This download package contains everything you will need to help you manage a PRINCE2 project:
- Fully functional templates for all 26 of the management products in PRINCE2
- Outlines from Appendix A of the official PRINCE2 guide
- A Product-Process matrix showing when each product gets created or updated
- Role descriptions for all of the major roles in PRINCE2
- Choice of 3 project management team structure charts – small, standard and large
- Choice of Microsoft Office format or OpenOffice format
We have done all of the work so that you do not have to! All of the files will work as is, or you can tailor them to suit your organisation or project. The individual files are in document, spreadsheet or presentation format where appropriate, with some being offered in a choice of format.
Included in the download package is a Product-Process matrix. This is a quick reference guide that can be used two way. 1. you can look up a product across the top row and then see in which activity or process that the product is created, updated or approved by reading down the column or 2. you can locate a process, or even an activity within a process, and read across to find out which products are created, updated or approved by that activity or process. This is not only useful for when you are managing a project, but can also provide assistance when studying for the PRINCE2 examinations.
The Microsoft Excel version contains hyperlinks for each product along the top row. These should point to the location of the relevant template, but of course those hyperlinks are broken whenever a file is moved. Once you have downloaded and extracted the files, you can reset the hyperlinks to ensure they point to the relevant file.
Spreadsheet and Document Formats
Most of the management products in PRINCE2 are going to be in document format. The template provides the headings and the layout, so that all you have to do is fill them in. However, some types of management products lend themselves to a spreadsheet format, where the entries are in row and column layout.
The templates that use a spreadsheet are:
- Risk Register
- Quality Register
- Issue Register
- Daily Log
- Lessons Log
- Configuration Item Records
- Product Status Account
- Plans – project plan, stage plan and initiation stage plan
- All-in-One Workbook, containing the 3 registers, 2 logs and the configuration item records
The risk register has two options, either in Microsoft Excel or OpenOffice Calc. One option uses 5 step categories for probability and impact, and the other uses Expected Monetary Value. You can use either risk register, depending on your preference. Both project level and stage level risk tolerance is shown by automatically colour coding the background whenever a threshold is reached, and the thresholds can be tailored on a separate sheet. The spreadsheet format files use drop-down lists wherever possible, to ensure that using them is as easy as it can be.
The All-in-One workbook brings together most of the other spreadsheet files into a single file. This makes it much easier to manage the log and registers, particularly on a small project. It may be simply a matter of preference and the choice is up to you.
The document outlines are offered simply to assist in remembering what should go in each document. This is the same as Appendix A in the PRINCE2 manual. It is not intended that these are used to create the relevant management product – this is what the templates are intended to do – but provides an electronic reference if preferred.
The role descriptions for all nine major roles in PRINCE2 are provided in template form, both for Microsoft Word and for OpenOffice Writer. Each role description can be tailored to suit the organisation and/or project. These differ from the free role descriptions provided elsewhere on our website inasmuch as they do not carry the VTL Media logo, so that you can put your own into the template, and they have a confirmation form section added to each one. This is so that, in practical use, if it is a requirement that the person has to sign the role description to confirm their acceptance, there is already a place for that to happen. This is of particular use in a formal project environment and does not necessarily have to completed in all circumstances.
In addition to the role descriptions, a PowerPoint or Impress presentation file is included – another item not present in the free version. In the presentation, there is a slide for each of three different project sizes: small, standard and large. Select the layout that is closest to your intended project and add the names of each person in the appropriate box for their role. If more boxes are required, then simply copy another box on the same level and paste it in the structure. By starting off with a structure that is larger than your project allows you to simply delete the unused boxes. This allows you to create and maintain an organisation structure for your project quickly and easily.
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