Creating The PRINCE2 7 Project Product Description
Acceptance criteria
This consists of a prioritise list of criteria that the project product must meet before the customer will accept it . In other words that it is measurable definitions of the attributes that must apply to the set of products to be acceptable to key stakeholders , and in particular, the users and the operational maintenance organizations.
Examples of this are : ease of use, ease of support, ease of maintenance, appearance, major functions, development costs, running costs, capacity, availability, reliability, security, Accra see or performance.
The acceptance criteria list may be prioritised and some may not be essential .
Project level quality tolerances
Here is where you specify any tolerances that may apply for the acceptance criteria. Sometimes these tolerances may be a band of acceptable values such as making deliveries to the customers faster by between three and five days.
Acceptance method
This states the means by which acceptance will be confirmed. This may simply be a case of confirming there all the projects products have been approved, or may involve describing complex handover arrangements for the projects product, including any phased handover of the projects products. This can be an informal early notification by email for example, or anything up to a formal signed and legal handover.
Acceptance responsibilities
This defines who will be responsible for confirming that acceptance has taken place and has been agreed.
The information contained within the PRINCE2 Project Product Description is sensible, but as always in PRINCE2, you can adjust it in any direction to suit a a particular project.
The key products from which the PRINCE2 Project Product Description is derived are:
- The project mandate
- Discussions with the senior user and project board executive, possibly done by participating in scoping workshops
- If the project is within a commercial customer/Supplier environment, it may be a document such as a request for proposal
The format and presentation of the PRINCE2 Project Product Description can take a number of Formats and these include a document, presentation slides, mind map, or even an entry into a project management tool.
Is Your PRINCE2 Project Product Description complete?
A handy checklist to determine that your Project Product Description is complete, unambiguous and acceptable will include the following aspects:
- The purpose of the Project Product Description is clear
- The composition defines the complete scope of the project
- The acceptance criteria form a complete list against which the project will be assessed
- The acceptance criteria address the requirements of all the key stakeholders, and this may include those from operations and maintenance
The Project Product Description defines how the users and the operational and maintenance organizations will assess the acceptability of the finish products with regard to the following points:
- All criteria are measurable
- Each criterion is individually realistic
- The criteria are realistic and consistent as a set for example, high quality, early delivery and low cost may not go together
- All criteria can be proven within the project life, or by proxy measures that provide reasonable indicators as to whether acceptance criteria will be achieved post project
The quality expectations must include:
- The characteristics of the key quality requirements
- The elements of the customer’s quality management systems that should be used
- Any other standards that should be used
- The level of customer/staff satisfaction that should be achieved if surveyed
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