Pre-Project Phase

Pre-Project | Project Mandate Phase

Prince 2 looks at project from the onset as a mandate often refered to project mandate. Project mandate comes from a senior person in the organization often at the coorporate or programme level and it provides the input to the process “Starting Up a Project” . This process is created at the pre-project level i.e. before project start up.

Most often project mandate can be just a command, an email or a memo. It eventually gets developed to form a working document containing the relevant information to help start the Project. In a project environment; Starting Up a Project Process gets shorter owing to preparation work is already done at that level i.e. Project Brief + Initial Startup (IS) Plan. Thus; its just supplied from the programme level.

It is important to note the following key points at the pre-project phase:

A project mandate is created.
A project mandate is created outside the project.
It can be a page memo or a 10 page document.
Project mandate is the trigger for the project.

Prince2 manual states that the project mandate should clearly identify the Executive and Project Manager.
As shown above other information may include:

Customer information & stakeholders.
Related Projects.
Project Objectives.
Business Case.
Scope and constraints.
Quality Expectations, etc…

The Starting up a Project process is carried out at the direction (project board) and management (project management) level. Its goal is to provide a structure to get the project off to a good start.

It is made up of six activities:

Appoint the Executive and Project Manager
Capture Previous Lessons e.g: from other projects
Appoint a Project Management Team
Create an outline of the Business Case
Select the Project Approach and assemble the Project Brief
Create a plan for the Initiation Stage (IS)

Appoint the Executive and Project Manager

This is done at the Corporate or Programme Management level. It makes sure that the best possible persons are selected and related responsibilities and job descriptions is agreed upon by all parties. The Executive (Project Board) and Project Management (Project Manager) takes immediate ownership of the project.

Capture Previous Lessons

Lessons from previous projects, other people and sources must be captured and learnt from. This is so important in PRINCE2 and form part of the seven principles. It is the responsibility of the Project Manager to add useful lessons and advice to the Lessons Log for use in this project.

Appoint a Project Management Team

The roles and responsibilities descriptions including the estimated effort required for each role is created by the project manager. The Executive will appoint the persons.

Outline the Business Case

The business case is a very high level document and will be expanded latter into a full business case. The Executive (project board) creates an outline of the Business Case. At the Pre-project phase; it addresses value for the business, company objectives, and funding & risk information. The Project Manager also creates the Project Product Description describing the main output of the project.

Select the Project Approach and assemble Project Brief

Using pre-assembled project brief document and all available knowledge the Project Manager examines how best to approach the project.

Planning an Initiation Stage

Planning an Initiation Stage (IS) is the first stage of the project. This plan has to be detailed enough to be used as a day-to-day plan by the Project Manager. It will include information’s such as objectives, deliverables, cost and time. The plan for the Initiation stage (IS) is created by the Project Manager.

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[pdf-light-viewer id="6598"]

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