Documentation Standard Building blocks according to Prince2 in Practice

1
Documentation Standard(Building blocks according
to Prince2 in Practice)
2
Mandate Business Case
Dont use this slide in the project management
documentation
3
ltProject NamegtBusiness case

• ltdategt
• ltproject Manager namegt

4
Document Management
Revision history
ApprovalsThis document requires the following
approvals. Signed approval forms are filed in
the Management section of the project file.
DistributionThis document has been distributed to
5
Mandate
Program
If project is part of a program Include name
Project governance
Project background (rationale for action)
Project Manager Project Board Master black
belt Sponsor
Name Owner, sr. User, sr. Supplier names Name Name
Please describe the project background.
Number of months
Project duration
Objectives
Starting date Next tollgate completion
date Project completion date
Date Date Date

• Please state the objectives of the project in
  measurable terms and figures
• Objective 1
• Objective 2

Tolerance (calendar days)
n/ -n
Estimated financial and non-financial impact
Benefits
Financial impact in local currency (in EUR)
Key deliverables
Tolerance ()
n / -n
Costs
in local currency (in EUR)

• Please describe the objectives of the project.
• Key deliverable 1
• Key deliverable 2

Resources
IT n mandays Non IT n mandays
Constraints Risks
Scope (In / Out)
Please describe Any limitations you can think of
IN
OUT

• Text

• Text

Relation to other projects
Please describe Projects that must be completed
first or dependent on the results of this project
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Project Background
Context of the project ltltwhy needed, whats the
history, how does it fit in a (which?) project
programme
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Scope
Geographic Area
Involved Processes
Involved Departments
Involved Products
Distribution Channels
?
Client Groups
Involved Systems
ltProcess name 1gt ltProcess name 2gt ltProcess
name ngt

ltxxx name 1gt ltxxx name 2gt ltxxx name ngt
ltSystem name 1 Interface change, Set up New
module decomgt ltSystem name n Interface
change, Set up New module decomgt
Key deliverable
Depth (project execution phases - deployment -
handover benefit realization)
ltname deliverablegt
ltdescription of the steps to be carried outgt
ltname deliverablegt
ltdescription of the steps to be carried outgt
ltname deliverablegt
ltdescription of the steps to be carried outgt
ltdescription of the out of scope itemsgt
Out of Scope
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Quality Plan
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Impact Analysis
10
Non Financial Benefits
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Risks
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Cost and Benefit Analysis
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Project Brief
Dont use this slide in the project management
documentation

• Project Charter Business Case

14
ltProject NamegtProject Brief

• ltdategt
• ltproject Manager namegt

15
Project Approach
Developed In House
Based on specific technology
Project name
Alternative C
Big Bang Implemen-tation
package
Based on existing product
Alternative B
In stages, rolling wave planning

• Comments
• .

Alternative A
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Value Chain processes
Not in ltprojectnamegt scope
N0t in ltprojectnamegt scope, but relevant for
ltproject namegt
In ltprojectnamegt scope
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Deliverable/Work Breakdown
Deliverable Cluster
Deliverable cluster
Composite Product
To be realized Product
To be realized Product
To be realized Product
To be realized Product
External Product
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Product Breakdown Structure Work package -
ltnamegt
Composite Product
To be realized Product
To be realized Product
Composite Product
To be realized Product
To be realized Product
ltdescription of the out of scope itemsgt
Out of Scope
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Product description Work package - ltnamegt
ltproduct namegt
ltdescription and purpose of the productgt

• Lay-out, format ltdescription of the lay-out,
  format, in most case a reference to existing
  standards and documents is enoughgt
• To be used Techniques, Processes and Procedures
  ltfill in and replacegt
• Relation with other activities or products ltfill
  in and replace activities or products which
  must be finished first or depenencies with other
  work packagesgt
• Contacts ltfill in and replace contact namesgt
• Supply requirements ltfill in and replace e.g.
  deadlines etc.gt
• Additional requirements / commitments ltfill in
  and replace gt

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Resources
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Planning / ltdategt
Blue Original planning Green current
status
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Assumptions
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Outline PID work

• Outline the approach / activities for the Project
  Initiation work (e.g. completing the PID). State
  all Project Initiation Deliverables.

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Project Initiation Document
Dont use this slide in the project management
documentation

• Project Brief

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ltProject NamegtProject Initiation Document

• ltdategt
• ltproject Manager namegt

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Organisation
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Budget Details ltdategt
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Acceptance Criteria

• All quality standards associated with the
  projects area of impact been identified and
  considered?
• Only those standards relevant to the successful
  outcome of the project included?
• Assuring quality approach appropriate in the
  light of the standards selected?
• Quality criteria measurable or assessable?
• All key deliverables met their corresponding
  quality criteria and have been reviewed by the
  people mentioned
• Change control and quality assurance methods
  appropriate for the scale, complexity and risk
  exposure of the project?
• How will quality assurance be provided on
  projects where the Project Manager is not
  technically qualified?
• Prepared by the Supplier and checked by the
  Customer a sufficient quality criterion?

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Communications Plan
Organisation

• Project
• weekly status report
• monthly storyboard to PB
• Issue forms
• Action list
• .
• .

• Regular issuing of news letter
• Presentations at informal meetings
• Informing/discussing with colleagues
• Other stakeholders (who, what information,
  medium, frequency)

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Storyboard Highlight
Dont use this slide in the project management
documentation

• Project Charter Planning Budget template

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Project NameHighlight 1/2Reporting period
dd/mm/yyyy dd/mm/yyyy

• OBJECTIVES OF THE PROJECT
• ....
• ...

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Project NameHighlight 2/2Reporting period
dd/mm/yyyy dd/mm/yyyy
Activities planned in the reported period status
Activities planned for the next
period (dd/mm/yyyy dd/mm/yyyy)

• Activity 1
• Activity 2

• Activity 1 (done)
• Activity 2 (done)
• Activity 3 (not done)

Change requests
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Requested Decisions / issues ltdategt

• Explanation issue ltngt, requested decision ltmgt
• Alternative 1
• Consequences for project (time, budget,
  resources, scope)
• Alternative 2
• Consequences for project (time, budget,
  resources, scope)
• Preferred alternative by project team
• Explanation issue ltpgt, requested decision ltqgt
• Alternative 1
• Consequences for project (time, budget,
  resources, scope)
• Alternative 2
• Consequences for project (time, budget,
  resources, scope)
• Preferred alternative by project team

Data changed 19/11/2003
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Closure Report
Dont use this slide in the project management
documentation

• Business Case Storyboard

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ltProject NamegtClosure Report

• ltdategt
• ltproject Manager namegt

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Recap
Budget
Time
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Follow-on Action Recommendations
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Lessons Learned

• Concentrate on items which can be of use to
  future projects.
• Observations on failures and omissions can be as
  useful as identification of successful elements.
• Which management processes or procedures worked
  well?
• Which management processes have had problems?
• Was it easy to achieve the required quality?
• Which quality procedures have worked well?
• Were there any weaknesses in quality procedures
  for specific types of product?
• How well did risk strategies work?
• Were there any unforeseen risks?
• How well were the risks managed?
• Was the contingency used?
• Was training in the management, quality and
  delivery processes and procedures adequate?
• Were there recognisable benefits from the level
  of training given, or recognisable problems
  caused by lack of training?
• How well did any support tools work?
• Could anything have been done to improve skill
  levels before the relevant work was done?

• Remarks
• Collect to be mentioned items during the project
  life cycle. Makes life easier at the end.

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Annex
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Project Board Meeting minutes yyyy/mm/dd