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1. DESCRIPTION OF PRINCE2 Prince2 (PRojects IN Controlled Environments ) is a Project Management Method . It is established in 1989 by CCTA (the Central Computer and Telecommunications Agency ), and it focuses on the Business Case that describes the Rational and business justification for the Project . The business case drives all the Project Management processes from the starting up a project to finishing a project. PRINCE 2 is the standard for project management in UK . It was developed by the Office for Government Commerce in 1996. (Managing Successful Projects with Prince2 CCTA) PRINCE2 outline 8 Components (see figure1), 8 components that can be used to successfully carry out a project. The 8 components are:
This model displays the Relationship between 8 main components, each component is not individual. 2. DESCRIPTION OF CLOSE A PROJECT In PRINCE2 Method , Close a Project contains the following Concepts : #Project Closure is the formal name of “Close a Project”. It is the ending or Termination of a project. It will happen once complete all the work of a project for an accomplished and successful project. #It is important to make sure that a project was closed for three reasons. Firstly, every project should have a beginning and an end. The project should achieve a controlled completion. Secondly, the Unfinished project will Drift on and become, or develop into, other projects. Thirdly, it is important to ensure that the work of the project team is acknowledged and that the Lessons to be learned from the project are formally recorded for use on the next project. #Who is the responsible role in “Close a Project” process? The answer is the Project Manager . The Project Manager will prepare the Project Closure Notification. The Project Manager will document the End Report etc. #The advantages of a clear close to a project. Firstly, it helps achieve Business objectives avoiding waste and providing a good chance to take Stock achievements and experience. Secondly, it provides an Opportunity to ensure that all unfinished Actions and all unachieved goals, objectives are identified, so that they can addressed in the future. #There are three main Elements to accomplish the project closure:
Every element has its own Functions , inputs and outputs. It will be explained in the following paragraphs. (See figure 2) The dashed block is Project Files . Issue report will saved in the Project Files. It is not belong to the scope of “Close a Project” -- 2.1 Details of outputs Prince 2 method is a process of how to Management a project, there are 8 main components, each component relates to other components, therefore, Inputs and Outputs are the communicate Channel between components. Inputs: Outputs: -- 2.2 Main processes 2.21 Decommissioning a Project (CP1) The First process of close a project is Decommissioning a Project (CP1). Staff are assigned to the project. of Decommissioning a Project (CP1)]] In this process all the project issues will be checked. If project issue is closed, Confirm Support Service will ensure that, where applicable, those who will be responsible for Maintenance and support of the products are ready to accept the product. At the same time, Confirm Customer Acceptance will get the customer’s agreement that the acceptance Criteria have been met. All the records will be saved as a project file. A Communicate Plan will be created by Project Manager. This plan identifies the party who need to be told about the project closure. And then, Project Manager will prepare the Closure Notification. If project issue is not closed, it will transfer to the second process Identifying Follow-on Actions (CP2) Directly. Activities of Decommissioning a Project (CP1): 2.22 Identifying Follow-on Actions (CP2) The second process of close a project is Identifying Follow-on Actions (CP2). Responsibility: the Project Manager is responsible. Input should be sought from any Project Assurance Roles used. of Identifying Follow-on Actions (CP2)]] In this process, a Number of actions may be required after the project. The input will come mainly from those Project Issues which were put into ‘pending’ status by the Project Board during the project. The Risk Log may also contain risks which may affect the product in its useful life. All unfinished work is documented in Follow-on Action recommendations, and the recommend plan will be recommended for any Post Project Review(s). The Arrangements for any Post-Project Review should be discussed with the Project Board. The Issue Log will be checked for any Project Issues that were not completed or rejected. The Risk Log will be checked for any risks that may affect the product in its operational life. Follow-on Action recommendations and cross-refer the entry will be draw in the Issue or Risk Log. Activities of Identifying Follow-on Actions (CP2): 2.23 Project Evaluation Review (CP3) The third process of “Close a Project” is Project Evaluation Review (CP3). Responsibility: The Project Manager, Project Support and any Project Assurance roles used. The purpose of this process is evaluating the Project. Firstly, to assess the results of the project against what it was intended to achieve. Project manager will examine the records of the Project Management, especially Quality and Risk Management. At last, to identify the lessons to be learned from the project and applied on future projects. The Risk Log, Issue Log and Quality Log will be examined, record any useful comments. A Lessons Learned Report will be completed, and an End Project Report will be done. The End Project Report is concerned with how well the management of the project was done. This includes the performance of all the Project Management team, the success of any scaling, use of the processes and any tailoring of them, change control and quality results. Activities of Project Evaluation Review (CP3): -- 2.3 Process-data model Process-data model is the Integration of meta-data model and meta-process model. In this Diagram PROJECT ISSUE CLOSURE ASSURANCE and PROJECT REVIEW are the closed concepts, so they have not been expanded. PROJECT CLOSURE NOTIFICATION, ACTION RECOMMENDATION and LESSONS LEARNED REPORT are the open concepts. They are the main outputs of “Close a project (CP)”. In the whole process, the Project Manager is the responsible for formally Close a Project. Hereby, no roles are depicted in the diagram. Concept definition list of Close a Project: 3. TECHNIQUES 3.1 Configuration Management This Technique is product Control : to identify, track and protect a project's products, tells the Project Manager where a product is, what its status is and who is working on it. It consists of 5 basic functions:
3.2 Quality Review This technique is the Objective measurement for management Progress control, Objectives include:
All those with a vested interest in the product should be involved and spread Ownership of the product - enabling group input to the product's improvement, encourages Commitment from all interested parties. It used in the end report. 3.3 Project filing This technique is used in the Decommissioning a Project (CP1), after these process all the records will be saved as a project file. It should 3 types of files:
4. OTHER TECHNIQUES There a lot of techniques in PRINCE2 like:
5. EXAMPLE The EPM Company was established in 1993, the company provides the Project Management Solutions to customers. They use PRINCE2 method to manage a project. When the project will close, how do they manage the project? In the following article will explain it. In the Decommissioning a Project (CP1), there are six approaches:
The Project Manager is responsible for this process. Firstly, the Project Manager will go to approach A, to check Project Issues. In approach B and C, both the Customer and Supplier should be in Agreement that the project has come to an end. After B and C, all the records will be saved in the Project Files (approach D). Then Project Manager lists the communication (approach E) between all parties interested in the project (i.e. Project Manager, Project Board and others). At last, Project Manager will notify everyone involved about the project closure (Closure Notification). This example explains how the EPM Company manages the project when the project will close. Following the six approaches, the element of Decommissioning a Project (CP1) will be completed. 6. SEE ALSO
7. REFERENCES
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