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Planning (PL)
Planning is a repeatable process, and plays an important role in other processes,
main ones being:
- Planning an Initiation Stage (SU 6)
- Planning a Project (IP2)
- Planning a Stage (SB1)
- Producing an Exception Plan (SB6).
PPM Studio-PRINCE2 provides a product-based start to the planning
activity. It also provides a planning framework which can be applied to any type
of project.
This involves:
- Establishing what products are needed
- Determining the sequence in which each product should be produced
- Defining the form and content of each product
- Resolving what activities are necessary for their creation and delivery.
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Corporate/Programme Management:
It empowers senior management in directing the project managers, delegating them
with powers to execute the projects in set guidelines, track & monitor project reports
& metrics. PPM Studio facilitates privileges Corporate/Programme Management team
through access to directing, tracking projects in set project guidelines. It provides
the organizational structure for the management team. It integrates the customers
and suppliers involved and assign their responsibilities.
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Starting up a Project (SU):
Once the senior management has drafted the early version of project objective, PPM
Studio facilitates to start a new project with required essential information of
the project
- Appointing a project manager: After initial expectations from project, a suitable
project manager can be appointed.
- Appointing a Project team: Project Manager can select his team from available resource
pool build his project team.
- Preparing a project brief: A default PRINCE2 template can be used to help project
manager prepare a detailed project brief.
- Designing project approach: Design all important elements of the project approach.
- Planning for next phase of project(initiation)
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Initiating a Project (IP):
In this stage we focus on the project startup process, and the project brief is
further fine tuned or augmented to form a Business case. All stake holders are in
sync with the approach taken to ensure quality on the projects.
- Notifications, automated check lists can be used to strengthen the Project controls.
- The overall approach project plan, work flow is fine tuned at this stage.
- The resultant information can be put before the project board for them to authorize
the project itself as a document called Project Initiation Document which typically
includes: Project Goals, Scope, Project Organization, Business Case, Constraints.
- Setting project controls: defining the project acceptable variance in important
project elements.
- Setting the project plan: PPM Studio has a inbuilt task plan, but also facilitates
project teams to import/export from MS project server.
- Attach relevant project documents
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Directing the Project (DP):
At this stage PPM Studio facilitates how to direct projects. This is normally done
by senior management/project sponsors. This typically includes,
- Authorizing the project (Initiation & Approval)
- Authorizing a stage or exception plan;
- Giving ad-hoc direction
- Confirming project closure
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Controlling a stage (CS):
At this stage PRINCE2 suggests that,
- Projects should be broken down into stages (milestones/phases) and these sub-processes
dictate how each individual stage should be controlled.
- How work packages are planned, authorized and received.
- We have to formulate a control system to monitor the progress & how the same has
to be reported periodically.
- PPM Studio also facilitates to capture, assess & manage project issues & risks.
- It also lays down the method by which certain project issues should be escalated
to the project board.
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Managing Stage boundaries (MSB):
This phase touches the crucial steps while ending the stage (milestone/phase)
- Planning a stage : Updating all the associated task and requirements with proper schedule.
- Updating a project plan : Updating the project task plan with latest developments and schedule of the stage.
- Updating a project business case : Updating recent changes in the project business case.
- Updating the risk log : Updating all closed and ongoing risks of the stage.
- Reporting stage end : Communicating to concerned stakeholders about the stage end / status update.
- Producing an exception plan : Updating the revised schedules and updated task plan as an exception plan post the approvals.
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Managing Product Delivery (MP)
The objective of this process is to ensure that planned products are created and
delivered by:
- Making certain that work on products allocated to the team is effectively authorized
and agreed accepting and checking Work Packages
- Ensuring that work conforms to the requirements of interfaces identified in the
Work Package
- Ensuring that the work is done
- Assessing work progress and forecasts regularly
- Ensuring that completed products meet quality criteria
- Obtaining approval for the completed products
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Closing a project (CP):
This covers the things that should be done at the end of a project. The project
should be formally de-commissioned (and resources freed up for allocation to other
activities), follow on actions should be identified and the project itself be formally
evaluated.
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