In PRINCE2®, the plans submitted to the Project Board should all have a consistent format, i.e. in terms of plan components. The consistent format assists in communication and becomes familiar, both to the Project Manager (who understands what to produce) and to Project Board members (who know what to look for and where to find it). A Product Description for a plan is supplied (in Appendix A) including some generic quality criteria against which the plan should be assessed.
The level of formality in the documentation may vary from project to project according to the scale of the project and the business risks. On simple projects, for example, a set of slides may be sufficient. Project Board members should decide on an appropriate level of formality in consultation with the Project Manager.
Implications of approving the Initiation Stage PlanThe Project Board authorizes initiation by approving the Initiation Stage Plan. Depending on the level of formality agreed, members may or may not meet for the purpose. However, it is essential that all Project Board members approve the plan and understand that, by doing so, they are:
Initiating the project will involve the Project Manager:
From discussions with the Project Manager and other knowledgeable stakeholders (e.g. Project Assurance personnel or programme-level managers), Project Board members should satisfy themselves that the plan is sound. The Project Board may decide to approve the plan with or without modifications.
One of the key objectives of the Initiation Stage Plan is to ensure that initiation work remains under control. Project Board members should also review and approve the reporting and control mechanisms. Finally, the Project Board should confirm the tolerances for the initiation stage. Tolerances are introduced in ‘Exceptions and escalation’, under ‘Delegate effectively’ in the section covering ‘Project Board duties and behaviours’ and provide the Project Manager with a defined measure of discretion before decisions have to be escalated to the Project Board.
All references above are in Directing Successful Projects with PRINCE2 unless stated otherwise.
PRINCE2® is a Registered Trade Mark of the Office of Government Commerce in the United Kingdom and other countries.