• Represents those engaged in construction effort
• Provide promised resources
• Ensure products get built and meet quality targets
• Role can be taken on by more than one person
• Can come from within the customer organisation or
be external
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The Project Manager
• Roles
• Manage day-to-day running of project
• Run project on behalf of Project Board
• Responsible for all but one process (DP)
• Can supervise small teams directly if no Team
Manager has been assigned
• Must take on Project Support role if not delegated
• Responsible for Project Support and Team Manager
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The Team Manager
• Roles
• This is an optional role (not required in small projects)
• Manage a specific package of work
• Charged with successful creation of one or more
products
• Role is used to:

• Facilitate distribution of effort
• Bring expert skills and know-how to the project
• Address geographical constraints
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Project Assurance
• Project board is responsible for the Project Assurance

role
• Oversees quality of the project
• Is mandatory
• Is separate from Project Support
• May be comprised of Business, User and Supplier
Assurance
• To gain specialist expertise
• To reduce burden of work
• Reports to Project Board member representing relevant area of
interest
• Work cant be delegated to the Project Manager
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Project Assurance
Roles
• Executive
– Responsible for Business Assurance
– Ensure business aspects are correct
– Is the project value for money?
• Senior User
– Responsible for User Assurance
– Ensure delivered products will meet requirements
– Will the end product work as expected?
• Senior Supplier
– Responsible for Supplier Assurance
– Ensure products will be delivered as expected
– Can it be done within time, cost and other variables?
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Change Authority
• Project board is responsible for the Change

Authority role
• May be delegated by Project Board
• Allows for additional expertise
• Roles
• Control change requests
• Project Manager may assist with this role
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Project Support
• Role is not optional

• Responsibility of Project Manager
• Roles
• Provide admin support for Project Manager
• Project documentation
• Filing
• Plans
• Standards
• Configuration management
• Reports
• Minutes
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Stakeholder Engagement
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• A well organised project understands who its

stakeholders are
• Need to identify and communicate with people /

groups
• Identification is done at the start of the project
• Good communication with stakeholders is key to

the project
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• Strategies for engaging and communicating with

stakeholders
• Prepare an inventory of people or groups who
• Have an interest in the project
• May influence outcome
• Describe each stakeholder’s interest
• Record other information such as:
• Positive/negative attitude
• Degree of influence
• Develop strategies for influencing and interacting with
stakeholders
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Communication Management
Strategy
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Communication Management Strategy
• Document
• Defines how communication will be done during the
project
• Defines rules of engagement for communications
• Contains means and frequency of communication
• Contains roles & responsibilities, report types, how it
is communicated
• Created by Project Manager in IP stage
• Reviewed in the SB stage
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Lets recap…..
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Summary
• PRINCE2 recap
• Organisation Theme
• Three Project Interests / Primary Stakeholders
• Project Management Team Structure
• PRINCE2 Management Levels
• Organisation Roles and Responsibilities
• Stakeholder Engagement
• Communication Management Strategy
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Q&A
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Copyright Regulations
COMMONWEALTH OF AUSTRALIA
Copyright Regulations 1969
WARNING
This material has been reproduced and communicated to you by or on
behalf of University of South Australia pursuant to Part VB of the
Copyright Act 1968 (the Act).
The material in this communication may be subject to copyright under

the Act. Any further reproduction or communication of this material
by you may be the subject of copyright protection under the Act.
Do not remove this notice.
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INFS 5057

Project Management for IT

• After completing this topic, you should be able to:

• A project management framework that enables an

• Structured approach to setting up and running projects

• Method is built upon project management best practice

• Method can be applied for any kind of project

The Seven PRINCE2 Principles

1. Continued business justification Always checking for a valid

Video on this topic: https://www.youtube.com/watch?v=wFPZNN-60qA

1. Business Case Why? Is project worth investing in?

Video on this topic: https://www.youtube.com/watch?v=P7EH-L2S4xk

The Seven PRINCE2 Processes

1. Starting up a Project Is project viable and worthwhile?

PRINCE2 chapter topics

• The purpose of the Organisation theme is to

• Watch the video below.

Project Management Team Structure

• Watch the video below.

Three Project Interests

• Supplier Interests Source: http://www.project-management-

• The interests of these three groups must be satisfied for

• Successful project teams should have:

• Business, user, supplier stakeholder representation

• Defined responsibilities and accountability

• A review of project roles throughout the project

• Communication flow to/from key external

Project Management Team

• The Project Board

• Executive – a key decision maker who owns the

• Senior User – Provides user resources. Defines and

• Senior Supplier – Provides supplier resources.

• Project Manager – Prepares strategies. Reviews and

• Team Managers – Manage team members. Advise on

• Project Assurance – Advises on selection of team

• Change Authority – Assess potential project changes

• Project Support – Provide administrative support to the

PRINCE2 Management Levels

• There are four levels of project

• The first is supplied by the wider

• Levels two to four (three levels) are

• Corporate or programme management is

• Directing. The Project Board sets the

PRINCE2 Management Levels

• Managing. The Project Manager oversees

• Delivering. Under the supervision of a

• Which level is in the project management

• Which level is in the project management

The Project Board

• Take overall responsibility for the project

The Project Board

The Project Board

The Project Manager

• Role is used to:

• Project board is responsible for the Project Assurance

• Project board is responsible for the Change

• Role is not optional

• A well organised project understands who its