Create a PRINCE2 Project

Use the information in this article to create a PRINCE2® project.
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Use the information in this article to create a PRINCE2® project.
Associate a Project with a PRINCE2 Template
You associate a project with the PRINCE2 template to flag it as a PRINCE2 project. The template adds PRINCE2 specific subpages to the project.
Follow these steps:
  1. Open the Portfolio Management menu, and click Projects.
  2. Click New from Template.
  3. Click the Prince2 Project Template and click Next.
  4. Complete the required fields, and save the project.
Define PRINCE2 Project Properties
After you create a PRINCE2 project, define the PRINCE2-specific properties such as the project stages, the board members, and senior users for the project. To define PRINCE2 project properties, you need PRINCE2 Project Manager or PRINCE2 Administrator access rights.
Follow these steps:
  1. Open the PRINCE2 project.
  2. Open the Properties menu, and click PRINCE2.
  3. Define the following PRINCE2 fields:
    • PRINCE2 Stage
      Defines the PRINCE2 stage that currently applies to the project. See the OGC PRINCE2 reference workbook for descriptions.
      Select one of the following stages from the drop-down:
      • Starting Up a Project (SU)
      • Initiating a Project (IP)
      • Controlling a Stage (CS)
      • Managing Stage Boundaries (SB)
      • Closing a Project (CP)
    • Project Board Members
      Identifies the Project Board members who have the authority to review, reject, or approve a document, report, or plan that is submitted as part of the PRINCE2 process.
      • Click the Browse icon to select project board members.
      • To remove a resource, select the Delete icon.
    • Senior Executives/Senior Users
      Identifies the senior executives and senior users for this project. Select the Browse icon to select senior executive resources for this specific project.
      • To remove a resource, select the Delete icon.
      As a default, the processes are not configured with action items assigned to these senior executives or senior users. However, you can customize your PRINCE2 implementation to do so.
Create Product Descriptions
You can create a product description for the PRINCE2 project that you plan to develop. Product descriptions serve as a control document written as part of the project planning process. Creating a product description allows you to define the following:
  • Project deliverable
  • Standards to be used in the project creation
  • Quality criteria to be applied
  • Initial checklist for checking the quality of the finished product
Follow these steps:
  1. Open the PRINCE2 project.
  2. Open the Properties menu and click Product Description.
  3. Click New.
  4. Complete the requested information. The following fields require explanation:
    • Approval Status
    Displays the current approval status of this report. This field displays only after saving changes. The following indicators indicate status:
  5. New (gray indicator). The default selection when the report is not yet submitted for review.
    • Submit For Review (yellow indicator). Displays once the report is submitted for review.
    • Approved (green indicator). Displays if the report is approved during the review process.
    • Rejected (red indicator). Displays if the report is rejected during the review process.
  6. Submit for Review
    Initiates the document review and approval process for this PRINCE2 control if selected. Submit the report after selecting the check box. This field displays only after you save changes.
    See the PRINCE2 Workbook for descriptions of the following fields:
    • Purpose
    • Composition
    • Derivation
    • Format and Presentation
    • Allocated To
    • Quality Check Requirements
    • Quality Criteria
    • Quality Method
    • Quality Tolerance
  7. Save the changes.
  8. Complete the requested information. The following fields require explanation:
    • Days in Review
      Displays the number of days that are passed from the day the report is submitted for review with the applicable colored indicator. This field is empty if the form was rejected or approved, or if the form is not yet submitted for review. The following determines which indicator appears:
      • A green indicator appears if Days in Review is greater than 0 and less than  5 days.
      • A yellow indicator appears if Days in Review is greater than or equal to 5 and less than 10 days.
      • A red indicator appears if Days in Review is greater than or equal to 10 days.
Create Project Initiation Documents
The project initiation document collects the key information to start the project. The document communicates the information to everyone who is interested in the project. The main purpose of this document is to gather the information for the project to answer the What, Why, How, Where and How Much questions.
Once the Project Board members approve the document, the project initiation document provides the baseline for the project and becomes read-only. The document is then used as a reference whenever a major decision is made about the project. At the conclusion of the project, the document is used to measure if the project is managed successfully and has delivered an acceptable outcome.
Project initiation documents include the following sections:
Business Needs
  • Constraints, Assumptions & Exclusions
  • Scope and Initial Plan
Follow these steps:
  1. Open the PRINCE2 project.
  2. Open the Properties menu, and click Project Initiation Document.
  3. Click New.
  4. Complete the requested information. The following fields require explanation:
    • Approval Status
      Displays the current approval status of this report. This field displays only after saving changes. The following indicators indicate status:
      • New (gray indicator). The default selection when the report is not yet submitted for review.
      • Submit For Review (yellow indicator). Displays once the report is submitted for review.
      • Approved (green indicator). Displays if the report is approved during the review process.
      • Rejected (red indicator). Displays if the report is rejected during the review process.
    • Submit for Review
      Initiates the document review and approval process for this PRINCE2 control if selected. Submit the report after selecting the check box. This field displays only after you save changes.
      See the PRINCE2 Workbook for descriptions of the following fields:
      • Background
      • Project Objectives
      • Business Case
      • Business Reason
      • Business Reason Details
      • Attachments
      • Constraints
      • Assumptions
      • Exclusions
      • Dependencies
      • Alternatives Considered
      • Project Scope
      • Other Deliverables (Products)
      • Initial Risk Log
      • Project Organization Structure
      • Project Organization Structure Attachments
      • Project Quality Plans
      • Acceptance Criteria
      • Initial Project Plan
      • Project Controls
      • Exception Process
      • Contingency Plans
  5. Save the changes.
    The project properties list page appears. The following field requires an explanation:
    • Days in Review
      Displays the number of days that have passed from the day the report is submitted for review with the applicable colored indicator. This field is empty if the form was rejected or approved, or if the form is not yet submitted for review. The following determines which indicator appears:
      • A green indicator appears if Days in Review is greater than 0 and less than 5 days.
      • A yellow indicator appears if Days in Review is greater than or equal to 5 and less than 10 days.
      • A red indicator appears if Days in Review is greater than or equal to 10 days.
Create Stage Plans
The stage plan is used as the basis for project management control throughout the length of the project, from initiation to conclusion. The stage plan helps you do the following:
  • Identify all the products that each project stage must produce
  • State how and when stage objectives are to be achieved
  • Show the deliverables, activities, and resources required
  • Identify the stage control, reporting points, and frequencies
  • Provide a baseline against which stage progress can be measured
  • Record the stage tolerances, specify quality controls, and identify the resources that are needed for them
Follow these steps:
  1. Open the PRINCE2 project.
  2. Open the Properties menu, and click Stage Plan.
  3. Select New.
  4. Complete the requested information. The following fields require explanation:
    • Approval Status
    Displays the current approval status of this report. This field displays only after saving changes. The following indicators indicate status:
    • New (gray indicator). The default selection when the report is not yet submitted for review.
    • Submit For Review (yellow indicator). Displays once the report is submitted for review.
    • Approved (green indicator). Displays if the report is approved during the review process.
    • Rejected (red indicator). Displays if the report is rejected during the review process.
    • Submit for Review
    Initiates the document review and approval process for this PRINCE2 control if selected. Submit the report after selecting the check box. This field displays only after you save changes.
    See the PRINCE2 workbook for descriptions of the following fields:
    • Plan Description
    • Plan Prerequisites
    • Quality Plan
    • External Dependencies
    • Tolerances
    • How will the Plan be Monitored and Controlled?
    • Reporting
    • Planning Assumptions
    • Graphical Plan
    • Product Description for Major Products
  5. Save the changes.
    The stage plan properties list page appears. The following fields require an explanation:
    • Days in Review
      Displays the number of days that have passed from the day the report is submitted for review with the applicable colored indicator. This field is empty if the form was rejected or approved, or if the form is not yet submitted for review. The following determines which indicator appears:
      • A green indicator appears if Days in Review is greater than 0 and less than 5 days.
      • A yellow indicator appears if Days in Review is greater than or equal to 5 and less than 10 days.
      • A red indicator appears if Days in Review is greater than or equal to 10 days.
    • Plan Prerequisites
      Displays the plan prerequisites for the stage plan report.
Create a Checkpoint Report
Create a checkpoint report to review the work status of each team member at a frequency (weekly, bi-weekly, and so on) defined in the stage plan. Derive the checkpoint report from previous checkpoint reports and stage plans with verbal reports from team members. An objective of the report is to verify all aspects of the project team work against the plan to ensure that there are no unlikely risks or issues that can arise.
Verify that the report covers every item (task or product) that is planned for the period even if no work has started yet. The report must also cover the work of every team member working to an agreed schedule. Reference the last checkpoint report to verify that you have addressed any outstanding or unresolved issues.
Follow these steps:
  1. Open the PRINCE2 project.
  2. Open the Properties menu, and click Checkpoint Report.
  3. Click New.
  4. Supply the requested information and save changes. Refer to the PRINCE2 Workbook for descriptions of the following fields:
    • Period Covered
    • Follow-Ups from Previous Reports
    • Products Completed
    • Activities Performed
    • Quality Work Carried Out
    • Actual or Potential Problems/Deviations From Plan
    • Work Planned for The Next Period
    • Products to be Completed During Next Period
  5. Save the changes when done.
Create a Highlight Report
Create a Highlight Report to provide Project Board members and other stakeholders with a summary of the PRINCE2 stage status at intervals that the project board defines.
The Project Board uses the report to monitor progress at both the individual stage-level and overall project level. The project manager uses the report to inform and seek advice from the project board on any potential problems.
Follow these steps:
  1. Open the PRINCE2 project.
  2. Open the Properties menu and click Highlight Report.
  3. Click New.
  4. Provide the requested information and save the changes.
Create an Exception Report
The PRINCE2 project manager creates an Exception report when a project team, stage, or plan appears to exceed tolerance levels set by the Project Board members. The report serves to both inform the board members of the situation and obtain direction from them.
Follow these steps:
  1. Open the PRINCE2 project.
  2. Open the Properties menu, and click Exception Report.
  3. Click New.
  4. Provide the requested information and save the changes.
  5. Save the changes.
Create an End Stage Report
The PRINCE2 methodology involves dividing the project phases into discreet stages. At the end of each stage, the Project Board assesses the progress of the project to decide if they should proceed to the next stage.
The End Stage report provides progress update about a PRINCE2 project to the Project Board members using the following:
  • A summary of the progress to-date
  • The overall project situation
  • Details based on which next steps for the project can be decided
The Project Board uses this information to approve, ask for a revision, amend the scope, or stop the project.
Follow these steps:
  1. Open the PRINCE2 project.
  2. Open the Properties menu, and click End Stage Report.
  3. Select New.
  4. Provide the requested information and save the changes.
Create a Lesson Learned Report
Create a Lessons Learned report to communicate any lessons learned from the current project that can be usefully applied to other future projects.
The data in this report can be used by groups such as quality assurance that are responsible for the quality management system, or for refining, changing, and improving the standards.
Follow these steps:
  1. Open the PRINCE2 project.
  2. From the Properties menu, and click Lessons Learned.
  3. Click New.
  4. Enter the requested information and save changes.
Track a Project Task as a Product
The PRINCE2 Accelerator allows you to track the progress of a task as a product during the project life cycle. You can also create your own filter (product breakdown structure) to track the development of the task as a product. Creating a filter allows you to see all tasks flagged as products and then see the full product breakdown structure.
Since the flagged task is also displayed in a standard work breakdown structure, you can map this task (or product) to different tasks.
Follow these steps:
  1. Open the PRINCE2 project.
  2. Click Tasks.
  3. Click New.
  4. Enter the required information, and save.
  5. Select the Product check box to flag the task as a product, and save.
Create Product Filters
From your tasks list, filter only on tasks that are labeled as "products" to create a Product Breakdown Structure. To do this, create a filter to display tasks labeled as
products
only.
Follow these steps:
  1. Open the PRINCE2 project.
  2. Click Tasks.
  3. Click the Expand Filter link.
  4. In the Task Filter portlet, click the Build Power Filter link next to Power Filter.
  5. From the Object drop-down, click Task.
  6. From the Field drop-down, click Product.
  7. For Operator, select "=," for Constant, select Yes, and click Add.
    The following expression is added in the Expression box:
    task.pr2_pbs == 1
  8. Click Evaluate to evaluate the expression, and save.
    The expression is saved as a power filter, and the task list page appears.
  9. Click the Save Filter option. Or, click Expand Filter to display this option.
  10. Enter a desired name for the filter. Selecting the Default option renders the new filter as the default for the task list.
    The Filter drop-down on the Task Filter portlet now lists the newly created filter for 'product'. Select the filter to show only the tasks that are flagged as 'products'.