The PRINCE2 Project Management Processes ExplainedWhat are the PRINCE2 processes and why do we need them?
Note: this article refers to the PRINCE2 project maangement framework prior to 2009. After 2009, the framework was updated and the number of processes described in this article was reduced.
A PRINCE2 process is basically a template for a recommended course of action. Project Management experts from over 150 European organisations have devised these eight processes over the twenty years that the PRINCE2 project management method has been used and developed.
The eight PRINCE2 processes are intended to cover all bases of your project’s life cycle, from the first moment of inspiration to the cutting of the ribbon at the end. If you follow the steps outlined in each of the PRINCE processes, then there should be no room for careless error or oversight in the planning and directing of your project.
Having said that, it is vital to remember that every project is different. The PRINCE model should be tailored to fit each individual project scenario. Adapting the theory to fit the practice is part of what learning to be a successful PRINCE2 Practitioner is all about.
The PRINCE2 processes:
Starting Up a Project (SU)
So you’ve had your moment of EUREKA. You know exactly the right way to handle the delicate problem that has appeared, or the difficult order that has arrived, or the problem that has been nagging at you for months. All you need now is a team and some money and you’re off, right?
Not quite. First you need to convince the Project Board to invest in your project. The PRINCE2 method suggests various management products (documents that aid the management process), such as the Project Brief, as ways of communication and clarifying your ideas.
Initiating a Project (IP)
Once the Project Board has authorised the initiation of your project, you need to describe in greater detail:
1) What products the customer wants, and how you will meet their quality specification
2) Potential risks and how best to meet them
3) How you will control changes to the project
You also need to set up a project filing system and write a Business Case, a Project Plan, a Project Initiation Document and a Stage Plan. Only when the Project Board has reviewed these and has authorised you to go ahead can you proceed to Directing a Project.
Directing a Project (DP)
This process encompasses the entire project, and operates at the level of the Project Board. What it basically means is that the project manager is in charge of the day-to-day running of the project, and submits regular reports to the Project Board, regarding progress, risks and changes to the project. The Project Board review these reports and direct the project manager as they see fit.
Controlling a Stage (CS)
While the Project Board are in charge of Directing the Project, it is the project manager who handles the process Controlling a Stage.
Every PRINCE2 project is made up of at least two stages: the initiation stage, and the stage after. Most projects will have more than two stages. This enables the Project Board to keep an eye on project progress, and to call a halt if they feel their investment is no longer worthwhile.
Controlling a Stage means ensuring that products are delivered on time and within budget, monitoring and dealing with project risks and assessing the Checkpoint Reports written by team managers.
At the end of each stage, the project manager must prepare a Highlight Report for review by the Project Board before they can authorise the next stage.
Managing Product Delivery (MP)
This is the job of the team managers. According to the conditions of the Work Package, each team manager must allocate work, build the required products and perform quality checks.
Once products are proved to be fit for purpose, they can be handed over to the user, customer or Configuration Librarian. The team manager then confirms to the project manager that product handover has taken place.
Managing Stage Boundaries (MS)
This PRINCE2 process is what the project manager has to do at the end of every stage. It is basically a mechanism for ensuring that you keep tabs on how actual project progress is diverging from the original plan. There are five basic steps:
1) Measure project progress according to the Project Plan, and modify your Project Plan as necessary
2) Modify your Business Case according to the changes to your Project Plan
3) Update your Risk Log
4) Write an End Stage Report
5) Write a next Stage Plan. Send both report and plan to the Project Board for review and authorisation.
Closing a Project (CP)
Only the Project Board can officially close the project down. Before this can happen, the project manager has to obtain formal acceptance of the products from the customers and users. Any outstanding Project Issues and any useful Project lessons are documented for the benefit of future project managers. The project manager writes a Post Project Review Plan, which explains who will review the project benefits in the future, and how they will do it. Finally, the Project Plan must be updated and an End Project Report written, including a comparison between actual achievements and original goals.
Planning (PL)
While planning as an activity underpins every project, whether or not it is run according to the PRINCE2 methodology, the eighth PRINCE2 process called “Planning” is normally only followed for producing the Project Plan, Stage Plans, Exception Plans and Team Plans.
PRINCE2 provides specific guidelines for generating these plans, so that all variables and eventualities are taken into account.
The PRINCE2 Processes underpin the PRINCE2 project management methodology. For more information about PRINCE2 training and qualifications, please visit our course pages.
PRINCE2® is a trademark of the Office of Government Commerce
