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Name:

Workbook Question Booklet

This document consists of the questions abstracted from the pre-course workbook. This has been provided for those delegates who are comfortable reading from a computer screen and who do not wish to print out the whole workbook.

Exercise 1
See if you can think of three processes or procedures the garage could have when selling new cars?

Exercise 2
Our garage has decided to form a project to sell an additional make of car. See if you can identify which of the following activities would be line of business and which would be within a project: For this exercise consider that each activity can only be either Line of Business or Project - if you feel they could be allocated to both sections then select the answer you feel is most likely.

Activity
Invoice for a car repair Run the monthly payroll Identify what needs to be created to allow the garage to sell the new make of the car Appoint the Project Management team Authorise payment for builders who are building the new brands showroom Train mechanics on new brand Check that the new showroom meets the requirements the garage needs to sell the new cars

Line of Business

Project

The Knowledge Academy 2011

Pre-course Study Question Booklet V2.2.2 (10th May 2011)

Exercise 3
Complete the following project management team structure by writing in the names from the following list: Project Manager Corporate/Programme Team Manager Project Board

Visionary Directing Managing Delivering

Tip:

Some of the Practitioner exam questions follow a similar list format to those shown here. On longer examples it is easy to get lost so a good technique to adopt is to cross out entries on the list when you have found a home for them. For instance: If you think the Project Manager should be located in the Visionary layer then write Project Manager in that box and cross it out on the list. Now concentrate on the others. This allows you to move through the list dealing with what you can answer quickly then returning back to those entries you have trouble with

Exercise 4
Complete the following table by matching the correct role to the list of activities Project Manager Corporate/Programme Team Manager Project Board

Note:

Only assign one role to each activity - roles may be used once, more than once, or not at all

Role

Activity Provide the Project Manager with funds for the project Manage the project on a daily basis Liaise with Corporate/Programme Supervise the delivery of specialist products Take direction from the Project Board Take direction from the Project Manager Trigger the project

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Exercise 5
From the list below insert the missing words into the accompanying text. Use each word or phrase once and only once. Project Board Project Board Project Board Project Board Project Manager Project Manager Project Manager Project Manager Project Manager Corporate/Programme Corporate/ Programme Corporate/Programme Corporate/Programme products benefits direct roles roles Specialist Team Manager Team Manager three Four Delivering

PRINCE2 splits the management structure of a project into ________ layers which are: ________________ (strategic or visionary), the _________ _________ (Directing), the ________ ______ (Managing) and the _______ ______ ______________ (Delivering). The bottom ___________ layers of this structure form the Project Team with the top layer ___________________ being outside the project. This top layer is at the top of the hierarchy and is the ultimate source of funds etc, PRINCE2 assumes that the position of people in this layer are so senior within the sponsoring organisation (e.g. the company which is paying for the project and wants the change) that they will not have the time to provide even the light touch direction which a PRINCE2 project requires. The _________ __________ is considered to be too junior in the sponsoring organisations management hierarchy to make major decisions about the project or manage large budgets which is why we have the __________ __________ between Corporate/Programme and the Project Manager. The ___________ __________ (the top layer within the Project Team) make all the major decisions such as whether the project should continue. They provide direction to the ____________ __________ to whom they guarantee the resources needed to run the project and create the specialist _____________ which will provide the sponsoring organisation with the required ______________. The _________ _________ should consist of relatively senior managers (compared to the Project Manager) who have the confidence of _________________________. The Project Board liaise with _______________ and __________________the Project. Responsibility within the project is determined by assigning ___________ (not jobs) to team members. Some ____________ can be shared however this is not true of the ________ _________ role. The bottom layer contains the _________ __________(s) who is/are responsible for managing the creation/modification of the ________________ products needed. The Team Manager takes direction from and reports to the ____________ __________.

Tip:

Each word has a bar line (so Team Manager would be represented by two lines, Corporate/Programme by only one). This is where your cross-off technique begins to be useful. You do not have to work through the text sequentially, skim through knocking off items on the list and cross them off as you go along. This is partly a logical puzzle so clues to missing words often follow the gaps Remember there are no marks awarded for neat handwriting so abbreviations and scrawls are permitted

The Knowledge Academy 2011

Pre-course Study Question Booklet V2.2.2 (10th May 2011)

Exercise 6
Complete the following table by writing in the list of statements into the empty boxes following (fill each box but do not duplicate entries):

Techniques Common understanding of what is required of the Project and monitoring achievements Management and Stakeholder involvement at appropriate points General Project Management Management by Exception

Controlled Start, Middle and End Flexible decision points Regular reviews of progress against the Project Plan and the Business Case Leadership/ Motivational skills Communication channels defined

Features of PRINCE2

Things PRINCE2 does not do

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Exercise 7
Complete the table by selecting two statements or phrases from the following list and associating them with the most appropriate principle according to the PRINCE2 method. For example if you think that entries 1 (fit for purpose) and 2 (Tolerance) is best associated with the Continued Business Justification principle then enter the number 1 and 2 in the space alongside it. Use every entry, use each entry only once 1. 2. 3. 4. 5. 6. 7. Fit for purpose Tolerance Benefits Review Plan Lessons Log, Lessons Report Stage Plan, Product Description Communications Management Strategy Flexible decision points 8. 9. The decision to have written or verbal reporting Project Board, Project Manager,

10. Permitted Deviation 11. Highlight Report, Stage Plan 12. Planning Horizon 13. Formality 14. Business Case

Principle
Continued business justification

Associated Statement

Defined roles and responsibilities

Learn from experience

Focus on products

Manage by stages

Manage by exception

Tailor to suit the project environment

Tip:

Keep rotating through the questions until you find a home for every statement (two per principle). When you have found homes for all those you know assign what is left using your best judgement

The Knowledge Academy 2011

Pre-course Study Question Booklet V2.2.2 (10th May 2011)

Exercise 8
Separate the following items into Themes and Principles: Continued business justification Business Case Organization Learn from experience Plans Defined roles and responsibilities Quality Progress Tailor to suit the project environment Manage by stages Risk Manage by exception Focus on products Change

Themes

Principles

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Exercise 9
Complete the following table by selecting the most appropriate management product that, according to the PRINCE2 method, each statement is most likely to be recorded. Identify in which process (SU or IP) the product will be created in. Use all entries in the table use each entry only once

Quality Management Strategy Daily Log Quality Register Project Brief Full Bus Case Communications Management Strategy Lessons Log

Initiation Stage Plan (ISP) Risk Management Strategy Project definition Project Initiation Documentation (PID) Controls Outline Business Case (OBC) Benefits Rev Plan

Issue Register Project approach Project Product Description (PPD) Configuration Management Strategy Configuration Management Strategy Risk Register

Statement
Always make sure that builders give a full quote Costs and Timescales are derived from the Project Plan The Project Manager will be responsible for make sure risks are assessed Will contain the Outline Business Case We will use external contractors on the showroom The pump will be tested on the 23rd April Risk #4: The builders could go bankrupt The increase in turnover will be measured on 23rd April The following stakeholders were identified . Formal issue #6: The builder has gone bankrupt Informally handled issue: assessment meeting 23rd April Initiation will take 3 weeks and cost 450 The final product will be made out of the following . We will use the Quality Register to record all quality activities The change control procedure will be .. The configuration Management procedure will be The following will be excluded from the scope of the project This included Project Controls and details of tailoring Required for Manage By Exception Contains the reasons for the project and is in the Project Brief

Most likely product

Process created

Tip:

A good way to solve this problem is NOT to work through the list sequentially rather scan through a number of times. As you scan you will find homes of the contents. Each time you find a home for a name cross it out on the list.

The Knowledge Academy 2011

Pre-course Study Question Booklet V2.2.2 (10th May 2011)

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Exercise 10
The following table contains a number of statements about a management product used in the Controlling a Stage process. For each statement identify the most likely product were the statement would be recorded in or refers to. Tip: Each product is only used once

Statement
This level of plan is updated with actuals by the Project Manager as the stage progresses This product describes a job of work which the Project Manager has authorised the Team Manager to perform Stage 3 is forecast to end sooner than the earliest agreed date - I have raised this to you as soon as this fact was established The impact of Issue #23 (which we are handling formally) is that there will be no impact on stage costs or time Here is my report on stage progress for 23rd - 30th April

Management Product

Exercise 11
The following table consists of a number of statements made during the Managing Product Delivery or the Managing a Stage Boundary process. In each case identify which Management Product the statement is most likely to refer to (or be recorded in) and identify in which process (MP or SB) the product will be created or updated.

Statement
Optional plan written by the Team Manager to Supplier standards A plan created by the Project Manager and authorised by the Project Board The work on the Work Package is progressing well three products have passed their quality checks in this reporting period This plan will replace stage 3 of the project All the objectives for stage 2 have been met, we completed with both time and cost tolerance The creation of this type of product is the responsibility of the Team Manager and the creation occurs during the Managing Product Delivery process Just to let you know we have delivered the doors to the customer

Product

MP/ SB

The Knowledge Academy 2011

Pre-course Study Question Booklet V2.2.2 (10th May 2011)

Exercise 12
The following table consists of a number of statements made during the Closing a Project process. In each case identify which Management Product the statement is most likely to refer to or be recorded in.

Statement
Now that you are taking on the maintenance of the product here are the risks and issues you should be aware of Overall the project was a success the next section illustrates how or original PID evolved Records when Benefits will be measured both during and after the project The project is to be disbanded on 23rd April It is important to make sure the projects Risk Management Strategy meets the needs of all the stakeholders

Product

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Exercise 13
The following narrative describes the PRINCE2 processes. Using the entries in the table fill in the missing gaps: Seven Controlled Start Controlled Middle Controlled End Starting up a Project Initiation Stage Stage Plan (next stage) Team Manager Mandate pre-project Authorizing Initiation Initiating a Project End Stage Report Management Benefits Review Plan PID Reasons Project Brief Directing a Project Directing a Project Controlling a Stage Managing a Stage Boundary End Stage Assessment Executive Lesson Log Checkpoint Reports Closing a Project Lessons Report Post Project Reviews

The PRINCE2 method consists of ___ processes which provide a structure to the project. They can be divided up into the ______ ______, ______ ________, and the _______ _______. The Project is triggered by the ________ which should hold at least the _______ why the change is needed, the Project Tolerances, who the ________ is to be, and an indication of who is to be the Project Manager. The first process is ________ _____ _____ ______, this is a group of __________ activities which has the objective of preventing ill conceived project from initiating or alternatively providing a firm foundation for initiation. The ________ _______ the Daily Log and the Initiation Stage Plan are created in this process as is a number of other Management Products which end up in the _________ ________ (for Example the Project Product Description and the Project approach). The ISP and the Brief are passed to the Project Board who have now moved into __________ ________ _______ and who now hold their first major activity - _________ __________. If they decide to proceed with the project then the Project Board authorize the Project Manager to start the ________ _______ this forms the official start of the Project. In the ________ _____ _______ process the ____ is assembled then fed into the Managing a Stage Boundary process. It is updated were necessary added to the End Stage Report and the ______ _____ ______ _______ then forwarded to the Project Board. If the Project Board authorise the stage plan then the Project Manager runs the _________ ___ ________ process issuing Work Packages to the ______ _________. The Team Manager is responsible for performing the specialist work to build the products. While the work is in progress the Team Manager will send regular _________ __________ to the Project Manager. As the end of a stage approaches (with the exception of the last one) the Project Manager starts running the activities in ____________ ___ ________ ___________ process preparing for the transition to the next stage. The Stage Plan (next stage) and the ______ _______ ________ are created and the contents of the PID are considered for update. These three ___________ products are passed to the _________ ___ ___________ process were the Project Board hold their _______ ________ and consider whether the project should continue or be prematurely closed. The last stage substitutes the _______ ___ _______ process for the Managing a Stage Boundary process. The End Stage Report and the ___________ ________ are created along with the Follow on actions. The _________ __________ _______ is checked for any benefits then updated with the dates of ______ ________ __________. ______

Tip:

Each word has a bar line (so Team Manager would be represented by two lines, pre-project by only one).

The Knowledge Academy 2011

Pre-course Study Question Booklet V2.2.2 (10th May 2011)

Exercise 14 Answer . (Limit your solution to a single page please)

- Exercise 15 Answer

Corp/ Programme

Project Board Senior User(s) Executive Senior Supplier(s)

Project Assurance Board do their own PM

Change Authority Tom Smith Project Support

TM

TM

Note:

The above chart displays the standard roles in the PRINCE2 organisational structure. Some roles have been filled, using your knowledge select the most suitable candidates from the preceding list to complete the Project Team and Corporate/ Programme

THANK YOU PLEASE HAND THE COMPLETED WORKBOOK QUESTION BOOKLET TO YOUR TRAINER ON THE FIRST DAY OF THE COURSE

NOW PLEASE GO TO THE PRACTICE QUESTIONS TO FURTHER TEST YOUR PRINCE2 KNOWLEDGE.

The Knowledge Academy 2011

Pre-course Study Question Booklet V2.2.2 (10th May 2011)