Product Action

Starting Up a Project
Appoint the Executive and the Project Manager
Project mandate Provide
Appointed Executive Confirm
Executive role description Create
Project Manager role description Create
Appointed Project Manager Confirm
Daily Log Create
Capture Previous Lessons
Lessons Log Create
Design and Appoint the Project Management Team
Daily Log Update
Project management team role description Create
Project management team structure Create
Appointed project management team Confirm
Prepare the Outline Business Case
Outline Business Case Create
Project Product Description Create
Daily Log Update
Select the Project Approach and Assemble the Project Brief
Project Approach Create/Select
Additional role description Create
Project Brief Assemble
Daily Log Update
Plan the Initiation Stage
Stage Plan Create
Daily Log Update

Directing a Project
Authorize Initiation
Project brief Approve
State plan (Initiation) Approve
Authorize the Project:
Lessons log Review
Project Initiation Documentation Approve
Benefits Management Approach Approve
Authorize a Stage or Exception Plan
Specialist products Confirm Approval
End stage report Approve
Lessons Report Approve/Distribute
Follow-on action recommendations Approve/Distribute
Stage plan for the next stage Approve
 Exeption plan Approve
Project Initiation Documentation (Updated) Approve
Benefits Management Approach (Updated) Approve
Give Ad Hoc Direction
Highlight Report Review
Exception Report Respond
New Issue Raise
Authorize Project Closure
End Project Report Approve
Lessons Report Distribute
Follow-on action recommendations Distribute
Business Case (Updated) Confirm
Benefits Management Approach (Updated) Approve

Initiating a Project
Tailoring Requirements
Project Brief Approve
Lessons Log Review
Propose Tailoring Requirements Assemble
Project Initiation Documentation (Part of) Assemble
Project controls Create
Prepare Risk Management Approach
Risk Management Approach Create
Risk Register Create and Populate
Prepare the Change Control Approach
Change control approach Create
Configuration Item Records (Initial) Create
Issue Register Create and Populate
Prepare the Quality Management Approach
Quality Management Approach Create
Quality Register Create
Prepare the Communication Management Approach
Communication Management Approach Create
Set up the Project Controls
Project controls Create
Role descriptions Update
Project management team structure Update
Create the Project Plan
Project Plan Create
Product Description Create
Configuration Item Records Create/Update
Project management team structure Update
Role description Update
Refine the Business Case
 Benefits Management Approach Create
Detailed Business Case Create
Assemble the Project Initiation Documentation (PID)
Project Initiation Documentation Assemble

Controlling a Stage
Authorize a Work Package
Work Package Create
Configuration Item Record(s) Create/Update
Quality Register Update
Risk Register Update
Issue Register Update
Team Plan Review
Stage Plan Update
Review Work Package Status
Checkpoint Report Review
Team Plan Review
Stage Plan Update
Configuration Item Record(s) Update
Risk Register Update
Issue Register Update
Work Package Update
Receive Completed Work Packages
Configuration Item Records Update
Stage Plan Update
Review the Management Stage Status
Risk Register Update
Issue Register Update
Stage Plan Update
Lessons Log Update
Issue Report Update
Report highlights
Highlight Report Create
Capture and Examine Issues and Risks
Daily Log Update
Issue Report Create
Issue Register Update
Risk Register Update
Escalate Issues and Risks
Exception Report Create
Issue Register Update
Risk Register Update
Issue Report Update
Take Corrective Action
 Issue Register Update
Risk Register Update
Issue Report Update
Stage Plan Update
Configuration Item Records Update
Daily Log Update

Controlling a Stage
Accept a Work Package
Team Plan Create
Risk Register Update
Quality Register Update
Work Package Approve
Execute a Work Package
Specialist products Create
Quality Register Update
Configuration Item Records Update
Team Plan Update
Checkpoint Report Create
Issue Register Update
Risk Register Update
Approval records Obtain
Deliver a Work Package
Work Package Update
Team Plan Update

Managing a Stage Boundary

Plan the Next Management Stage
Project Initiation Documentation Update
Stage Plan Create
Configuration Item Records Create/Update
Risk Register Update
Issue Register Update
Quality Register Update
Plan the the Project Plan
Project Plan Update
Risk Register Update
Issue Register Update
Update Business Case
Business Case Update
Benefits Management Approach Update
Risk Register Update
Issue Register Update
 Report Management Stage End
End Stage Report Create
Lessons Report Create
Follow-on action recommendations Create
Produce an Exception Plan
Project Initiation Documentation Update
Exception Plan Create
Configuration Item Records Create/Update
Risk Register Update
Issue Register Update
Quality Register Update

Closing a Project
Prepare Planned Closure
Project Plan Update
Product Status Account Create
Prepare Premature Closure
Issue Register Update
Project Plan Update
Product Status Account Create
Additional work estimates Create
Hand Over Products
Follow-on action recommendations Create/Update
Configuration Item Records Update
Benefits Management Approach Update
Acceptance record Obtain
Evaluate The Project
End Project Report Create
Lessons Report Create
Recommend Project Closure
Risk Register Close
Issue Register Close
Quality Register Close
Daily Log Close
Lessons Log Close
Draft project closure notification Prepare
 Senior Senior Project Team Project Project
Corporate Executive User Supplier Manager Manager Assurance Support

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Role
Corporate, programme
management or the customer

Executive

Senior user(s)

Senior supplier(s)

Project manager

Project assurance

Project support
Responsabilities
Provide the project mandate and define any standards to which the business case needs to be developed.
Hold the senior user(s) to account for realizing the post-project benefits enabled by the project’s products.
Accountable for the benefits management approach (post-project).

Accountable for the business case for the duration of the project.
Accountable for the benefits management approach (for the duration of the project) unless being managed by
corporate, programme management or the customer.
Oversee the development of a viable business case, ensuring that the project is aligned with corporate, programme
management or customer strategies, and secure the funding for the project.

Accountable for specifying the benefits upon which the business case is approved.
Ensure the desired outcome of the project is specified.
Ensure that the project produces products that deliver the desired outcomes and that those outcomes will generate
the desired benefits.
Ensure that the expected benefits (derived from the project’s outcomes) are realized.
Provide statements of actual benefit achievements versus forecast benefits at benefits reviews.

Accountable for the supplier business case(s) (if they exist); see section 6.3.3.
Confirm that the products required can be delivered within the expected costs and are viable.
Responsible for development of the business case and benefits management approach as delegated by the
executive.
Review impact of issues and risks on the continued viability of the business case.
Assess and update the business case and benefits management approach at the end of each management stage.
Assess and report on project performance at project closure.

Verify and monitor the business case against external events and project progress.
Ensure the project fits with the overall corporate, programme management or customer strategies.
Monitor project finance on behalf of corporate, programme management or the customer.
Ensure the value-for-money solution is constantly reassessed.
Monitor changes to the project plan to identify any impact on the needs of the business or the business case.
Review the impact assessment of potential changes on the business case and project plan.
Verify and monitor the benefits management approach for alignment with corporate, programme management or
the customer.

The business case and benefits management approach should have a baseline and therefore be under change
control. Project support should advise the project manager of any proposed or actual changes to products that affec
the business case.
Role
Corporate, programme
management or the customer
Executive

Senior user(s)

Senior supplier(s)

Project manager

Team manager

Project assurance

Project support
Responsabilities
Appoint the executive and (possibly) the project manager.
Provide information to the project as defined in the communication management approach.
Appoint the project manager (if not done by corporate, programme management or the customer). Confirm the
appointments to, and structure of, the project management team.
Approve the communication management approach.

Provide user resources.

Define and verify user requirements and expectations.
Provide supplier resources.
Advise on the technical aspects of the proposed products.
Prepare and update the communication management approach. Design, review and update the project managemen
team structure. Plan and undertake stakeholder engagement.
Prepare role descriptions.

Manage project team members.

Advise on project team members and stakeholder engagement for their part in the project.
Advise on selection of project team members.
Advise on stakeholder engagement.
Ensure that the communication management approach is appropriate and that planned communication activities
actually take place.

Provide administrative support for the project team.

Role
Corporate, programme
management or the customer
Executive

Senior user

Senior supplier

Project manager

Team manager

Project assurance

Project support
Responsabilities
Provide details of the corporate, programme management or customer quality management system. Provide quality
assurance.
Approve the project product description.
Approve the quality management approach.
Confirm acceptance of the project product.

Provide the customer’s quality expectations and acceptance criteria. Approve the project product description.
Approve the quality management approach.
Approve product descriptions for key user products.
Provide resources to undertake user quality activities and product approval.
Provide acceptance of the project product.

Approve the project product description (if appropriate).

Approve the quality management approach.
Approve the quality methods, techniques and tools adopted in product development.
Provide resources to undertake supplier quality activities.
Approve product descriptions for key specialist products.

Document customer’s quality expectations and acceptance criteria.

Prepare the project product description (with users).
Prepare the quality management approach.
Prepare and maintain the product descriptions.
Ensure that team managers implement the quality control measures agreed in product descriptions and work
packages.

Assist the project manager with preparing and maintaining the product descriptions. Produce products consistent
with product descriptions.
Manage quality controls for the products concerned.
Assemble quality records.
Advise the project manager of product quality status.

Advise the project manager on the quality management approach.

Assist the project board and project manager by reviewing the product descriptions.
Advise the project manager on suitable quality reviewers/approvers.
Assure project board members on the implementation of the quality management approach (i.e. the proper conduc
of the project management and quality procedures).

Provide administrative support for quality controls.

Prepare and maintain the quality register and the quality records.
Assist team managers and members with the application of the project’s quality processes.
Role
Corporate, programme
management or the customer

Executive

Senior user

Senior supplier

Project manager

Team manager

Project assurance

Project support
Responsabilities
Set project tolerances and document them in the project mandate or confirm them to the project board for inclusion
in the project brief.
Approve exception plans when project-level tolerances are forecast to be exceeded. Provide the corporate,
programme management or customer planning standards.

Approve the project plan.

Define tolerances for each management stage and approve stage plans.
Approve exception plans when management-stage-level tolerances are forecast to be exceeded. Commit business
resources to stage plans (e.g. finance).

Assist the project manager in preparing project and stage plans.

Ensure that project plans and stage plans remain consistent from the user perspective.
Commit user resources to stage plans.
Assist the project manager in preparing project and stage plans.
Ensure that project plans and stage plans remain consistent from the supplier perspective. Commit supplier
resources to stage plans.
Design the plans.
Prepare the project plan and stage plans.
Decide how management stages and delivery steps are to be applied.
Instruct corrective action when work-package-level tolerances are forecast to be exceeded.
Prepare an exception plan to implement corporate management, programme management or the project board’s
decision in response to exception reports.

Prepare team plans.

Prepare schedules for each work package.
Review changes to the project plan to see whether there is any impact on the needs of the business or the project
business case.
Review management stage and project progress against agreed tolerances.

Assist with the compilation of project plans, stage plans and team plans.
Contribute specialist expertise (e.g. planning tools).
Baseline, store and distribute project plans, stage plans and team plans.
Role
Corporate, programme
management or the customer

Executive

Senior user

Senior supplier

Project manager

Team manager
Project assurance

Project support
Responsabilities
Provide the corporate, programme management or customer risk management policy and risk management process
guide (or similar documents).

Ensure that the risk management approach is appropriate.

Ensure that risks associated with the business case are identified, assessed and controlled.
Escalate risks to corporate, programme management or the customer as necessary.

Ensure that risks to the users are identified, assessed and controlled (such as the impact on benefits, operational use
and maintenance).
Ensure that risks relating to the supplier aspects are identified, assessed and controlled (such as the creation of the
project’s products).
Create the risk management approach.
Create and maintain the risk register.
Ensure that project risks are being identified, assessed and controlled throughout the project lifecycle.
Participate in the identification, assessment and control of risks.
Review risk management practices to ensure that they are performed in line with the project’s risk management
approach.
Assist the project manager in maintaining the project’s risk register.
Role
Corporate, programme
management or the customer
Executive

Senior user

Senior supplier

Project manager

Team manager
Project assurance
Project support
Responsabilities
Provide the corporate, programme management or customer strategies for issue resolution and change control.

Determine the change authority and change budget.

Set the scale for rating the severity of issues.
Set the scale for priority ratings for requests for change and off-specifications.
Respond to requests for advice from the project manager.
Make decisions on escalated issues, with particular focus on continued business justification.

Respond to requests for advice from the project manager.

Make decisions on escalated issues, with particular focus on safeguarding the expected benefits.
Respond to requests for advice from the project manager.
Make decisions on escalated issues, with particular focus on safeguarding the integrity of the complete solution.
Create and maintain the change control approach.
Manage the issue and change control procedures, assisted by project support where possible. Create and maintain
the issue register, assisted by project support where possible. Implement corrective actions.
Implement corrective actions.
Advise on examining and resolving issues.
Administer the change control and issue procedures by:
● maintaining configuration item records, if used
● producing product status accounts
● assisting the project manager in maintaining the issue register.
Role
Corporate, programme
management or the customer
Executive

Senior user
Senior supplier
Project manager

Team manager

Project assurance

Project support
Responsabilities
Provide project tolerances and document them in the project mandate.
Make decisions on exception plans when project-level tolerances are forecast to be exceeded.
Provide management stage tolerances.
Ensure that progress towards the outcome remains consistent from the business perspective.
Make decisions on exception plans when management-stage-level tolerances are forecast to be exceeded.
Recommend future action on the project to corporate, programme management or the customer if the project
tolerance is forecast to be exceeded.

Ensure that progress towards the outcome remains consistent from the user perspective.
Ensure that progress towards the outcome remains consistent from the supplier perspective.
Authorize work packages.
Monitor progress against stage plans.
Produce highlight reports, end stage reports and the end project report.
Produce exception plans and reports for the project board when management-stage-level or project- level tolerance
are forecast to be exceeded.
Maintain the project’s registers and logs.

Agree work packages with the project manager.

Inform project support of completed quality activities.
Produce checkpoint reports.
Notify the project manager of any forecast deviation from work package tolerances.

Verify the business case against external events and project progress.
Verify changes to the project plan to see whether there is any impact on the needs of the business or the business
case.
Confirm management stage and project progress against agreed tolerances.

Assist with the compilation of reports.

Contribute specialist tool expertise (e.g. planning and control tools). Number, record, store and distribute issue
reports and exception reports. Assist the project manager in maintaining the issue register and risk register. Maintain
the quality register on behalf of the project manager.