PRINCE2 Product Based Planning Example
PRINCE2 Product Based Planning Steps
PRINCE2 Product based planning approach
A project is required to organize and run a conference for between 80 and 100 delegates. The date and subject matter are set, and the focus of the conference is to bring members of a particular profession up to date on recent developments in professional procedures and standards.
The project team will need to identify a venue, and check its availability, facilities and price before booking it. They will also need to identify suitable speakers and book them, before producing a detailed agenda and programme.
A mailing list of delegates is available, and after the venue has been booked, the project team will need to issue a press release based on the agreed programme. Part of the project will involve producing 100 delegate handouts, with a cover reflecting the selected subject matter.
These handouts must contain a printed agenda covering the agreed programme, copies of slides and notes used by the speakers, and a feedback form to capture attendee reviews.
Booking arrangements for attending the conference, including details of the programme and venue, must be sent out in the bulk email. The team will need to regularly update the attendance list based on responses to the email, and make arrangements to recruit staff to help on the day, based on the final attendance list.
PRINCE2 Product examples
Below is an example of a project product description for the conference. Examples of a product breakdown structure for this event could be drawn as a hierarchical chart , a mind map or an indented list.
Note that PRINCE2 does not specify the format in which the product breakdown structure is drawn.
Below is an example of a product description for the bulk email for the conference, and a diagram is given showing a possible product flow diagram.
Note that only the project product, releases and products need to be transferred from the product breakdown structure in to the product flow diagram.
For example, in this scenario the planner has used ‘publicity’ in the product breakdown structure but the only publicity products that need to be produced are the bulk email and press release.
‘Publicity’ is not a product that requires work but a convenient way to describe the products that provide the publicity for the conference.
The delegate handout, however, is a product that is created by bringing together the covers, printed agenda, print-outs of the conference slides and notes, and the satisfaction survey form products.
PRINCE2 Product Description
Example of a PRINCE2 project product description for the conference
Purpose
The conference is the annual showcase of the profession and provides its members with an opportunity to learn about the latest developments in professional procedures and standards, and to network with fellow members
Composition
- Conference venue
- Attendees
- Speakers
- checkPublicity
- checkDelegate handouts
- checkConference logistics
Derivation
- Selected subject matter
- Email list
- Previous conference lessons and materials
- checkAgreed date
Development skills required
- Conference management
- Marketing
- Public relations
Customer’s quality expectations
Must have:
- The conference must be professional in style, be funded by attendees, and address the needs of the range of members (from beginners to experienced professionals)
- The event must provide a forum for networking
- The conference must generate repeat attendance at future events by satisfied members
Should have:
- The speakers will be chosen on the basis of their knowledge, experience and expertise. They are not delivering a ‘sales pitch’ to the members
- The conference will be interactive in style
- The conference will be held at a central location, therefore minimizing travel
Acceptance criteria and project-level quality tolerances
In priority order:
- The cost of the conference must be covered by the attendance fees
- A minimum of 80 and a maximum of 100 people must attend the conference
- More than 50% of the presentations are interactive (tutorials rather than lectures)
- checkThe speakers and programme are approved by the editorial board representing the interests of the members
- checkThe attendees’ satisfaction survey indicates that more than 75% will attend next year’s conference and/or recommend it to colleagues
- checkhe attendees’ satisfaction survey indicates that more than 75% will attend next year’s conference and/or recommend it to colleagues
- checkThe hotel venue is within 3 miles of a main line train station
Acceptance method
As the conference cannot be rerun should it prove to be unacceptable, the project board will grant:
- Preliminary acceptance Based on approval of the agreed programme by the editorial board
- Independent assurance that the attendee numbers and conference costs are forecast to be acceptable
- Final acceptance Based on the end project report providing evidence that the acceptance criteria were met
Acceptance responsibilities
The senior user and executive are responsible for confirming acceptance
