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Based on AXELOS PRINCE2 material. Reproduced under licence from AXELOS Limited. All rights reserved.
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.
Copyright 2014, Simplilearn, All rights reserved.
1 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.
Objectives
The purpose of the Plans theme is to facilitate communication and control by defining the means of
delivering the products (the where and how, by whom, and estimating the when and how much).[1]
Plan is a document describing how, when and by whom a specific target or set of targets is to be
achieved. It is the backbone of the management information system required for any project. A plan
requires approval and commitments of the relevant levels of the project management team.
The Project Plan provides a statement of how and when a projects time, cost, scope and quality
performance targets are to be achieved, by showing the major products, activities and resources
required for the project.[2]
It includes the following:
Baselines
Quality to monitor
milestones project
progress
The Stage Plan is similar to the Project Plan in content, but each element will be broken down to the
level of detail required to be an adequate basis for day-to-day control by the Project Manager.[3]
A Team Plan is produced by a Team Manager to facilitate the execution of one or more Work
Packages.[4]
Exception Plan is created to handle situations when the tolerances are forecasted to exceed or have
already exceeded.
Project Plan, Stage Plan, Team Plans and Exception Plans are different types of Plan.
The products required are identified first, and only then the activities, dependencies and resources
required to deliver those products identified. This is known as product-based planning.
Figure 7.2 The PRINCE2 approach to plans. Copyright AXELOS Limited 2013. Material is
reproduced under licence from AXELOS. All rights reserved.
11 Copyright 2014, Simplilearn, All rights reserved.
Design the Plan
PRINCE2uses a technique known as product-based planning to identify, define and analyse the plans
products.
Figure 7.3 Product-based planning technique. Copyright AXELOS Limited 2013. Material is
reproduced under licence from AXELOS. All rights reserved.
13 Copyright 2014, Simplilearn, All rights reserved.
Identify Activities
The activities required to create or change each planned product need to be identified to give a
complete picture of the plans workload.
The activities should include management and quality checking activities as well as the activities
needed to develop the specialist products.
A work breakdown structure is created, based on the product breakdown structure, to define the
activities required.
Any dependency between activities should also be identified. There are two types of dependencies:
internal and external.
As part of a project to build a desktop computer in under 150 Pounds, the RAM
cards will be designed only after the Motherboard is designed (internal
dependency). However, the mouse, supplied by the manufacturer, can be procured
before the design (external dependency) as they will fit into standard USB slots.
The 787 Boeing Dreamliner project involved multiple external dependencies including
wing manufacture (Mitsubishi Heavy Industries, Japan), cargo doors, access doors and
crew escape door (Saab AB, Sweden), software development (HCL Enterprise, India)
and floor beams (TAL Manufacturing Solutions Limited, India). Though the project was
supposed to be over before August, 2007, the project was delayed more than 5 times.
The reasons included fastener shortage and incomplete software.
A decision about the time and resources required to carry out an activity to acceptable standards of
performance must be made by:
A plan can only show the ultimate feasibility of achieving its objectives when the activities are put
together in a schedule that defines when each activity will be carried out. The steps to prepare the
schedule are:
Define activity
Assess resource Level resource
sequence (Critical Assign resources
availability usage
Path Method)
Calculate total
Agree control resource Present the
Define milestones
points requirements and schedule
costs
A schedule defines when each activity will be carried out in a plan. A schedule is best presented in a
graphical form.
Figure 7.4 Simple activity-on-node diagram. Copyright AXELOS Limited 2013. Material is reproduced under
licence from AXELOS. All rights reserved.
19 Copyright 2014, Simplilearn, All rights reserved.
Analyse the Risks
Analyse the Risks is the planning activity that will usually run parallel with the other steps, as risks
may be identified at any point in the creation or revision of a plan.
Each resource and activity, and all the planning information, should be examined for its potential
risk content.
A project is required to organise and run a conference for 80 to 100 delegates. The
date and the topics of the conference have been provided. The conference has been
organised to bring members of a particular profession up-to-date on recent
developments in professional procedures and standards. All delegates will be
members of the profession, and a mailing list is available for use.
The project team is responsible for:
Identifying the venue
Finding out availability of the venue and facilities
Checking the price
The venue will be booked depending on the availability and price
The project team must identify the suitable speakers, contact them and book
them for the conference
A detailed agenda and programme must be identified after finalising the speakers.
Booking arrangements must be established, the programme must be agreed upon
and the venue must be selected and booked before the direct mail is sent out.
Once the venue is booked, a press release based on the programme must be
prepared and issued. The attendance list will be updated with the responses once
the press release has been issued and the direct mail distributed. Staff must be
recruited to help on the day, based on the finalised attendance list.
For the conference, it is decided that hand-out packets will be distributed. A hand-
out packet should reflect the selected topic or subject matter. One hundred such
delegate hand-out packets will be required.
The packets must contain:
A printed agenda covering the agreed upon program
Copies of slides and notes used by the speakers
A feedback form, based on the programme, to capture attendee reviews
Project Product Description is one of the management products. The various sections of Project
Product Description are as follows:
Purpose
Composition
Derivation
Development skills required
Customers quality expectations
Acceptance criteria and project-level quality tolerances (in priority order)
Acceptance method
Acceptance responsibilities
Purpose:
The Purpose of conference project states that the conference is organised to bring members of a
particular profession up-to-date on recent developments in professional procedures and
standards.
Composition:
Conference venue
Attendees
Speakers
Publicity
Delegate hand-outs
Conference logistics
Derivation:
Selected Subject Matter
Marketing
Public Relations
Priority 2:
o The speakers should be chosen on the basis of their knowledge, experience and expertise.
They are not delivering a sales pitch to the members
o The conference should be interactive in style
o The conference should be held at a central location, therefore minimising travel
The speakers and programme must be approved by the editorial board representing the interests
of the members
The attendees satisfaction survey should indicate that more than 75% will attend next years
conference and/or recommend it to their colleagues
The hotel venue should be within three miles of a main line train station
Acceptance method:
As the conference cannot be rerun if it is proven to be unacceptable, the project board will grant:
Preliminary acceptancebased on approval of the agreed programme by the editorial board and
independent assurance that the attendee numbers and conference costs re-forecast to be
acceptable
Final acceptancebased on the end project report providing evidence that the acceptance criteria
were met
Acceptance responsibilities:
The senior user and executive are responsible for confirming the acceptance
In the hierarchy chart, the products various components are shown in a hierarchical manner.
Figure D.1 Product breakdown structure in the form of a hierarchy chart. Copyright AXELOS
Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.
32 Copyright 2014, Simplilearn, All rights reserved.
Example of Product-based PlanningProduct Breakdown Structure (contd.)
Figure D.2 Product breakdown structure in the form of a mindmap. Copyright AXELOS Limited
2013. Material is reproduced under licence from AXELOS. All rights reserved.
33 Copyright 2014, Simplilearn, All rights reserved.
Example of Product-based PlanningProduct Flow Diagram
A product flow diagram must be created to identify and define the sequence in which the products of
the plan will be developed and any dependencies between them.
Figure D.3 Example of a product flow diagram for the conference project. Copyright AXELOS
Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.
34 Copyright 2014, Simplilearn, All rights reserved.
Roles and Responsibilities in Plans Theme
The table depicts the responsibilities of Corporate or programme management, Executive and Senior
User in Plans theme.
Role Responsibilities
Ensure that Project Plans and Stage Plans remain consistent from the user perspective.
Senior User
Commit user resources to Stage Plans.
Text in box is from Managing Successful Projects with PRINCE2. Copyright AXELOS Limited 2013. Material is reproduced under
licence from AXELOS. All rights reserved.
35 Copyright 2014, Simplilearn, All rights reserved.
Roles and Responsibilities in Plans Theme (contd.)
The table depicts the responsibilities of Senior Supplier, Project Manager and Team Manager in Plans
theme.
Role Responsibilities
Ensure that Project Plans and Stage Plans remain consistent from the supplier perspectives.
Senior Supplier
Commit supplier resources to Stage Plans.
Text in box is from Managing Successful Projects with PRINCE2. Copyright AXELOS Limited 2013. Material is reproduced under
licence from AXELOS. All rights reserved.
36 Copyright 2014, Simplilearn, All rights reserved.
Roles and Responsibilities in Plans Theme (contd.)
The table depicts the responsibilities of Project Assurance and Project Support in Plans theme.
Role Responsibilities
Monitor changes to the Project Plan to see whether there is any impact on the needs of the business
Project
Assurance or the project Business Case.
Monitor stage and project progress against agreed tolerances.
Assist with the compilation of Project Plans, Stage Plans and Team Plans.
Project Support Contribute specialist expertise (for example: planning tools).
Baseline, store and distribute Project Plans, Stage Plans and Team Plans.
Text in box is from Managing Successful Projects with PRINCE2. Copyright AXELOS Limited 2013. Material is reproduced under
licence from AXELOS. All rights reserved.
37 Copyright 2014, Simplilearn, All rights reserved.
Quiz
a. Stage Plan
b. Project Plan
c. Exception Plan
d. Team Plan
a. Stage Plan
b. Project Plan
c. Exception Plan
d. Team Plan
Answer: b.
Explanation: Project Plan is used by the Project Board as baseline to monitor project
progress stage-by-stage.
a. Stage Plan
b. Project Plan
c. Initiation Stage Plan
d. Work Packages
a. Stage Plan
b. Project Plan
c. Initiation Stage Plan
d. Work Packages
Answer: d.
Explanation: Exception plans are not produced for Work Packages.
a. Team Manager
b. Project Manager
c. Project Assurance
d. Quality Assurance
a. Team Manager
b. Project Manager
c. Project Assurance
d. Quality Assurance
Answer: a.
Explanation: Team Manager is responsible for preparing the schedules for each Work
Packages.
a. Two
b. Three
c. Four
d. Five
a. Two
b. Three
c. Four
d. Five
Answer: b.
Explanation: PRINCE2 recommends three levels of plan to reflect the needs of the
different levels of management.
a. Executive
b. Project Manager
c. Corporate or programme management
d. Project Assurance
a. Executive
b. Project Manager
c. Corporate or programme management
d. Project Assurance
Answer: a.
Explanation: Executive approves the Project Plan. Corporate or programme management
sets project tolerances and documents them in the project mandate.
Answer: d.
Explanation: Create the Work Packages is not part of the technique. The correct four steps for product
based planning technique are: Write the Project Product Description, Create the product breakdown
structure, Write the Product Description and Create the product flow diagram.
Answer: a.
Explanation: The philosophy behind producing plans in PRINCE2 is that the products required are identified first,
and only then are the activities, dependencies and resources required to deliver those products identified. This is
known as product-based planning and is used for the Project Plan, stage plan and optionally, the team plan.
a. True
b. False
a. True
b. False
Answer: a.
Explanation: A Team Plan is produced by a Team Manager to facilitate the execution of one
or more Work Packages. Team Plans are optional.
a. Stage Plan
b. Team Plan
c. Project Plan
d. Exception Plan
a. Stage Plan
b. Team Plan
c. Project Plan
d. Exception Plan
Answer: d.
Explanation: An Exception Plan is a plan prepared for the appropriate management level to
show the actions required to recover from the effect of a tolerance deviation.
a. Project
b. Stage
c. Team
d. Exception
a. Project
b. Stage
c. Team
d. Exception
Answer: b.
Explanation: A Stage Plan is required for each management stage. The Stage Plan is similar
to the Project Plan in content, but each element will be broken down to the level of detail
required to be an adequate basis for day-to-day control by the Project Manager.
Here is a quick The purpose of Plan theme is to facilitate communication and control by
recap of what we
defining the means of delivering the products
have learnt in this
lesson:
A Plan is a document describing how, when and by whom a specific target or
set of targets is to be achieved
Hierarchy chart and mind map are the two formats of product breakdown
structure
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.
60 Copyright2014,
Copyright 2014, Simplilearn,
Simplilearn, All rights
All rights reserved.
reserved.
References
[1] Based on Managing Successful Projects with PRINCE2, by AXELOS. Risk, Purpose.
[2] Based on Managing Successful Projects with PRINCE2, by AXELOS. Plans, The Project Plan.
[3] Based on Managing Successful Projects with PRINCE2, by AXELOS. Plans, Stage Plans.
[4] Based on Managing Successful Projects with PRINCE2, by AXELOS. Plans, Team Plans.