PMITP Lecture 02 - Project Management Frameworks 2 Slide Per Page

INFS 5057
Project Management for IT

Professionals
Lecture 2
Project Management Frameworks
Ms Mei Sim
Course Coordinator
Outline
• Project Management Recap

• Project Management Certifications
• Standards vs Methodologies
• Introduction to PRINCE2
• The Structure of PRINCE2
• PRINCE2 Principles
• PRINCE2 Themes
• PRINCE2 Processes
1
Learning Objectives
• After completing this topic, you should be able to:

– Recall introductory details about projects, project management
and project managers
– Explain project management certifications that are available
– Distinguish between a project management standard and
methodology and explain how each can be used to manage a
project
– Explain what PRINCE2 is in the context of project management
– Describe the PRINCE2 framework in regard to principles,
themes and processes
Reading
Chapter 2
2
Project Management Recap
What is a Project?
PRINCE2 manual definition of a project:
“A project is a temporary organisation that is created

for the purpose of delivering one or more business
products according to an agreed Business Case.”
Barker, S 2013, Brilliant PRINCE2: What you really need to know about PRINCE2,
Pearson Education Limited, UK.
6
3
Project Characteristics
• Introduces new things

• Complex, unique one-time process
• Defined start and end
• Limited by budget, schedule, and resources
• Developed to resolve a clear goal or set of goals
• Involves people from different fields
• Customer-focused
Project Performance Targets
• Six variables to control

Time
• All affect each other
Risks Cost
• Targets decided during
planning
• PM monitors during the Benefit Quality

project
Scope
• Need to managed to achieve
a successful project outcome
Source: https://www.youtube.com/watch?v=SYkNZguIGgg
8
4
• Time – When will it be

finished? Time
• Cost – Are the costs being Risks Cost

controlled and are we
within budget?
• Quality – Will the product Benefit Quality

be fit for purpose? Are
products passing quality Scope
checks?
9
• Scope – Must be well defined

and clear to all stakeholders.
Time
Avoid “scope creep”.
Risks Cost
• Benefit – Why are we doing
this project? What are going
to get out of this project?
Must be known, clear and
measurable Benefit Quality
• Risks – How much risk can Scope

the project take on? How can
risk me managed?
10
5
What is Project Management?
• A set of tools and techniques than can be applied to the

delivery of defined outcomes.
• According to the Project Management Institute (PMI),
“is the application of knowledge, skills, and techniques to

execute projects effectively and efficiently.”
11
What is Project Management?
• A profession
• Recognised professional bodies
– International Project Management Association (IPMA)
– Project Management Institute (PMI) – US
– Australian Institute of Project Management (AIPM) – Aus
12
6
What is a Project Manager?
• A business person who is responsible and accountable

for delivering the project’s outputs and outcomes.
• Takes responsibility for the success / failure of the

project.
• Must have appropriate skills / qualities.
• Must use various techniques to meet objectives.
Source: Intec Consulting Group

13
A bugs leaf……
https://www.youtube.com/watch?v=L26U_gBfnPw (1:47)
Source: Thanks to Nicholas H for providing this video

14
7
Project Management
Certifications
15
Project Management Certifications
• Project Managers should hold some sort of

professional certification.
• At the international level there are three major

certifications:
– PMP
– PRINCE2
– Scrum method
Roudias, J 2015, Mastering Principles and Practices in PMBOK®, PRINCE2®, and

SCRUM, Pearson Education Inc, US.
16
8
PMP
• Project Management Professional (PMP)
• Used by the American system
• Professional certificate from the PMI
• Based on Project Management Body of Knowledge

(PMBOK) Guide
• PMBOK and PMP – Better known in US, Canada, Middle

East

17
PMP
• PMBOK Guide (5th Edition)
• Provides guidelines for managing individual projects
• Defines PM related concepts
• 47 processes, 5 basic process groups, 10 knowledge

areas
• Typical of most projects, most of the time
18
9
PMP
• 5 process groups
• Describe actions the Project Manager (and team) needs
to do
• 47 processes fall into these 5 basic process groups

– Each process has inputs, tools and techniques, and outputs
• For example the Initiating process group has two

processes:
– Develop project charter
– Identify stakeholders
19
PMP
• 10 knowledge areas
• Made up of a set of processes Stakeholder
Integration
Scope
•
Management
What the PM needs to know
• Assume specific skills and Risk Time
experience in order to Knowledge

accomplish project goals. Areas
Communications Cost
• Formed by grouping the 47

processes of project Human
Quality
Resources
management into specialized Procurement
and focused areas
20
10
Scrum
• Agile project management framework
• Used mainly for software development
• Describes an iterative and incremental approach for

project work
• Allows people to address complex adaptive problems

21
Scrum
• Not a process or technique for building products
• A framework where its possible to use various processes

and techniques
• Includes teams and their related roles, events, artifacts

and rules
• Scrum team consists of a product owner, the

development team and a Scrum master

22
11
Scrum
Source: http://www.n-axis.in/images/scrum-methodology.gif
23
PRINCE2
• PRojects IN Controlled Environments
• Used by the UK system
• Previously owned by UK’s cabinet office
• Now owned by AXELOS
• Better known in UK, Europe, Australia

24
12
Standards vs Methodologies
25
A comparison……
• A standard is:
“something considered by an authority or by general

consent as a basis of comparison; an approved model.”
• A methodology is:
“a set of methods, principles, and rules for regulating a

given discipline, as in the arts or sciences.”
Source: http://www.dictionary.com
26
13
What should you use?
• Must be flexible
• Can apply the Project Management Body of Knowledge

(PMBOK® Guide) as the standard for project
management
• Can apply your preferred approach/methodology

– PRINCE2
– Scrum
• Can use the standard and a methodology at the same

time
Source: http://www.dictionary.com
27
Project Management Method
• Top five reasons for using one
1. The team can get on with delivery, rather than debating the approach
from first principles.
2. The participants understand their roles, and they don’t have to learn
them each time they pick up a new project.
3. Best practice can be captured and encouraged.
4. There’s a reliable basis for reporting progress and an ‘apples with

apples’ comparison can be made across a portfolio.
5. Re-usable techniques, tools, and templates are given a natural home.
28
14
Introduction to PRINCE2
29
What is PRINCE2?
https://www.youtube.com/watch?v=M8VwVAoI3h0 (2:52)
30
15
What is PRINCE2?
• A project management framework that enables an

organisation to plan, manage and control a project.
• UK government response to the challenge of successful

project delivery.
• According to PRINCE2 authors

• Used in more than 20,000 organisations across 150
countries
• Many regard as the world’s leading project management
method
31
What does PRINCE2 bring to the party?
• 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
32
16
• What do you get?

– a standard lifecycle to take a project from start to
finish;
– a set of processes that narrate the activities
undertaken at each stage;
– descriptions of the products that are needed if work is
to be properly planned and managed;
– an organisational structure, with a definition of the
roles and responsibilities involved.
33
• There are also practical techniques for:
• Developing business cases
• Planning and controlling work
• Monitoring progress
34
17
What PRINCE2 does not provide
• Specialist aspects
• E.g. Industry-specific activity, specialist lifecycles
• Detailed techniques
• E.g. Generic planning techniques, critical path
analysis, earned value management
• Leadership capability
• E.g. Leadership, motivational, interpersonal skills,
team and stakeholder management
35
The Structure of PRINCE2
36
18
Four integrated elements of PRINCE2
Source: https://www.youtube.com/watch?v=YZyS90pl-N4
37
• Principles
• Seven principles
• Universal guidance that show the way for all projects
• Unless all of them are applied, it is not a PRINCE2
project
• Themes
• Seven themes
• Must be addressed continually
• Tailored project management techniques that need to
be applied consistently throughout
38
19
• Processes
• Seven processes
• Activities to take a project from start to finish
• Tailoring PRINCE2 to the Project Environment

• Adapting PRINCE2 to the specific context of the
project
• A flexible framework
• Can be tailored to any type or size of project
39
40
20
PRINCE2 Principles
41
The Seven PRINCE2 Principles
• Principles
• Seven principles
• Universal guidance that show the way for all projects
• Unless all of them are applied, it is not a PRINCE2

project
42
21
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

43
• Must have a justified reason to start a project
• Revisited at multiple pre-defined points
• Should remain valid throughout the life of the project
• If project can no longer be justified, it should be stopped.
44
22
• Identify mistakes
• Recognise what’s gone well
• Capture lessons
• At the start of a project
• Throughout the project
• When the project closes
45
• Three primary stakeholders:

– Business sponsors who set objectives and ensure the investment
represents value for money.
– Users who exploit the project’s outputs to gain the intended benefits.
– Suppliers who provide the resources and expertise to build what’s

needed (these may be internal or external)
46
23
• Dividing the project into a number of management stages
• Having a high level Project Plan and a detailed Stage Plan for
the current work phase
• Planning, delegating, monitoring and controlling the project on

a stage-by-stage basis
47
• Individuals exercise own judgement provided work they’re

responsible for remains within agreed boundaries
• Provides for efficient use of senior management time
• Tolerances – Extent of deviation that’s permissible before

upward escalation is required
48
24
49
• In a PRINCE2 project, deliverables are described using

Product Descriptions.
• Contain a number of elements
• May be customised to suit
50
25
51
• PRINCE2 is very clear that tailoring doesn’t translate into

simply cutting out parts of the method that don’t appeal.
• Instead roles, processes and products are implemented

in a pragmatic way.
52
26
• This might include:

– Combining roles; for example, the Project Manager takes
on the Project Support role too.
– Running a project with a single delivery stage.
– Combining products used to manage the project, for
example, consolidating all of the control logs in one place.
– Reducing the formality of some products; for example,
providing reports verbally or via email (whilst ensuring that
a record of key actions and decisions is still maintained).
– Using terminology more familiar to the audience in support
of, or as a substitution for, PRINCE2 specific terms.
53
PRINCE2 Themes
54
27
The Seven PRINCE2 Themes
• Themes
• Seven themes
• Must be addressed continually
• Tailored project management techniques that need to be

applied consistently throughout
55
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

56
28
57
PRINCE2 Processes
58
29
PRINCE2 Processes
• Processes
• Seven processes
• Activities to take a project from start to finish
59
PRINCE2 Processes – The big picture
• How does PRINCE2 drive a project from A to B?
• Through a defined set of processes.
• What needs to be done?
• Who should do it?
• End result being strived for.
60
30
• Firstly – we need to provide a sensible path – or

lifecycle – for getting from start to finish.
• Logical and efficient work sequence
• Order of task completion
• Built in quality checks to ensure project can continue
61
• Each phase of the lifecycle is completed using a

number of pre-defined processes.
62
31
• Pre-project
• Gaining formal control and establishing there’s an outline case
for venturing further
• Initiation Stage
• Developing delivery plans and a detailed Business Case, and
deciding if the investment needed is justified
• Delivery stage(s)
• Executing the project using one or more management stages,
and then closing it
63
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
64
32
65
66
33
PRINCE2 chapter topics
67
Lets recap…..
68
34
Summary
• Project Management Recap

• Project Management Certifications
• Standards vs Methodologies
• Introduction to PRINCE2
• The Structure of PRINCE2
• PRINCE2 Principles
• PRINCE2 Themes
• PRINCE2 Processes
69
Q&A
70
35
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INFS 5057

Project Management for IT

• Project Management Recap

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

PRINCE2 manual definition of a project:

“A project is a temporary organisation that is created

• Introduces new things

Project Performance Targets

• Six variables to control

• PM monitors during the Benefit Quality

• Time – When will it be

• Cost – Are the costs being Risks Cost

• Quality – Will the product Benefit Quality

Project Performance Targets

• Scope – Must be well defined

• Risks – How much risk can Scope

• A set of tools and techniques than can be applied to the

• According to the Project Management Institute (PMI),

“is the application of knowledge, skills, and techniques to

What is Project Management?

• Recognised professional bodies

– International Project Management Association (IPMA)

– Project Management Institute (PMI) – US

– Australian Institute of Project Management (AIPM) – Aus

• A business person who is responsible and accountable

• Takes responsibility for the success / failure of the

• Must have appropriate skills / qualities.

• Must use various techniques to meet objectives.

Source: Intec Consulting Group

Source: Thanks to Nicholas H for providing this video

Project Management Certifications

• Project Managers should hold some sort of

• At the international level there are three major

Roudias, J 2015, Mastering Principles and Practices in PMBOK®, PRINCE2®, and

• Project Management Professional (PMP)

• Used by the American system

• Professional certificate from the PMI

• Based on Project Management Body of Knowledge

• PMBOK and PMP – Better known in US, Canada, Middle

Roudias, J 2015, Mastering Principles and Practices in PMBOK®, PRINCE2®, and

• PMBOK Guide (5th Edition)

• Provides guidelines for managing individual projects

• Defines PM related concepts

• 47 processes, 5 basic process groups, 10 knowledge

• Typical of most projects, most of the time

• 47 processes fall into these 5 basic process groups

• For example the Initiating process group has two

experience in order to Knowledge

• Formed by grouping the 47

and focused areas

• Agile project management framework

• Used mainly for software development

• Describes an iterative and incremental approach for

• Allows people to address complex adaptive problems

Roudias, J 2015, Mastering Principles and Practices in PMBOK®, PRINCE2®, and

• Not a process or technique for building products

• A framework where its possible to use various processes

• Includes teams and their related roles, events, artifacts

• Scrum team consists of a product owner, the

Roudias, J 2015, Mastering Principles and Practices in PMBOK®, PRINCE2®, and

• PRojects IN Controlled Environments

• Used by the UK system

• Previously owned by UK’s cabinet office