Templates in Mind map, Word and PDF format, PRINCE2 2009
Templates for Prince 2 projects based on the 2009 edition of Managing Successful Projects with PRINCE2 (PRojects IN Controlled Environments).
Generic Project templates
A Benefits Review Plan is used to define how and when a measurement of the achievement of the project's benefits, expected by the Senior User, can be made.
A Business Case is used to document the justification for the undertaking of a project, based on the estimated costs (of development, implementation and incremental ongoing operations and maintenance costs) against the anticipated benefits to be gained and offset by any associated risks.
A Checkpoint Report is used to report, at a frequency defined in the Work Package, the status of the Work Package.
A Communication Management Strategy contains a description of the means and frequency of communication to parties both internal and external to the project.
To provide a record of such information as the history, status, version and variant of each configuration item, and any details of important relationships between them.
A Configuration Management Strategy is used to identify how, and by whom, the project's products will be controlled and protected.
A Daily Log is used to record informal issues, required actions or significant events not caught by other PRINCE2 registers or logs. It acts as the project diary for the Project Manager.
An End Project Report is used during project closure to review how the project performed against the version of the Project Initiation Documentation used to authorize it.
An End Stage Report is used to give a summary of progress to date, the overall project situation, and sufficient information to ask for a Project Board decision on what to do next with the project.
An Exception Report is produced when a Stage Plan or Project Plan is forecast to exceed tolerance levels set. It is prepared by the Project Manager in order to inform the Project Board of the situation, and to offer options and recommendations for the way to proceed.
A Highlight Report is used to provide the Project Board (and possibly other stakeholders) with a summary of the stage status at intervals defined by them. The Project Board uses the report to monitor stage and project progress. The Project Manager also uses it to advise the Project Board of any potential problems or areas where the Project Board could help.
The Purpose of the Issue Register is to capture and maintain information on all of the issues that are being formally managed. The Issue Register should be monitored by the Project Manager on a regular basis.
An Issue Report is a report containing the description, impact assessment and recommendations for a request for change, off-specification or a problem/concern. It is only created for those issues that need to be handled formally.
The Lessons Log is a project repository for lessons that apply to this project or future projects. Some lessons may originate from other projects and should be captured on the Lessons Log for input to the project's strategies and plans. Some lessons may originate from within the project - where new experience (both good and bad) can be passed on to others via a Lessons Report.
The Lessons Report is used to pass on any lessons that can be usefully applied to other projects. The purpose of the report is to provoke action so that the positive lessons become embedded in the organization's way of working, and that the organization is able to avoid any negative lessons on future projects.
A plan provides a statement of how and when objectives are to be achieved, by showing the major products, activities and resources required for the scope of the plan. In PRINCE2, there are three levels of plan: project, stage and team. Team Plans are optional and may not need to follow the same composition as a Project Plan or Stage Plan.
A Product Description is used to:
- Understand the detailed nature, purpose, function and appearance of the product
- Define who will use the product
- Identify the sources of information or supply for the product
- Identify the level of quality required of the product
- Enable identification of activities to produce, review and approve the product
- Define the people or skills required to produce, review and approve the product.
The Product Status Account provides information about the state of products within defined limits. The limits can vary. For example, the report could cover the entire project, a particular stage, a particular area of the project, or the history of a specific product. It is particularly useful if the Project Manager wishes to confirm the version number of products.
A Project Brief is used to provide a full and firm foundation for the initiation of the project and is created in the Starting up a Project process.
In the Initiating a Project process, the contents of the Project Brief are extended and refined in the Project Initiation Documentation, after which the Project Brief is no longer maintained.
The purpose of the Project Initiation Documentation is to define the project, in order to form the basis for its management and an assessment of its overall success. The Project Initiation Documentation gives the direction and scope of the project and (along with the Stage Plan) forms the 'contract' between the Project Manager and the Project Board.
The Project Product Description is a special form of Product Description that defines what the project must deliver in order to gain acceptance. It is used to:
- Gain agreement from the user on the project's scope and requirements
- Define the customer's quality expectations
- Define the acceptance criteria, method and responsibilities for the project
A Quality Management Strategy is used to define the quality techniques and standards to be applied, and the various responsibilities for achieving the required quality levels, during the project.
A Quality Register is used to summarize all the quality management activities that are planned or have taken place, and provides information for the End Stage Reports and End Project Report. Its purpose is to:
- Issue a unique reference for each quality activity
- Act as a pointer to the quality records for a product
- Act as a summary of the number and type of quality activities undertaken.
A Risk Management Strategy describes the specific risk management techniques and standards to be applied and the responsibilities for achieving an effective risk management procedure.
A Risk Register provides a record of identified risks relating to the project, including their status and history. It is used to capture and maintain information on all of the identified threats and opportunities relating to the project.
A Work Package is a set of information about one or more required products collated by the Project Manager to pass responsibility for work or delivery formally to a Team Manager or team member.
Copyright © AXELOS Limited 2009. All rights reserved. Material is reproduced with the permission of AXELOS.
Prince2 templates - further reading
Office of Government Commerce (OGC), 2009, Managing Successful Projects with PRINCE2: 2009 Edition
. Stationery Office Books.
Sue Taylor, Office of Government Commerce, 2009, Passing the PRINCE2 examinations
. Stationery Office
David Hinde, 2012. PRINCE2 Study Guide