This template for simple project is provided and developed by www.methodservice.com
Template: PRINCE2® for small scale or simple
project v.1
Project name
Date
Client
Executive
Project Manager
Version
Revision history and approbation
Versions
Modifications
Advice
Focusing on the quality criteria of each Management Products, we reduced their number from 26 to 11
We regrouped some of them or simplified their content but we do respect of all 7 principles and their efficient content
We defined small-scale simple project with the following elements
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Less than 4 people in the Project Management team
No specific technical complexity for the specialist products to deliver
Less than 4 months of workload for a limited number of management stages
The Project Manager’s workload is often shared with other projects or operational tasks
Limited risks exposition
The company or the Project Manager has experience in this kind of project
Limited dependence / interfaces with other departments of the business
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
1
This template for simple project is provided and developed by www.methodservice.com
Those elements are flexible and must be adapted to your situation but are defining a frame for the following
Starting from this template, it is easy to scale up the content with the full version of PRINCE2 if some area of your project
requires more details
All the Management Products of this template can be regrouped in the same document as “Project documentation”
updated according to the progress of the project
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
2
This template for simple project is provided and developed by www.methodservice.com
Contents
Contents .......................................................................................................................................................................... 3
1.
Daily log ........................................................................................................................................................................... 4
2.
Project Initiation Documentation ................................................................................................................................... 4
2.1.
Project Definition .................................................................................................................................................... 4
2.2.
Project Product Description .................................................................................................................................... 4
Acceptance Criteria ......................................................................................................................................................... 5
Project Level Quality Tolerances ..................................................................................................................................... 5
Acceptance Method ........................................................................................................................................................ 5
Acceptance Responsibilities ............................................................................................................................................ 5
2.3.
Business case........................................................................................................................................................... 5
2.4.
Quality Management Strategy ................................................................................................................................ 6
2.5.
Configuration Management Strategy ..................................................................................................................... 6
2.6.
Risk Management Strategy ..................................................................................................................................... 6
2.7.
Communication Management Strategy .................................................................................................................. 7
2.8.
Project Management Team structure, list of interested parties, roles descriptions .............................................. 7
2.9.
Project Plan ............................................................................................................................................................. 7
2.10.
Project Controls................................................................................................................................................... 8
2.11.
Tailoring of PRINCE2 ........................................................................................................................................... 8
3.
Work Package.................................................................................................................................................................. 8
4.
Highlight Report .............................................................................................................................................................. 9
5.
Checkpoint Report .......................................................................................................................................................... 9
6.
End Stage Report............................................................................................................................................................. 9
7.
Issue Register (contains description and explanations that replace the issue report) ................................................. 10
8.
Exception report ........................................................................................................................................................... 10
9.
Lessons log and report .................................................................................................................................................. 10
10.
Risk Register .............................................................................................................................................................. 10
11.
End Project Report .................................................................................................................................................... 11
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
3
This template for simple project is provided and developed by www.methodservice.com
1. Daily log
The place you record all unformal issues, actions, events about your project. The same daily log could be shared with
other projects of your portfolio
You could draft your notes here and refine them in the right sections of the following Management Products
2. Project Initiation Documentation
On a simple project you can directly jump to the Initiation process but some key elements of the Starting Up process are
integrated in the Project Initiation Documentation for simple projects
2.1.
Project Definition
This section is useful to understand what must be achieved
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Background
Clarify the position of your project in a portfolio to avoid priorities dispute with other projects (example:
resource allocation dispute during the delivery)
Project objectives must be smart: (Specific, Measurable, Achievable, Realistic and Time-bound)
Tolerances, assumptions, constraints, scope and exclusions
Select an approach
Project level interfaces
2.2.
Project Product Description
This key document (component of the Project Brief) explain what the project must deliver to gain acceptance from the
senior user
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Purpose
Products of the project, it can be a list of Requirements
In a simple project, all the deliverables, specialist Products delivered by the Project Manager or a Team manager (if
present) are described here and not in the Project or stage plan
Their Quality criteria and Tolerances must be described to enable a Quality Control during the Delivery of the project in the
Project plan (using the PRINCE2 Quality Review technique for example)
Here is a list of requirement header for a table
ID
Role
Requirement
Benefit
Quality
criteria
Quality
tolerance
Producer
Approver
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
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This template for simple project is provided and developed by www.methodservice.com
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Customer’s Quality expectations
Acceptance criteria and method of acceptation
For the Project level, (the quality of each products delivered will checked against the requirements)
Acceptance
Criteria1
2.3.
Project Level
Quality
Tolerances2
Acceptance
Method3
Acceptance
Responsibilities4
Business case
Try to get a clear justification for doing the project from the executive even if you’ve just been told to do it, or if you
joined the project when the decision was already taken to launch it
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Reasons for doing the project
The expected benefits identified and justified
Desired successful outcomes
Check if the funding can be secured because it will affect the delivery if not
Project costs
Assess operations and maintenance costs
Assess dis-benefits
Investment appraisal
Assess the major risks faced by the project
Benefit Review Plan
A prioritized list of criteria that the project’s product must meet before the customer will accept it - i.e. measurable
definitions of the attributes that must apply to the set of products to be acceptable to key stakeholders (and, in
particular, the users and the operational and maintenance organizations). Examples are: ease of use, ease of support,
ease of maintenance, appearance, major functions, development costs, running costs, capacity, availability, reliability,
security, accuracy or performance
2
Specifying any tolerances that may apply for the acceptance criteria
3
Stating the means by which acceptance will be confirmed. This may simply be a case of confirming that all the project’s
products have been approved or may involve describing complex handover arrangements for the project’s product,
including any phased handover of the project’s products
4
Defining who will be responsible for confirming acceptance
1
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
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This template for simple project is provided and developed by www.methodservice.com
Ref
no.
Benefit Description
Owner5
Measurement6
How
2.4.
Resources7
Baseline8
When
Quality Management Strategy
Describe how to fit to purpose your clients Quality expectations
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Norms, standards, process, templates to respect
Tools and techniques to respect
Describe the composition of historical records of quality controls and results
Define Timing or schedule of Quality Management Activities
Define Roles and responsibilities
2.5.
Configuration Management Strategy
Complex products with several steps during production requires a strong configuration Strategy, this is not likely to be
the case for simple projects, still a minimum level of configuration and change control can be required to keep under
control what you deliver
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Define single key identifier for project’s products
Describe and clarify the process to modify the version of project’s products
Describe the composition of historical records of versions and changes of project’s products
Define mechanism of escalation in case of an exception
Define Roles and responsibilities
2.6.
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Risk Management Strategy
Define a risk procedure to manage risks during the entire project
Define records, scales and definitions so they can be understood by both customer and supplier
Define Roles and responsibilities
5
The Owner is the person who is accountable for the expected benefits
Describe how to measure achievement of expected benefits, and when they can be measured
7
What resources are needed to carry out the review work
8
Baseline measures from which the improvements will be calculated
6
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
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This template for simple project is provided and developed by www.methodservice.com
2.7.
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Communication Management Strategy
Define all stakeholders with their interest regarding the project
Interested Party9
Current
Relationship/
Desired
Relationship
Key Messages
Interest
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Define content, frequency, method of communication and level of formalism
Interested Party
2.8.
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Frequency of
Communication
Means of
Communication
Format of
Communication
Project Management Team structure, list of interested parties, roles descriptions
A chart showing who will be involved with the project
Because the team is reduced make sur to clarify the responsibilities respecting the principle of Defined Roles and
Responsibilities with roles descriptions
2.9.
Project Plan
Estimates are done with resources that will deliver the work
The project level plan should be enough for a simple project, no need for Stage or Team Plans
The Project Plan covers activities to create the products but also: management and control activities (quality,
configuration, communication for example)
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Identify external dependencies
Budgets
Schedule
Product checklist and Quality register
The Schedule may also be in the form of a Product Checklist as shown below
The board you can follow the validation of the product with this product list, it can replace the Quality register and can be
used as a simple way to track project progress, the product are approved when a Quality control was done against
their Quality Criteria
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This may include accounts staff, user forum, internal audit, corporate or programme quality assurance, competitors etc.
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
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This template for simple project is provided and developed by www.methodservice.com
Product
Identifier
Product Title
Product
Description or
Requirements
approved
Draft Ready
Approved
Plan
Plan
Plan
Actual
Actual
Handed Ove
applicable)
Actual
Plan
2.10. Project Controls
A summary of how the plan will be controlled
2.11. Tailoring of PRINCE2
This section is very important section if you use this template and this template is design to be easily scaled up with the
full templates
If you don’t necessary write down in this section how you tailor Prince2 for your project, it is the moment to think if this
template is providing all you need to deliver your project, if some elements are missing you can add them, if you think
there is still too much information for your project….well skip it !
You will always be able to update the management products later
3. Work Package
On a simple project the Project Managers could delegate the delivery to a Team Manager
The work Package is like a contract between a Project Manager and a Team Manager, so you must pay a specific
attention to make sure both parties understand and agrees on the work to be done
The Work Package must reflect all aspects of this agreement to avoid dispute during or after delivery of the work
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Accountable person with whom the Work Package is authorised
Description
Norms, techniques, standards, processes, configurations management to be used for the creation of the
products
Interfaces (development and operations and maintenance)
Reporting arrangements and content of Checkpoint Reports
Detailed tolerances agreed
Escalation process
Extracts and References
Approval method
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
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Ac
This template for simple project is provided and developed by www.methodservice.com
4. Highlight Report
Reporting might be done during a meeting, informally or the content written in an email or stored in a folder to be
available by the executive at any moment (pulling the information rather than pushing it)
The information must be timely, useful, accurate and objective
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Might be done during a meeting, informally or the content written in an email or stored in a folder to be
consulted by the executive when available
Summary of the work done at this stage and from the previous highlight report
Summary forecast of the next period to come from now until the next highlight report
Summary of major risks or issues encountered
5. Checkpoint Report
Reporting might be done during a meeting, informally or the content written in an email or stored in a folder to be
available by the executive at any moment (pulling the information rather than pushing it)
The information must be timely, useful, accurate and objective
The checkpoint report can have a formal presentation but progress could be checked directly using the product checklist
available in the project plan
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Might be done during a meeting, informally or the content written in an email or stored in a folder to be
consulted by the executive when available
Summary of the work done at this stage and from the previous Checkpoint report
Summary forecast of the next period to come from now until the next Checkpoint report
Summary of major risks or issues encountered
6. End Stage Report
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Review of the Business Case
Review of ending stage objectives
Forecast for next stage to come
Review of lessons learned from the lessons log
Summary of major risks or issues encountered during the stage
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
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This template for simple project is provided and developed by www.methodservice.com
7. Issue Register (contains description and explanations that replace the issue
report)
Issue
ID
Issue Type
(RFC, OS, P)
Date
Raised
Raised
By
Description and explanation
Pri
1
2
3
4
8. Exception report
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Cause
Consequences
Options to solve the exception and your recommendation
Lessons to learn from it
9. Lessons log and report
Lesson
Type
10.
Event
Lesson Detail
Recommendations
Effect
Risk Register
Early risk analysis enables you to plan a response accordingly and here for example to adapt the project plan accordingly
Author
Date
Registered
Description
Cause+ Event+ Effect
Impact
Probability
Proximity
Risk
Response
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
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R
Sta
This template for simple project is provided and developed by www.methodservice.com
11.
End Project Report
This Management Product is the main output of the last process: Closing a Project, on a simple project the End Project
Report could be presented during a meeting where acceptance criteria could be assessed with the Executive
It must put a fix point from where the project will be closed; all issues or risks must be closed or become subject of a
follow-on action recommendation
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Review of Project Objectives
Costs
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Timescales
Review of Project’s acceptance criteria
Acceptance
Criteria
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Benefits
Tolerances
Acceptance
Method
Acceptance
Responsibilities
Result
Deviations from the approved Business Case
PRINCE2® is a registered trade mark of AXELOS Limited. The Swirl logo™ is a trade mark of AXELOS Limited. Based on AXELOS PRINCE2®. Material is
reproduced under license from AXELOS. Copyright METHODS SERVICES. All rights reserved.
11