Objective of this post is to compare the processes/activities/ components involved during the project start up phase of projects as per PRINCE2 and PMBOK.
The key PRINCE2 process active during the start up of a project is the startup of a project (SU) and comprises of;
Staring up a project (SU)
The process begins bby receiving from some external source, the definition of a problem or opportunity that the project has to satisfy. ‘Project Mandate’ is a term used for whatever information comes in to trigger the project. This process expects the existence of a project mandate that defines the high level terms, the reason for the project and what product is required. The work of the process is built around the establishment of six things;
- The design and as far as possible the appointment of the project management team
- The project brief
- The project approach
- The customers quality expectations
- A risk log
- The initiation stage plan
Let us take a look at the sub processes constituting the Starting up a project (SU) process;
SU1 – Appointing an executive and a project manager
To get anything done in the project, you need a decision maker and someone to undertake the planning.
The objective of this sub process is to;
- Identify the executive from the project’s stakeholders
- Identify the most appropriate project manager for the project
- Confirm the selected people’s availability, their acceptance of these roles and their commitment to carry them out
- Appoint them to their respective roles
The responsibility for this process lies with the corporate or programme management
SU2 – Designing the project management team
Having identified an Executive and the project manager, the next job is to review the project size, complexity and the areas impacted by the final outcome, then design the project management team with appropriate representation of user, supplier and project support.
Fundamental principles
- The project need the right people in place with the authority, responsibility and knowledge to make decisions in a timely manner
- The project management team needs to reflect the interest of all parties who will be involved, including business, user and supplier interests
- Project management requires resources and calls for a range of skills, which must be available within the project management team
The key process steps include;
- Design of the project management team structure
- Identify the candidates for each role
- Determine the responsibilities and the requisite skills
SU3 – Appointing the project management team
This process is targetted at appointing the right people to the right positions, at the right time. The process include the following steps;
- Appoint people to the project board, project assurance, project support and team management
- Ensure that these individuals understand their roles and responsibilities
- Ensure that the individuals are actively committed to carrying out their roles and responsibilities
- Confirm the reporting and communication lines
SU4 – Preparing a project brief
The process involves
- Prepare the formal terms of reference for the project
- Establish the customer’s quality expectations
- Establish the acceptance criteria for the project
- Begin a record of any riks facing the project
- Ensure there is a outline business case
SU5 – Defining project approach
- Decide how the work of the project should be approached
- Identify the constraints
- Identify the skills required to conduct the work of the project
SU6 – Planning the initiation stage
Initiating the project and ptreparing the project plan take time and consume resources. The work should be planned and approved like any other project work to make sure that initiation is not aimless and unstructured. The objectives of this sub process are to;
- Produce a plan for thr production of the project initiation document (which include the project plan)
- Define the reporting and control arrangements for the intiation stage
The project intiation document is an extension and refinement of the project brief with the addition of the project management team details, the project plan and the eisk log
THE PMBOK APPROACH to project start up
As per PMBOK, the project undergoes the initiation, planning, execution, monitoring and control and closing stages. The initiation stage of PMBOK has maximum linkage to the SU- start up and IP – Initiating a project processes of PMBOK.
As per PMBOK,
Project intiation comprises of two processes;
1) Develop a project charter
2) Define a high level project scope statement
The project charter is prepared (approved) by the project sponsor (project executive in PRINCE2) and the charter comprises of the following information;
- High level product description
- Roles and responsibilities of the project manager and the sponsor
- Major milestones
- Constraints, assumptions
- Major risks
- Product vision
- Business case
The charter forms an input to the project planning and as per PRINCE, the intiation stage plan is an input to planning. The term ‘project approach’ of PRINCE is liked to the ‘Project strategy’ of PMBOK, which is part of project planning.
The initiation phase of PMBOK by and large corresponds to the SU (Project start up) process group of PRINCE2.
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