PRINCE2 Product-based planning technique

 

Product-based planning requires that the products of a project or stage are identified first, and only then that the activities, dependencies and resources identified.  Although planning is an iterative activity, there is a logical sequence of steps in the creation of a plan document.

 

The first step, usually carried out once per project, is to design the plan, and here, decisions must be made on how the plan can best be presented, how it will be used, its presentation and layout.  They should also include use of planning tools and estimating methods, the levels of plan required and monitoring and control methods to be used

 

The second step, and the one I want is to focus on for the remainder of this article, is called Define and analyse the products which uses the technique known as product-based planning.

 

The first step of product-based planning is called Write the Project Product Description.  The Senior User is responsible for specifying the project product, but its description is normally written by the project manager in close consultation with the Senior User and Executive.

 

The second step is to create the product breakdown structure.  Here the plan is broken down into its major products in a hierarchical diagram.  

 

The best way to create this is via a team-based planning meeting, and the use of Post It notes to create the diagram.  It is a good idea to involve the users in this meeting, and by the act of planning, clarifying the scope boundary of the plan.

 

It is important to also identify any external products.  These are products that already exist or are being created outside the scope of the plan but are required in order to create one or more of the planned internal products.  

 

The project manager is not accountable for the creation of external products and for each one identified, there should be a corresponding entry in the Risk Register including the appropriate response if those products are delivered late or do not meet their required specification.

 

The product break down structure at project level, will of course be broken down later when planning the relevant stages in which each product is to be created.

 

The third step is to write the Product Descriptions, and they should be written as soon as possible after the need for the product has been identified.  Each Product Description should be baselined when the plan containing the creation of that product is baselined.  

 

Draft copies of each Product Description should be created at this planning meeting, in particular identifying the quality criteria and the method for each.  Remember, the quality criteria must be clear and unambiguous.

 

The fourth and final step is to create the product flow diagram.  This defines the sequence in which the products of the plan will be created, and any dependencies between them.  Often, the creation of this and the product breakdown structure are done in parallel.

 

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