PRINCE2 Trigger Map

PRINCE2 Trigger Map

PRINCE2 Trigger Map

It all starts with receiving aproject mandate. This mandate can have any form but should minimally mention who the owner is of the project and why the project is needed. The starting up a project is then used to answer the question whether it is viable to do the project from a business, user and supplier point of view. This is mentioned in the Project Brief. The Project Brief together with an initiation stage plan is given to the project board in the activity Authorize initiation'.

The project board will then authorize the project manager to start with the processInitiating A Project where the project manager puts theProject Initiation Documentationtogether, and through the processManage A Stage Boundary a Stage Plan for the first execution stage. Both document are presented to the project board in the activity Authorize the Project and Authorize Stage or Exception Plan. This is then input to the activity Authorize a Work Package as part of the Controlling A Stage process carried out by the project manager.

The project manager will now give the work package to a team manager and the team manager would accept this in the activity Accept a Work Package'. The products in the work package are created and review in the activity Executing a Work Package' and while this is done the team manager would need to send regular time driven progress reports callCheckpoint Reports to the project manager in the activity Review Work Package Status'. When the products have been created and reviewed they will be assembled and a final check is done by the team manager in the activity Deliver a Work Package' before the work package is given back to the project manager in the activity Receive Completed Work Package'. The project manager would now update the Product Status Account in the activity Review Work Package Status' and review the entire stage in the activity Review Stage Status' before authorizing the next work package. We now have the work package loop complete.

Issues and risk will be captured and examined in the activity Capture and Examine Issues and Risk' and this will be used as an input in the activity Review Stage Status' to report to the Project Board or as an input to the activity Authorize a Work Package'.

If everything stays within tolerances the project manager would simply send a time driven progress report called a Highlight Report to the project board in the activity Give Ad Hoc Direction' using the activity Report Highlights'. The project manager can always ask for advice and guidance and the project board can give feedback. This could lead to taking a corrective action using the activity Take Corrective Action' which might lead to adjusting, deleting or creating a Work Package in the activity Authorize a Work Package'. If the project manager foresees that he might go outside the tolerances given to him he would need to escalate that issue using the activity Escalate Project Issues and Risks' by writing an Exception Report to the project board in the activity Give Ad Hoc Direction. The activity Give Ad Hoc Direction' is actually also used in the processes Initiating A Project ,Manage A Stage Boundary andClosing A Project.

As a result of receiving theException Report the project board could decide to reject the escalated issue, take a corrective action, prematurely close the project or defer the matter by asking for more detailed information.

This latter is referred to as requesting an Exception Plan. The project manager would now go to theManage A Stage Boundary process in the activity Produce an Exception Plan' to create a draftException Plan. Now the project manager would need to analyze thePID and the current stage plan in detail and see what kind of effect the escalated issue would have on these 2 documents. The main documents in the PID to review are the Project Plan and the Business Case. Once the analysis is done the completed Exception Plan is presented to the project board in the activity Authorize Stage or Exception Plan'. If approved the Exception Plan would replace the remaining part of the plan(s) that is/are in exception. The Exception Plan could also lead to a premature closure. This is the link to the activity Prepare Premature Closure'. The project manager would give the information to the project board in the activity Authorize Premature Closure' where the project is then closed.

TheManaging A Stage Boundary process is also used when the stage comes to a normal end. So when all the products in the Stage Plan have been created or a fix point in time has been reached, the project manager would then prepare the draft Stage Plan and End Stage Report in the activity Plan The Next Stage'. The End Stage Report is now used to create a summary of everything that has been used in the stage and the Stage Plan for the next stage is used to explain what the project manager wants to do for the next stage. Both documents are presented to the project board in the activity Authorize Stage or Exception Plan' and signed off by the project board. The signed Stage Plan is then used to create Work Packages and the work package loop continues.

The processClosing a Project is not a stage in PRINCE2. That means that when preparing the last stage the activities for closing a Project should be included in that Stage Plan. That means that at the end of the last stage the project manager does not go toManage a Stage Boundary to create an End Stage Report but goes toClosing A Project to create an End Project Report. This document and other documents created in closing A Project are then presented by the project manager to the project board is the activity Authorize Project Closure'.

Note: PRINCE2 Trigger Map is Proprietary to Trans-Atlantic Consulting Group and is protected by Copyrights. Please do not reproduce or share without alink back to this post and Global Best Practices User Group.

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