PRINCE2 Process Model

The PRINCE2 (Projects IN Controlled Environments) framework is widely recognized for its structured approach to project management. By providing a clear methodology and process model, PRINCE2 enables organizations of various sizes and industries to achieve their project objectives with greater control and precision.

This blog will provide a detailed examination of the PRINCE2 Process Model, which is instrumental in effectively guiding project managers through the stages of initiating, controlling, and concluding projects.

What is the Process Model of PRINCE2?

The PRINCE2 Process Model provides a structured methodology for effective project management. It starts with the Starting Up a Project phase, ensuring a proper justification for the project, followed by the directing a project process, where the project board oversees and makes strategic decisions throughout the project's lifecycle. The model progresses through initiating a project for detailed planning, establishing a solid foundation, and controlling a stage where tasks are assigned, and progress is monitored to ensure each stage meets its objectives.

The later stages include Managing Product Delivery, which focuses on producing high-quality deliverables that meet specified requirements, and Managing a Stage Boundary, which reviews the project at the end of each stage and plans for the next. The model concludes with Closing a Project, which wraps up the project by finalizing all activities and conducting evaluations to learn from the project's outcomes. This structured approach helps maintain control and governance, ensuring projects meet their goals efficiently and effectively.

Key Elements of Process Model

The PRINCE2 Process Model is supported by a solid framework that ensures projects are managed efficiently and effectively across various environments. Here are the key elements that constitute the core of the PRINCE2 Process Model:

Principles

PRINCE2 is built on seven fundamental principles that form the foundation of its methodology. These principles are universal and apply equally across different projects, regardless of their nature or the environment in which they operate. They provide guidance that influences the conduct of all processes within the model.

Themes

The framework incorporates seven themes that represent vital aspects of project management that must be continually addressed throughout a project's duration. These themes include the Business Case, Organization, Quality, Risk, Plans, Change, and Progress. Each theme guides the project management team in handling specific areas of the project effectively.

Processes

PRINCE2 outlines seven detailed processes that map out the tasks required at various stages of the project. These processes guide the project team on what to do, when to do it, and how to do it, ensuring that the project is managed smoothly and systematically. They also define specific roles within the project management team responsible for various activities, ensuring clarity and accountability.

Tailoring to Suit the Project Environment

Recognizing the unique challenges and requirements of different projects and environments, PRINCE2 is designed to be adaptable. It is essential to tailor the application of its processes and themes to suit each project's specific needs and constraints. This adaptability helps ensure the methodology remains relevant and effective in diverse settings, increasing the likelihood of a project's success.

Process Model Diagram

The PRINCE2 model diagram is a graphical representation of all the PRINCE2 processes and their interactions. It illustrates the entire project lifecycle, from initiation to completion, and highlights key elements such as project triggers, management products, and the roles involved in each process. This visual tool helps understand the structured flow and integration of activities within a PRINCE2-managed project.

PRINCE2 process map shows the following:

  • Displays the project's trigger.
  • Which is the mandatory project?
  • When and by whom were the first management products developed?
  • How do the seven PRINCE2 processes interact with one another?
  • In each procedure, which management products are generated and updated?
  • How frequently are management products updated?
  • Who develops management products?
  • How the Project Board manages the project?
  • How the final product is accepted, and the project is completed?

Process Model Colours

The standard representation of the PRINCE2 Process Model can make it challenging to recognize that some processes are executed multiple times throughout a project. This complexity can make learning PRINCE2 more difficult as you try to identify the relationships between the processes. Therefore, using colors in the diagram helps clarify these relationships:

  • Blue Task: These are executed (created) once in a project. Examples include Starting up the Project, Initiating a Project, creating the Project Initiation Documents, creating a Project Plan, and Closing the Project.
  • Green Task: These are executed once for each stage. The diagram shows that Controlling a Stage and Managing Stage Boundaries work together. The green tasks are executed four times if a project has four stages after start-up. An exception occurs at the end of the final stage after all products have been delivered, where the Closing a Project process follows Controlling a Stage, so Managing a Stage Boundary is not performed at the very end.
  • Orange Task: These can be executed multiple times within a stage. For example, the Project Manager can create and send a highlight report to the project board weekly during a stage. The Project Board can also give Guidance and Instructions to the Project Manager anytime.
  • Dark Red Task: These can be implemented multiple times during a stage. The Project Manager can assign work packages to several Team Managers. A Team Plan can be created for each Work Package, and Team Managers can produce a Checkpoint Report.

The Four PRINCE2 Management Levels

The PRINCE2 Process Model illustrates four distinct management levels, each with its responsibilities and functions:

Corporate or Programme Management

This topmost level involves corporate or program management, which is responsible for the initial project mandate. This mandate serves as the trigger for the project, outlining the project's initial concept and authorization.

Direction

The project board operates at the Direction level, frequently interfacing with the Management level. The Board provides oversight and direction, issuing key notifications and ensuring the project aligns with corporate objectives. This level ensures strategic guidance and high-level decision-making throughout the project's lifecycle.

Management

The Management level is where the Project Manager carries out most of the project's activities and processes. This level includes critical tasks such as Initiating a Project and Controlling a Stage. The Project Manager oversees the day-to-day management, ensuring the project progresses according to plan and addressing any issues.

Delivery

At the Delivery level, the project teams create the project's products. Unlike the management products created in higher levels, the products at this level are the tangible deliverables that users require from the project. These specialist products are the primary reason for undertaking the project and are developed to meet the project's objectives and user needs.

Application of PRINCE2

Understanding the processes within the PRINCE2 framework is essential for effective project management. Below is a brief overview of each process, outlining their primary functions and responsibilities

  • Directing a Project (DP): This process involves senior management demonstrating how they control and oversee the project, ensuring it aligns with strategic objectives.
  • Starting Up a Project (SU): This brief, pre-project process gathers the necessary information to initiate the project, setting the foundation for all subsequent activities.
  • Initiating a Project (IP): This process thoroughly examines the project's justification and creates the Project Initiation Documents, including the Project Plan.
  • Controlling a Stage (CS): This process details the Project Manager's daily monitoring and control activities. It is where the Project Manager spends most of their time, ensuring the project stays on track.
  • Managing a Stage Boundary (SB): This process provides a structured approach to completing a project stage and planning the next, ensuring transitions between stages.
  • Managing Product Delivery (MP): This process focuses on delivering the project's products. Team members produce the specific deliverables that the users will ultimately utilize.
  • Closing a Project (CP): This process confirms the delivery of all project products and prepares the project for formal closure, ensuring all aspects are finalized appropriately.

PRINCE2 Activity Diagram

The PRINCE2 Activity Diagram visually represents activities, triggers, and outputs within the PRINCE2 project management methodology. This diagram is a vital tool for understanding the sequence of actions and decision points that ensure the project progresses in a controlled and structured manner. Here's how the key elements are depicted:

Activities

Each PRINCE2 process includes a series of activities, which are the building blocks of the methodology. The activity diagram illustrates these activities as smaller square forms embedded within larger process squares. Each of these squares carries a label representing the specific steps to be completed within the process.

In PRINCE2, an activity is defined as a set of actions that need to be performed to move the project forward. The PRINCE2 guidebook outlines who is responsible for each step, what deliverables are expected, and when these steps should take place. This level of detail ensures that every activity is clearly understood and executed efficiently, contributing to the overall success of the project.

Triggers

A PRINCE2 trigger represents an event or decision that initiates one of the seven main processes within the methodology. Each trigger has a label and a bullet symbol attached to it, indicating which process it activates. These triggers ensure that the project moves from one stage to another appropriately based on specific events or decisions.

Outputs

Outputs in the PRINCE2 Activity Diagram are represented by square shapes within each process, accompanied by letters that denote the status of the outputs during the process:

  • A - The output has been authorized.
  • C - The output is created as a result of the process.
  • R - The output is reviewed during the process.
  • U - The output is updated during the process.

Some outputs may have an asterisk (*) next to them, signifying that the result is not a PRINCE2 management product but still plays a role in the process

Additionally, shaded whirl shapes are connected to certain triggers, indicating that these outputs serve as inputs to subsequent processes. The numbers within these shapes represent specific outputs, and the shape's shade denotes which process the output originates from.

Conclusion

The PRINCE2 Process Model provides a structured and adaptable framework that guides project managers through every project stage, ensuring consistency, clarity, and control. By following this model, organizations can improve project success rates, deliver value, and meet their business objectives more effectively.

Ready to master PRINCE2? Enroll in Invensis Learning’s PRINCE2 certification course to gain the skills and knowledge you need to manage projects with confidence and precision.

FAQs on PRINCE2 Process model

1. What is the PRINCE2 process model?

The PRINCE2 process model is a structured approach to project management that outlines seven key processes to guide a project from initiation to closure, ensuring control and quality at each stage.

2. What are the 7 stages in PRINCE2?

Yes, PRINCE2 is designed to be highly adaptable and can be tailored to suit any project, regardless of size, complexity, or industry.

3. What is Process Flow in PRINCE2?

Process Flow in PRINCE2 refers to the sequence and interaction of the seven processes throughout a project, ensuring a logical and controlled progression from start to finish.

4. What are the 7 principles of PRINCE2?

The seven principles of PRINCE2 are Continued Business Justification, Learning from Experience, Defined Roles and Responsibilities, Managing by Stages, Managing by Exception, Focusing on Products, and Tailoring to Suit the Project Environment.

FAQs on PRINCE2 Foundation & Practitioner Certification (7th Edition)

What Skills Will I Acquire Upon Finishing the PRINCE2 Foundation and Practitioner Course?

The curriculum of the PRINCE2 Foundation and Practitioner course is expertly crafted to arm you with the ability to both apply and customize the PRINCE2 approach for a broad spectrum of project landscapes. Post-completion, you can anticipate:

  • Customizing PRINCE2 methods to fit varied project types, ensuring adaptability
  • Implementing the core principles of PRINCE2 across multiple projects, which includes providing business justification, learning from past projects, and understanding the roles and responsibilities in a project
  • Employing the seven PRINCE2 themes consistently across all your projects, covering everything from business case development to quality planning and change management
  • Navigating a project throughout its entire lifecycle, overseeing its initiation, daily coordination, and removal of roadblocks
  • Producing essential PRINCE2 management deliverables like baselines, reports, and records

Both the PRINCE2 Foundation and Practitioner exams can be taken online via PeopleCert. You can schedule your exam at a convenient time and date, and an online proctor will supervise it. Ensure your technical setup meets the criteria to avoid any exam interruptions.

The PRINCE2 Foundation exam is straightforward and can be prepared for in about 2-3 weeks. However, the PRINCE2 Practitioner exam is more challenging and usually requires around three months of preparation.

While the PRINCE2 certification is highly valuable and teaches essential skills like stage control, quality management, business case justification, tolerance setting, and project direction, it is not equivalent to a university degree. However, it can significantly enhance your professional qualifications.

The PRINCE2 course aims to equip aspiring project managers with the skills and knowledge to manage projects in both the public and private sectors successfully. The course focuses on real-world project management techniques and best practices.

There is no limit on how many times you can take the PRINCE2 Foundation or Practitioner exams. However, each attempt will require a separate payment.

Yes, if you're unsatisfied with your score and wish to retake the exam to improve it, you'll need to repurchase it.

PeopleCert's "TAKE2" option allows you to secure a free retake for a nominal additional fee added to your initial course fee. If you fail the exam on your first try, you won't have to pay again for your second attempt.

If you fail either the PRINCE2 Foundation or Practitioner exams, you can retake the tests at your own expense, which can vary based on your location and applicable taxes. You can schedule your retake as soon as you are ready.

Re-evaluation is not an option for the PRINCE2 Foundation and Practitioner exams. You can retake the exam by paying the applicable fees if you don't pass.

PeopleCert administers the PRINCE2 Foundation and Practitioner exams, and the certification is granted by AXELOS, the organization that also oversees the PRINCE2 framework.

PRINCE2 Foundation

  • Exam Type: Multiple choice questions, Closed book
  • No. of Questions: 60 questions per paper
  • Duration: One hour (60 minutes)
  • Result: 36 marks required (out of 60 available) to pass: 60%

PRINCE2 Practitioner

  • Exam Type: Objective testing, open book
  • No. of Questions: 70 questions per paper
  • Duration: Two-and-a-half hours (150 minutes) duration, no additional reading time
  • Result: 42 marks or more required to pass (out of 70 available): 60%

The training offers several advantages:

  • Reflects your commitment to quality and professional excellence
  • Establishes your expertise in the PRINCE2 framework
  • Facilitates career advancement by instilling best practices in project management
  • Enhances your ability to work on diverse projects under varied conditions
  • Positively impacts your earning potential and job opportunities

No, PRINCE2 training is a paid service and not offered for free.

Renewing your certification signifies your dedication to professional development and your commitment to staying relevant in the field. Renewal also enhances job security and paves the way for additional career opportunities.

Here's your guide to becoming PRINCE2 certified:

  1. Verify that you meet the eligibility criteria
  2. Choose between self-study or formal training from a trusted provider like Invensis Learning, which offers immersive learning experiences
  3. Complete a 4-day training session if you enroll with Invensis Learning.
  4. Utilize our extensive exam support, including practice tests and assessments.
  5. Schedule the exam through PeopleCert
  6. Exams can be taken online or at a convenient training location
  7. Your preliminary results are immediately available post-exam. Official results and e-certificates are issued within two business days
  8. Download your certificate and activate your My AXELOS membership by following the email instructions
  9. Maintain your certification by meeting regularly

You can opt for self-study and take the exam through a certified body like PeopleCert without enrolling in an accredited course. However, engaging in a structured training program from an Accredited Training Provider, such as Invensis Learning, can significantly boost your odds of exam success.

PRINCE2 (Projects IN Controlled Environments) is a widely-recognized, process-driven methodology for project management. Popular in the UK and internationally, PRINCE2 offers several tiers of certification: PRINCE2 Foundation (entry-level), PRINCE2 Practitioner, PRINCE2 Professional (advanced level), and PRINCE2 Agile (integration with Agile methods).

The PRINCE2 Foundation certificate is for life, but the Practitioner certification expires after three years. You can renew it through the PRINCE2 certification program by joining the training within three months of passing the exam and then renewing yearly for the following three years.

After attaining PRINCE2 Foundation and Practitioners certifications, you can aim for:

For the Foundation level, there are no prerequisites. However, you must hold a recognized project management certificate for the Practitioner exam.

No, the course suits project managers, aspirant project managers, and anyone engaged in project management. It is also relevant for key personnel like Project Board members, Team Managers, Project Assurance roles, and even operational staff.

Obtaining a PRINCE2 certification can be highly advantageous, especially if you want to switch jobs, increase your income, or advance your career. The certification is well-recognized and can open up various opportunities for professional growth.

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