Work package secrets
The steps to manage a PRINCE2 work package
One of the most misunderstood aspects of PRINCE2, is the critical interface between the project manager and the team manager.
The cycle sequence is clear however, the project manager must first authorize work packages within a stage, the team manager must then except the work package, and only then can work start on creating the products within the execute a work package activity.
So, although I want to make the main thrust of this article on the accept and execute activities, I need to first clarify the authorize work packages activity.
Authorize work packages
This is where the project manager has over the responsibility to deliver one or more specialist products to a team. This is done by creating and agreeing to a work package with that team.
It’s worth remembering that a work package contains information such as what products need to be created, how much time and money the team is being given to deliver the products, how often to report back to the project manager, and who should approve the products once they have been created.
The first misunderstanding can arise in assuming there is only one work package issued at one time, and only one team is working on that work package.
Take a construction project as an example here. The project manager may have employee constructors as well as third parties carrying out specialist work. At any one time point within the construction, it is likely that several specialist teams are creating several specialist products.
This would suggest that it is quite normal for a project manager to give out several work packages at any one time, each containing one or more products to be made, and several teams all working in parallel.
What is clear however is that no team can start their work on to the work package, until it has been authorized by the project manager. This is a great discipline.You see, this prevents teams from starting work at the wrong time or doing work that is unnecessary for the project. It is the project manager who decides when it is time to authorizing you work package by monitoring the progress of the stage using the stage plan.
Sometimes the project manager may need to authorize the previously unplanned work package in response to an issue or risk. This is quite acceptable within a PRINCE2 project as long as the work does not cause a forecast breach in the stage tolerances.
If it does, then this will trigger exception and the project manager will have to refer the situation upwards to the project board for a decision.Factors to consider before authorizing a PRINCE2 work packageThe project manager should review the following management products to clearly understand what information the work package should contain:
PRINCE2 Stage Plan
This informed the project manager what products need to be produced, what time, cost, and effort is to be used, and what tolerances are available
Project controls section of the project initiation documentation
This shows the project manager whether there are any project standards for controlling the team’s work all stock as an example here, there might be a standard progress report required from the teams possibly with a different report frequency.
Quality management strategy
This shows what quality standards need to be followed by the team
Configuration management strategy
The shows how a team should carry out configuration management activities such as how to store products, obtain copies of documents, place security around the products, and so on.Management product updates after work package acceptance
Stage Plan
The product manager updates this plan to reflect any changes to re-schedule that the team is proposing to deliver their work. The game, if this work would take the stage beyond its forecast tolerances, the project manager would have to escalate the situation to the project board.NOTE. Therefore, it is a good idea to involve the team managers and possibly the team, at stage planning time when the creation of the next stage plan is carried out. Involvement of the team at this point will reduce the possibility of any work packages, cost, and schedule changes during the stage.
Configuration item records
The project manager updates these records to amend the status of the products to be delivered in the work package to “work in progress”
Quality Register
The project manager updates this register to show any changes to the planned quality checks. These quality checks will have been initially planned when the project manager created the stage plan, but at this point, some amendments such as extra viewers might be needed.
Issue register and risk register
The project manager updates these registers to show information on any new issues or risks that the work package will introduce. The project manager should discuss the issues and risks that might affect the work package with the teams.
