Authorize, Review and Receive A
 PRINCE2 Work Package

If your project team were to start and finish activities whenever they thought fit, it would be chaotic - this article describes the ONLY way for a project manager to be in control!

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Authorize A Work Package

If the people who are working on the project were to start activities whenever they thought fit, it would be chaotic. There must be a level of autonomy within the project team(s), but there will be wider issues involved of which they cannot be expected to be aware.


It is therefore important that work only commences and continues with the consent of the project manager. The vehicle for this is the production, execution and delivery of a work package. 


A work package may include extracts from, or simply make cross-reference to elements of, the project plan, stage plan or PID.
A work package should cover the work to create one or more products. If a product requires more than one work package to create it, then it should be broken down into further products with their supporting product descriptions.

Work Package Triggers

The triggers for the project manager to authorize a work package include:

  • stage authorization: the project board gives authority to execute a stage plan 
  • exception plan approved: the project board gives authority to execute an exception plan 
  • new work package required: an output from reviewing the management stage status
  • corrective action: in response to an issue or risk

This activity is used to authorize new work packages or to authorize amendments to existing ones.

Authorize a Work Package

Authorize a Work Package Actions

Examine the stage plan for the current management stage to understand the:

  • products to be produced 
  • cost and effort that the work is expected to consume
  • tolerances available

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Examine the PID to understand:

  • the project controls required (e.g. progress reporting arrangements) 
  • the quality standards required, as defined in the quality management approach
  • if any products are to be handed over, how this will be done (as defined in the change control approach)

Define each work package to be authorized (or amended: 

  • obtain the relevant product descriptions for inclusion in the work package 
  •  if an agile approach is being used, prioritize the products and features to be delivered 
  • define the techniques, processes and procedures to be used
  • define the development interfaces to be maintained
  • define the operational and maintenance interfaces to be maintained
  • define the change control requirements
  • define the joint agreements on effort, cost, start and end dates, key milestones and tolerances
  • define any constraints that may apply
  • define the reporting, problem handling and escalation arrangements
  • define the approval method
  • provide relevant references (e.g. stage plan, product descriptions)
  • Review the work package with the team manager, ensure that they have accepted it, and authorize them to begin work
  • Review the team manager's team plan (or the milestone extract from it if the commercial environment means it is inappropriate for the project manager to see its contents) and update the stage plan to reflect the timing of the work package(s) authorized:
  • Update any configuration item records, if used, to reflect the content of the work package(s) authorized
  • Update the quality register for planned quality management activities. Consult with project assurance that the identified and selected quality reviewers are acceptable
  • If necessary, update the risk register in accordance with the risk management approach
  • If necessary, update the issue register in accordance with the change control approach

Review work package status

 This activity provides the means for a regular assessment of the status of the work package(s). The frequency and formality of this activity will usually be aligned with the frequency of reporting defined in the work package(s) and supported by the stage plan for the current management stage.

Review Work Package Status

Collect and review progress information from the checkpoint report for the work package being executed: 

  • assess the estimated time and effort to complete any unfinished work (including that not yet started) 
  • review the team plan with the team manager (or the milestone extract from it if the commercial environment means it is inappropriate for the project manager to see its contents) to ascertain whether work will be completed on time and to budget 
  • review entries in the quality register to understand the current status of quality management activities
  • if used, confirm that the configuration item record for each product in the work package matches its status
  • If necessary, update the risk register and issue register
  • Update the stage plan for the current management stage with actuals to date, forecasts and adjustments

Receive completed work packages

When work has been allocated to individuals or teams, there should be a matching confirmation that the work has been completed and approved.
When approved, any subsequent changes to the product(s) must pass through change control. This should be an automatic part of any change control method being used.

Receive Completed Work Packages

PRINCE2 recommends the following actions: 

  • Ensure that the team manager has completed the work defined by the work package or, if an agile approach is being used, has delivered the features agreed for the timebox
  • Check that the quality register entries relating to the product(s) are complete
  • Ensure that each product in the work package has gained its requisite approval (as defined in the quality responsibilities in its product description)
  • If used, confirm that the configuration item record for each approved product has been updated
  • Update the stage plan to show the work package as completed

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