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• They appoint the Executive and possibly the Project Manager.
• They can also provide some information for the project as will be defined in the Communication Management Strategy document.
What is the Executive responsible for with regard to the Organization?
• Appointing the Project Manager if not done by Corporate or Program Management. • Confirm appointments to the Project Management Team.
• Approving the Communication Management Strategy Document. What is the Senior User responsible for with regard to the Organization?
• Providing User Resources
• Defining & verifying user requirements & expectations
What is the Senior Supplier responsible for with regard to the Organization? • Providing supplier resources
What is the Project Manager responsible for with regard to the Organization? • Preparing the Communication Management Strategy
• Reviewing and updating the Project Management structure • Preparing Role Descriptions
What is the Team Manager responsible for with regard to the Organization? • Managing Project Team Members
• They can advise on the selection of project team members
What is Project Assurance responsible for with regard to the Organization? • Advising on the selection of project management team members
• Advising on Stakeholder Engagement
• Ensuring the Communication Management Strategy is appropriate and the planned communication activities actually take place.
6.18 Foundation and Practitioner Exam
Foundation Course & Exam
• Get an understanding of this chapter, especially the team structure. Who is responsible for the project, the Communications Management Strategy, and Roles & Responsibilities
• You need to be able to answer 66% of the Learn Thru Questions Practitioner Course & Exam
• You need to know all areas of this chapter, with special attention given to the Project Organization, Project Assurance, Roles & Responsibilities and Stakeholder Engagement • Suggest that you create a sample two-page Communication Management Strategy document
for a project that you have worked on. This will help you remember this in the future. • You need to able to answer 90% of the Learn Thru Questions
6.19 Learn Thru Questions
Try and answer the following, these are taken from the Learn Thru Questions audio course. Check the answers in the Learn Thru Questions document available on our site: You can also listen to these questions and answers (use the LTQ audio course)
Q01: What is the purpose of the Organization Theme and what information does it provide? (Tip: Use Accountability and Responsibilities)
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Q03: What is meant by the term “Corporate or Program Management”? Why do we use this term? Q04: How many levels of management are seen in a Project Management structure and a Project Management Team?
Q05: Finish this sentence: “PRINCE2 places projects responsibilities into _____.” Q06: Name two Roles that can be shared with more than one person.
Q07: Give an example of 2 Roles that can be assigned to only one person.
Q08: Name the 3 primary categories of stakeholders that must be represented in a project if the project is to be successful.
Q09: Which level of the Organization is outside the Project Management Team?
Q10: What 2 things are the Corporate or Program Management responsible for in relation to the project? (Tip: One of them is done before the project starts and the other is the very first activity in the Starting Up a Project Process.)
Q11: Name the 3 Levels of management in a Project Management Team and the Role that is responsible for that level.
Q12: Which role is responsible for the Project on a day-to-day basis?
Q13: Which roles are responsible for delivering the projects products to a certain quality, and within a specific timescale and cost?
Q14: Name the 3 Roles in the Project Board. Which roles can be assigned to more than 1 person? Q15: Who or what has the following duties?
• accountability for success or failure of the project
• providing unified direction to the project and Project Manager • providing the resources and authorizing the funds for the project • providing visible and sustained support for the Project Manager
Q16: Which Role is to ensure that the project is focused on achieving its objectives and to deliver a product that will achieve the forecasted benefits? This role also gives a single point of accountability for the project.
Q17: Which Role is normally responsible for designing and appointing the Project Management Team, including the Senior User and Senior Supplier Roles? (Tip: This is does not include the Team Leaders or the person who will create the products, but the management roles in the project.)
Q18: Which Role has the following responsibilities?
• Specifying the needs of the Users that will use the Project Products • Liaising between the Project Manager and the Users
• Monitoring that the solution will meet the needs of the Users, especially in terms of quality and ease of use and against requirements
Q19: What is the Senior User responsible for with regard to benefits?
Q20: Which role represents the interests of those designing, developing, facilitating and implementing the project’s products, and also responsible for the quality of the products?
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Q21: After a PRINCE2 project ends, can the Supplier be asked to provide support and maintenance for the products created during the project, or can this only be done by the customer? Q22: What is the name of the Role that considers requests for change during the project and who decides who this role should be assigned to?
Q23: When would a Project Board decide to take on the role of Change Authority or assign it to a group?
Q24: In which document is the change requests and Change Authority process documented? This also includes information on who can act at the Change Authority, the change budget, and severity level of change that they can decide on.
Q25: Why should the Project Board be kept as small as possible? What is the advantage? Q26: Give an example to explain why it might be necessary to exclude a person from an external supplier company from the Project Board and replace them with an internal person who will represent the supplier.
Q27: Which role runs the project on behalf of the Project Board? This role can never be shared. Q28: The Project Manager is involved in all processes except for which one?
Q29: Which two roles does the Project Manager manage? (Tip: One of these roles may not be required in small projects and the other role can be taken on by the Project Manager or assigned to another person or group.)
Q30: List some reasons why the Project Manager may consider using Team Managers rather that managing the Team Members directly.
Q31: Can a Team Manager be higher in the organization than a Project Manager? Q32: Which role provides the following services to the project?
• Administrative services, advice or guidance on the use of Project Management tools. • Responsibility for Configuration Management and following the guidelines in the
Configuration Management Strategy document. • Supply Planning and or Risk Management services.
Q33: True or False: “Stakeholder Engagement is the process of identifying and communicating effectively with those people or groups who have an interest in the project’s outcome.”
Q34: Which document contains a description of each stakeholder type and defines how best to communicate with them, including frequency and the type of information they are most interested in?
Q35: Suppose that there was a project to build a large incinerator on the outskirts of a town. Can you name some stakeholders who would be interested in this project and which of these might not support the project?
Q36: Who is responsible for the following in the Organization theme? • Preparing the Communication Management Strategy
• Reviewing and updating the Project Management structure • Preparing Role Descriptions
Q37: Who is responsible for the following in the Organization theme? • Providing administrative support for the Project Management Team
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• Providing User Resources
• Defining & verifying User requirements & expectations
Q39: Who is responsible for the following in the Organization theme?
• Appointing the Project Manager if not done by Corporate or Program Management • Confirming the appointments to the Project Management Team
• Approving the Communication Management Strategy document
Q40: Who is responsible for the following in the Organization theme? • Managing Project Team Members
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