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PRINCE2 2009 - Controlling a stage part 5

Activities

Authorize a Work Package

It would be chaotic to have the people who are working on the project starting activities whenever they think fit.
There must be a level of autonomy within the project team(s), but there will be wider issues involved of which they cannot be expected to be aware.

It is therefore important that work only commences and continues with the consent of the Project Manager.
The vehicle for this is the production, execution and delivery of a Work Package.

A Work Package may include extracts from, or simply cross-reference elements of, the Project Plan, Stage Plan or Project Initiation Documentation.

A Work Package should cover the work to create one or more products.
If a product requires more than one Work Package to create it, then it should be broken down into further products with their supporting Product Descriptions.

The triggers for the Project Manager to authorize a Work Package include:

Stage authorization – the Project Board gives authority to execute a Stage Plan Exception Plan approved – the Project Board gives authority to execute an Exception Plan New Work Package required – an output from reviewing the stage status (see section 15.4.4) Corrective action – in response to an issue or risk.

This activity is used to authorize new Work Packages or to authorize amendments to existing ones.

Diagram 1 shows the inputs to, and outputs from, this activity.

controlling a stage work package diagram 1 smallcontrolling a stage work package diagram 1

Diagram 1

PRINCE2® recommends the following actions:

  • Examine the Stage Plan for the current management stage in order to understand the:
    • Products to be produced
    • Cost and effort that the work is expected to consume
    • Tolerances available
  • Examine the Project Initiation Documentation in order to understand:
    • The project controls required (for example, progress reporting arrangements)
    • The quality standards required, as defined in the Quality Management Strategy
    • If any products are to be handed over, how this will be done (as defined in the Configuration Management Strategy)
  • Define each Work Package to be authorized (or amended):
    • Obtain the relevant Product Descriptions for inclusion in the Work Package
    • Define the techniques, processes and procedures to be used
    • Define the development interfaces to be maintained
    • Define the operational and maintenance interfaces to be maintained
    • Define the configuration management requirements
    • Define the joint agreements on effort, cost, start and end dates, key milestones and tolerances
    • Define any constraints that may apply
    • Define the reporting, problem handling and escalation arrangements
    • Define the approval method
    • Provide relevant references (e.g. Stage Plan, Product Descriptions)
  • Review the Work Package with the Team Manager, ensure that they have accepted it, and authorize them to begin work (see the section covering ‘Managing Product Delivery’)
  • Review the Team Manager’s Team Plan (or the milestone extract from it if the commercial environment means it is inappropriate for the Project Manager to see its contents) and update the Stage Plan to reflect the timing of the Work Package(s) authorized
  • Update the Configuration Item Records to reflect the content of the Work Package(s) authorized
  • Update the Quality Register for planned quality management activities. Consult with Project Assurance that the identified and selected quality reviewers are acceptable
  • If necessary, update the Risk Register in accordance with the Risk Management [see ‘The Complete Risk Management package’] Strategy
  • If necessary, update the Issue Register

Diagram 2 shows the responsibilities for this activity.

controlling a stage work package diagram 2 smallcontrolling a stage work package diagram 2

Diagram 2

PRINCE2® is a Registered Trade Mark of the Office of Government Commerce in the United Kingdom and other countries.

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Managing Successful Projects with PRINCE2 - 2005 edition
Managing successful Projects with PRINCE2 – 2009 edition
Directing Projects with PRINCE2.
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The Complete Project Management package.

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