PPM1920CL PRINCE2 Practitioner with exams r5.6 - ITpreneurs

2PRINCE

Version 5.6

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®

Workbook with ExamsFOR DELEGATE

PRACTITIONER

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Copyright © 2011, ITpreneurs Nederland B.V. All rights reserved. 1

PRINCE2® practitioner workbook with exams

This book is sold subject to the condition that it, or any part of it, shall not by way of trade or otherwise, be sold, lent, re-sold, displayed, advertised or otherwise circulated, without the publisher’s prior written consent, in any form of binding, cover or title other than that in which it is published and

without a similar condition including this condition being imposed on the subsequent purchaser(s).

Version 5.6

© Copyright 2011 by ITpreneurs Nederland B.V. All rights reserved.

PRINCE2® is a Registered Trade Mark of the Office of Government Commerce in the United Kingdom and other countries

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Table of contents

Schedule .......................................................................................................................................5

Practitioner examination tips ............................................................................................................ 7

Sample Practitioner examination 1 .................................................................................................. 15

Question Booklet .......................................................................................................................... 25

Sample Practitioner examination 2 .................................................................................................. 77

Practitioner Exam Design ..............................................................................................................139

Syllabus .....................................................................................................................................147

Notes .........................................................................................................................................177

Feedback Form ............................................................................................................................179

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Schedule Starting daily at 9:00am, finishing daily at 17:00 with a minimum of 2 hours of homework each night.

Day 3 16:30 Exam tips, exam technique

Homework: Sample Practitioner examination paper #1

Day 4 9:00 Exam tips, exam technique

10:00 Review/practise exam questions - from sample exam paper #1

12:00 Lunch

Afternoon Review/practise exam questions - from sample exam paper #1

Homework: Sample Practitioner examination paper #2

Day 5 9:00 Review/practise exam questions - from sample exam paper #2

12:00 Lunch

14:00 Practitioner exam (9 questions, 2:30 hours, PRINCE2 manual only)

Exam papers used in this workbook:

EX02, version 1.13, released in June 2010 (with 1.12 errata)

EX03, version 2.7, released in June 2010 (with 2.6 errata)

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Practitioner examination tips Exam technique is important for all exams. It ensures you feel confident in clearly demonstrating your level of understanding of the material to the examiner and ensures you achieve your highest possible mark. In the following sections we aim to give you advice on how to approach the exam questions to ensure your final mark reflects your ability of PRINCE2 and is not tainted by any shortfall in exam technique.

In the PRINCE2 practitioner exam there are 108 possible marks awarded, these are spread evenly through 9 topics chosen from a total of ten syllabus areas. ALL the themes will be tested along with two of the three process syllabus areas. The ten syllabus areas are:

Business Case theme

Organisation theme

Quality theme

Plans theme

Risk theme

Change theme

Progress theme

Starting up a Project and Initiating a Project Processes

Directing a Project, Managing a Stage Boundary and Closing a Project Processes

Controlling a Stage and Managing Product Delivery Processes

Each topic question can be made up of multiple parts, usually there are 2 to 3 parts. Each question within the parts is worth one mark. Sometimes multiple correct options need to be selected to be awarded the one mark. No part marks are awarded. Some questions have multiple correct options - even though you may only be expected to choose one. Don't dwell on those questions that appear to have multiple correct options - choose the best and move on.

Time is your biggest enemy There are two possible ways to ensure time becomes your friend. You could either apply the two pass technique or use a question start schedule.

Two pass technique

This is where you attempt all those questions you feel confident in and do not cost too much time, making notes as you go on the question booklet. Then you pass through the exam again and tackle those questions remaining. This technique has one major drawback: it is difficult to know how many questions you have left in the available time. It is also recommended that you complete a question part rather than leave it incomplete.

Use a question start schedule!

In the first few minutes of the exam calculate and write the time for each question into the question booklet. Stick to that timing, we suggest 15 minutes per question. Closer to the end of the exam time come back to any topic parts you may have missed out.

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Beware! Hand everything back

All papers handed out, including the scenario and question booklets, must be returned to the invigilator immediately following the exam. Failure to do so will result in delayed results or a fail.

Techniques

The best lies are shrouded in truth

For a sentence to be true every phrase contained in it must be true, if any phrase of the sentence is false, the whole sentence is false despite many other true statements. In other words false (incorrect) phrases in statements negate all true (correct) phrases before and after. This means that if you are reading a sentence made of a number of phrases and one is false then the whole sentence is false. For example:

Once it has been approved in the activity authorising a Stage or Exception Plan the Risk Register can only be changed through change control.

Where possible convert all questions to true/false statements

A method to tackle questions that may look tricky is to consider them as true/false statements. You can do this to all objective questions by considering each option separately. For those inclined to think at a mathematical level this is the same as making each question a series of logic gates.

Eliminate obvious incorrect options

In all questions eliminate any obviously incorrect options to ensure that only the best options are remaining to be selected from.

Rank options to work out the ‘best’ option

While eliminating the obviously incorrect options you may wish to also calculate the best option as opposed to the correct option. Ranking the options is a good way to do this. Just use numbering to work out which option is ‘best’.

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Classic multiple-choice questions

Classic multiple choice (single option answer)

These are in the classic single question with up to 4 options to choose from. Only one option is considered the best.

Classic multiple choice (multiple option answer)

These are the same as classic multiple choice (single option answer) questions however they require more than one option to be selected. Remember that the number of options to be selected can differ between each question part.

Guidelines if you are not sure of the correct answer

When you are not sure of the correct answer you may wish to use the following:

Favour more inclusive options: select the option that encompasses others if in doubt, for example:

The Business Case is refined and updated in:

a) Starting up a Project

b) Initiating a Project

c) Managing a Stage Boundary

d) Initiating a Project and Managing a Stage Boundary

Look for grammatical inconsistencies, an option is nearly always wrong if the question and the answer do not combine to make a grammatically correct sentence. Also, look for repetition of key words from the question in the responses. If words are repeated, the option is worth considering, for example:

The best control to use by corporate or programme management to deal with a very risky project where other projects of this type have historically gone over budget is:

a) Project tolerances

b) Stage tolerances

c) Product descriptions

d) Acceptance criteria

Remember:

Try to rule out any obviously incorrect options

Remember the BEST option is preferred when choosing from multiple correct options

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Assertion reason questions Assertion reason questions are a type of multiple choice question. They ask you to check whether each statement is true or false, then if both are true, to verify if the reason explains the assertion. The trick to these questions is to work down the Assertion column and then down the Reason column, checking the reasoning only when there are two true statements. Do not work across the rows.

Assertion Reason

1) The activity create the Project Plan should be completed prior to completing the activity refine the Business Case

because The activity create the Project Plan uses the planning procedure

2) The Project Manager is responsible for compiling the Project Plan

because The Project Plan includes detail at the level appropriate for the Project Manager to manage the project on a day to day basis

3) The Business Case should be refined after the Project Plan has been completed

because The Business Case should include the costs and time frames that are developed as part of the Project Plan

Once you have ascertained if each statement is correct or false, and if the reason justifies the assertion you can translate these results into an option for the answer booklet: a, b, c, d or e:

Option Assertion Reason

A True True AND the reason explains the assertion B True True BUT the reason does not explain the assertion C True False D False True E False False

Tip: Out of sight out of mind

You may wish to cover the right hand column with your right hand to ensure you apply this technique appropriately.

Add/remove/modify/delete content questions For those questions that ask about modification of a management product's content try the following steps. It is recommended that you a) analyse the additional information first and b) avoid looking at the reasoning.

1. Familiarise yourself with the relevant management product section(s) (see Appendix A in the PRINCE2 manual), you may skip this step if you feel comfortable with each section's definition

2. On the management product excerpt supplied as additional information evaluate each sentence, note if you agree or disagree with the proposed section content

3. Using the options supplied in each sentence evaluate each recommendation to see if it fits with your evaluation of each sentence, avoid looking at the reasoning in the sentence as this may distract you, mark these as candidates for being correct options

4. Evaluate the 'add' and 'modify' options, mark those you agree as candidates for being correct options

5. Ensure you are left with the correct number of options (usually two) otherwise use reasoning to rule out from those candidate options remaining.

See page 37 for a question to help demonstrate this technique.

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Aim for high yields when there is little time Tackle the topic parts with no additional scenario information before those topic parts that do have scenario information. Evaluate topic parts using the following criteria:

Number of marks to be gained

Estimated time to spend answering based on (1 mark =85 seconds reference time)

Additional scenario information required to be read

Referencing PRINCE2 manual required.

Specific PRINCE2 tips when answering questions When answering questions about Project Board members remember that the board member can always do his/her own Project Assurance

Phrases such as 'avoid', 'pass-by' or 'circumvent' are a warning sign to not choose that option – there are very few occasions (if any) where a process/procedure in PRINCE2 can be missed out, in other words there are few exceptions to the rule! For example:

The Project Manager can avoid writing a Highlight Report when no Checkpoint Reports have been submitted.

Be careful not to miss scenario information that goes onto multiple pages

Rule out the 'doers' from organisational charts, as they are unlikely to have any management position on a PRINCE2 Project Management team.

Plan sections: external dependency, planning assumptions and plan pre-requisites

When asked about a plan's content it is difficult to ascertain the differences between the sections: external dependency, planning assumption and plan prerequisite. This is challenging when there is, for example, an external assumption. We recommend that you ask the following:

1) Is something external to the project or external to the plan being described, eg, an external product on the product breakdown structure? If so this applies to the EXTERNAL DEPENDENCY section

2) Is there a degree of uncertainty being described? If so this applies to the PLANNING ASSUMPTION section

3) Is there a requirement for the items being described to be in place constantly? If so this applies to the PLAN PREREQUISITE section.

Words to look for

Qualifiers

These are words that restrict or open up general statements, words like relevant, sometimes, often, frequently, ordinarily or generally open up the possibilities of making accurate statements. They make more modest claims, are more likely to reflect reality, and usually indicate true answers.

Absolute words restrict possibilities, the words should, must, no, never, none, always, every, entirely and only imply the statement must be true 100% of the time and usually indicate false answers, due to the limited application of 100% correct statements within a project scenario. Sam

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Raise a cup to 'true statements'

The question part introduction may mention that 'the following are true statements'. If this is the case it means you do not have to assess the validity of each statement but ascertain as to whether it is a) relevant to the stage or project and b) that the statement is correct for the question. This saves time, and avoids you having to check each statement is valid to scenario or additional information.

Risky words

When evaluating a sentence as to whether it correctly describes a risk look for words like may, could and might to suggest uncertainty. Words like will, should and have indicate current or certain events and are therefore more likely to be issues, not risks.

Available resources

Open book

Do not underestimate the preparation needed for an open book exam: your time will be limited, so the key is proper organisation in order to quickly find information. Make your PRINCE2 manual as user-friendly as possible so that you don't lose time locating what you need:

Familiarize yourself with its format, layout and structure

For speedy retrieval index the chapters and concepts with pointers and/or page numbers

Develop a system of tabs/sticky notes, colour coding, concept maps, etc. to mark important summaries, sections, sections

Write short, manageable summaries of content for each grouping

Add page numbers on the first page of Appendix A to assist in quick navigation in the manual

Beware! No extras in your PRINCE2 manual

You cannot include sticky notes or staple additional pages etc. in your PRINCE2 manual.

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Modifying the PRINCE2 manual

Put chapter tabs on the right hand side, put useful diagrams or reference tabs at the top namely:

Page Item of interest

17 A summary of the themes within PRINCE2 (useful for those questions on themes)

23 Useful diagram on the Business Case development path

33 Useful diagram of the organisation structure recommended by PRINCE2

49 Quality audit trail, this diagram has been used in some practitioner questions

55 This is one of only two 'grey boxes' that are included in the syllabus (the other being product based planning)

63 Diagram showing the planning procedure

86 List of risk threat and opportunity responses

95 Change management procedure

102 The six tolerances areas by level

115 If you have a magnifying glass this diagram could be useful!

216 The factors that lead to tailoring the method

219 This diagram shows a project in the context of a programme

222 Table with examples of different scales of projects

235 In appendix A the product descriptions are in alphabetical order, and should be referenced as needed

269 In appendix C the roles and responsibilities are in alphabetical order and may be useful when tackling the organisation questions.

Note that the responsibilities tables (see PRINCE2 manual page 160 as an example) are NOT included within the syllabus, so they should not be examinable.

Disassemble the scenario booklet during the examination

If you find it useful please feel free to separate the exam scenario booklet. This may avoid the need to flick between pages.

Write on the question booklet

Feel free to underline any key points, highlight areas of interest and fold pages over if you intend on returning to them. Use sticky tabs if necessary to keep track of questions for those you are unsure or for those that require further analysis. If you choose to focus on the high yield questions you could use tabs (or page folds) to come back to those questions you missed out.

Read as much as you have to and no more

You can often answer the practitioner questions without reading additional information. We recommend you try to answer the questions, then only if you need to read the additional information as referred to in the introduction text to the topic part. For example if you are asked about errors in a management product just read the content where the errors are mentioned rather than the complete document.

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When to use scenario information

Scenario information provided in the scenario booklet, i.e. not "additional information", should be considered for all question parts. Additional information should only be considered for each question part.

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Sample Practitioner examination 1

Scenario Booklet

EX02

Scenario Booklet

This is a 2.5-hour objective test examination. This booklet contains the Project Scenario upon which this exam paper is based. All questions are contained within the Question Booklet.

Additional information is provided within this Scenario Booklet for a number of questions. Where reference should be made to additional information, this is clearly stated within the question to which it is relevant. All information provided within a question must only be applied to that question.

Each of the nine questions is worth 12 marks, giving a maximum of 108 marks in the paper. The pass mark is 55% (59 marks). Within each question the syllabus area to which the question refers is clearly stated. The exam is to be taken with the support of the PRINCE2 Manual only, i.e. no material other than the Question Booklet, the Scenario Booklet, the Answer Booklet and the PRINCE2 Manual is to be used.

Candidate Number: ........................................

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Project Scenario Calendar Project

There has been a reduction in the number of orders at the MNO Manufacturing Company due in part to the increased marketing activities of its competitors. To help counter this, it has been decided to create a promotional calendar for next year for all its current and prospective customers.

The end product of this project will be a prepared calendar pack, ready for printing. The design of the calendar will be similar to one sent out previously, and must reflect the company image as described in the existing corporate branding standards. Another project is currently producing new company logo which is to be printed on each page of the promotional calendar. The prepared calendar pack will consist of:

• Monthly calendar displays - correctly showing all public holidays and new company logo

• Selected photos - 12 professionally-produced photos, showing different members of staff

• Selected paper and selected envelope - for printing and mailing the calendar

• Chosen label design - competition to be held as part of this project

• List of customers - names and addresses of customers to whom the calendar will be sent.

The project is currently in initiation and will have two further stages:

Stage 2 will include the activities to:

• create the customer list using information from the Accounts and Marketing departments

• confirm compliance with the Data Protection Legislation

• design of the monthly calendar displays - this will be done by the internal creative team

• select and appoint a professional photographer

• gather photo design ideas from previous project and agree photo session schedule

• prepare a production cost forecast

• select paper and envelope.

Stage 3 will include the activities to:

• take and select the professional photos

• hold the label design competition and choose the label design

• assemble the prepared calendar pack.

A production cost forecast, based on the options and costs for the paper, envelope, printing and mailing of the calendar is to be produced in stage 2. However, the actual production and distribution of the calendars is not within the scope of this project. The production cost forecast will be reviewed by the Project Board to determine whether the project should continue. It is now 05 October and the prepared calendar pack must be delivered to the print company by 30 November, to enable printing and distribution of the calendar in time for Christmas. The cost of the activities to develop the specialist products and the cost of the project management activities are estimated to be $20,000. There is a project time tolerance of +1 week / -2 weeks and a project cost tolerance of +$6,000 / -$6,000. A change budget of $500 has been allocated but there is no risk budget.

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1 Business Case theme - Additional Information During the initiation stage the Project Manager met with the Marketing Director to find out more about the requirements of the promotional calendar and recorded the following notes:

There has been a reduction in the order numbers at the MNO Manufacturing due in part to the increased marketing activities of its competitors. 10% of customers have not re-ordered in this financial year and staff morale is poor. A number of skilled staff have left as a result and replacement staff have not been recruited due to the reduced operation. If the project is successful, a recruitment campaign will be required to fill the existing staff vacancies and there may be a requirement for additional staff. Operational costs are likely to increase because skilled staff are expensive and difficult to find.

In financial terms, there were a total of 1,500 orders in the last financial year, each with an average profit of $2,000. The Marketing department believes that sending a promotional calendar to our current and prospective customers would increase orders by at least 10% with a minimum of 10 further orders from the list of prospective customers within 12 months from the date of distribution.

The Marketing Director will be funding the project from the business marketing budget. She believes that the effect of a good company image portrayed by a successful calendar would last into a second year. She has forecast the same increase in orders for a second year and predicts that the annual employee satisfaction survey will show a measurable improvement in staff morale.

A number of alternatives were explored, including:

20% discount for all repeat customers - not cost-effective and very short term

A promotional calendar as a free Christmas gift - would target current and prospective customers and the benefits would last into a second year

A series of television and press advertisements - was too expensive

A direct mail shot to all customers - benefit would be short term

Creation of an internet website - would not suit all customers

The calendar is seen as the favoured option, as long as the company's competitors do not increase their marketing activity. Whilst the Marketing department wants a very high quality, glossy product, the project management team must be aware of the cost this will incur.

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2 Organisation Theme - Additional Information Chief Executive Officer (CEO): He started the company 25 years ago and knows his job very well. He injured his leg two years ago which has restricted his visits to the engineering area. As CEO he has an overall perspective of the business strategic requirements and the authority to commit resources as required.

Marketing Director: She has been with the company for three years, following a successful career with a publicity company. She has the ability to represent the needs of the business, particularly as this is a marketing project. She has the authority to commit the annual business marketing budget, from which the project will be funded, as she sees appropriate. She will be responsible for monitoring the expected benefits of the calendar, in particular the improvement of the company's image.

Engineering Manager: He has been responsible for many engineering innovations in the company and is still as keen and energetic as the day he started. Whilst he will not be part of the project team, his staff will feature in the photos for the promotional calendar.

Central Records: This group of five staff looks after all company records and document control. They now maintain all project files.

Bright Lights: This is the local office supplies company. It supplies all the stationery and office equipment needs of the company and will supply the stationery for this project.

Portraits Ltd: This is a professional photographic company with a number of excellent photographers and a history of successful work. This company has been selected to take the photos for the company calendar. It has yet to be decided which of the photographers to use.

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3 Quality Theme - Additional Information Extract from the Project Product Description (with errors)

Composition 1. Monthly calendar displays

2. 100gsm glossy paper

3. Full colour

4. Selected envelope

5. Chosen label design

6. List of customers

7. Selected photos

8. Photo session schedule

Derivation 9. New company logo design

10. Previous calendar designs

11. Internal creative team

12. Production cost forecast

Development skills required

13. Photographer

14. Internal creative team

15. Printing company

Customer’s quality expectations

16. Professional photos

17. 10% more calendars should be printed than required to allow for any late additions to the list of customers

18. Compliance with applicable corporate standards

19. The calendar should reflect the company image as described in the corporate branding standards

20. The calendar will increase orders by at least 10% with a minimum of 10 further orders from the list of prospective customers within 12 months

Acceptance criteria 21. Appearance: each photo should be sufficiently attractive and humorous that the customer wants to display it

22. Appearance: new company logo promotes strong image

23. Security: complies with Data Protection Legislation

24. Accuracy: public holidays match the list supplied by Marketing

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4 Starting up a Project + Initiating a Project - Additional Information Extract from the Communication Management Strategy.

The project information in the table below is true, but it may not be recorded under the correct section or be in the correct document.

Introduction 1. This document contains details of how the project management team will send information to individuals working on the Calendar project, and receive information from them.

Communication procedure

2. See MNO Manufacturing Company standards for all internal company communications.

Tools and techniques 3. Use the staff newsletter to launch the label design competition and to promote the chosen label design.

4. Using the number of responses to the label design competition as a measure, report fortnightly to the Project Board on the effectiveness of the staff newsletter as a vehicle for communication.

5. Use the company website to advertise the promotional calendar to customers.

Records 6. A record should be maintained for each product of the project. At a minimum this should show the project name, product name, product title, and version number.

7. External email and correspondence relating to the Calendar project should be recorded electronically in the project folder.

8. Information received in hard copy should, where possible, be scanned and filed as above.

Timing of communication activities

9. At the end of each stage, audit and report on the performance of the communication methods being used.

10. Highlight Reports to be provided to appropriate stakeholders, at the frequency defined in each Stage Plan.

Stakeholder analysis: Interested parties

11. Photographer.

12. Print company.

Information needs for each interested party

13. Weekly updates will be provided by email to the individual producing the staff newsletter.

14. The prepared calendar pack must be delivered to the print company by 30 November.

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5 Risk Theme - Additional Information A photographer from Portraits Ltd, a professional photographic company, has taken on the role of Team Manager after taking some time to understand the requirements of the project. A contract for their services has been set up and is being monitored by the Purchasing Manager and a Work Package has been agreed. This contract specifies that the photographer must arrange a meeting with the Engineering Manager to establish a schedule for the photo sessions to minimise the impact on the Engineering staff. This meeting should have occurred a week ago. The photo sessions are scheduled to take place in two days time.

The Engineering Manager was made aware of this requirement. However, when asked by the Project Manager, he reported that he had received no communication from the photographer. The Project Manager has tried to call the photographer and has had no response. The Project Manager believes there is a risk that Portraits Ltd are overbooking work and prioritising other clients' work. If Portraits Ltd do not deliver on schedule the project will be delayed and the expected benefits will be reduced.

The contract is to be reviewed and Portraits Ltd reminded of their agreement.

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6 Plans Theme - Additional Information Product Summary

A list of customers will be collated. This will use existing information from the Accounts department about current customers, and existing information from the Marketing department about prospective customers.

Using the tariff of mailing costs available from the Post Office, a production cost forecast will be produced to allow the CEO and the Marketing Director to decide whether to continue with the project. If they decide to continue, they will give the approval to launch the internal label design competition. Competition rules will be required to communicate details of the competition to the staff. The chosen label design will then be selected from the competition entries.

The photos for the calendar must be based on existing photo design ideas available from the Marketing department. Monthly calendar displays will be created to show the required layout of each page.

Additional Information continues on next page.

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Plans Theme - Additional Information continued. Extract from Stage Plan for stage 3.

(All entries are true statements but may not be shown under the correct section or in the correct document).

Plan description 1. Stage 3 is the final stage of the project and will deliver the photos, the label design competition entries, the winning label design and the prepared calendar pack.

Plan prerequisites 2. Increase in orders and improved company image.

3. The production cost forecast must be acceptable to the Project Board if the photography and label design competition are to go ahead.

4. The customer list is accurate and complete.

External dependencies 5. A separate project has been reviewing the company's branding. The company logo, required for the label design competition, is being updated. The new company logo is to be supplied by the other project in two weeks time.

6. Customer details will be supplied from the Accounts department and the Marketing department customer databases for the customer list.

7. The label design must contain the new company logo.

Planning assumptions 8. A suitable entry will be received from the label design competition.

9. The photo session schedule created two weeks ago correctly reflects the availability of the engineering staff.

10. Each photo must feature different members of the Engineering team.

Monitoring and control 11. The Project Plan is to be updated with actuals throughout the stage.

12. A Highlight Report will be created every two weeks.

13. The Stage Plan will be reviewed at the end of each day, to assess forecast against actuals.

14. Product Status Accounts will be produced by Project Support, at the request of the Project Manager, to summarize current and historical data concerning each of the project’s products.

Budgets 15. Cost $5,000 for specialist products

16. Time 4 weeks

17. Risk $0

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Question Booklet

The Practitioner Examination

EX02

Question Booklet

Candidate Number: ........................................

© The APM Group Ltd 2009. This document is not to be re-produced or re-sold without express permission from The APM Group Ltd. PRINCE® is a Registered Trade Mark and a Registered Community Trade Mark of the Office of Government Commerce, and is Registered in the U.S. Patent and Trademark Office. The PRINCE2 Swirl logo™ is a Trade Mark of the Office of Government Commerce, and is Registered in the U.S. Patent and Trademark Office

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Question Booklet

Syllabus areas covered Question 1 - Business Case Theme

Question 2 - Organisation Theme

Question 3 - Quality Theme

Question 4 - Starting Up a Project + Initiating a Project

Question 5 - Risk Theme

Question 6 - Plans Theme

Question 7 - Progress Theme

Question 8 - Change Theme

Question 9 - Directing a Project + Managing a Stage Boundary + Closing a Project

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1 Business Case Theme Part A

Syllabus Area Question Number Part Marks

Business Case Theme 1 A 7

Using the Project Scenario and the additional information provided (see page 19) for this question in the Scenario Booklet, answer the following 7 questions.

Each question provides a list of true statements about the Calendar project, but only 2 statements are appropriate entries for that section of the Business Case.

Remember to limit your answers to the number of selections requested in each question.

1

Which 2 statements should be recorded under the Reasons section?

A The Marketing department believes that sending a promotional calendar to current and prospective customers will increase orders by at least 10%.

B 10% of customers have not re-ordered in this financial year.

C 1,500 orders are expected, each with an average profit of $2,000.

D The Marketing department believes that the effect of a good company image, portrayed by a successful calendar, will last into a second year.

E MNO Manufacturing is experiencing a fall in orders due in part to the increased marketing activities of its competitors.

2

Which 2 statements should be recorded under the Business options section?

A Produce a promotional calendar as a free Christmas gift to current and prospective customers.

B Use a professional photographer to create the photographs for the calendar.

C Create the photographs for the calendar internally.

D Outsource the creation of the calendar to a professional marketing company.

E Do nothing.

3

Which 2 statements should be recorded under the Expected benefits section?

A Increase orders by at least 10% with a minimum of 10 further orders from the list of prospective customers within 12 months.

B The calendar will be similar to calendars sent out in previous years.

C The Marketing department believes that the benefits of a good company image, as portrayed by a successful calendar, will last into a second year and bring the same increase in orders.

D The calendar will contain photos of both staff and company products.

E The Marketing department want a very high quality, glossy product as they believe this will be more appealing to customers.

4

Which 2 statements should be recorded under the Expected dis-benefits section?

A A high quality, glossy product will involve additional costs.

B Individuals in the engineering team who are not selected to appear in the calendar photographs will become de-motivated.

C The calendar may not result in the expected 10% increase in orders.

D Because the Calendar project is a priority for the MNO Manufacturing Company, the delivery of other projects within the Marketing department will be delayed.

E The calendar may not result in the 10 further orders from the list of prospective customers in 12 months.

5

Which 2 statements should be recorded under the Timescale section?

A Benefits will be lost if the project is not completed on time.

B A recruitment campaign to fill the existing staff vacancies will need to take place in the next 12 months.

C Additional 10% increase in orders in year two.

D The prepared calendar pack must be delivered by the first week in December.

E The print company requires a 2 week notification period of the calendar pack delivery.

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6

Which 2 statements should be recorded under the Costs section?

A The MNO marketing budget this year is $120,000.

B The project will be funded from the business marketing budget.

C 10 further orders with an average profit of $2,000 will deliver a benefit of $20,000 in the first year.

D The new company logo is estimated to cost $4,000.

E Project costs are estimated to be a total of $26,500.

7

Which 2 statements correctly define a Business Case risk which should be recorded under the Major risks section?

A Operational costs will increase as a result of the recruitment campaign.

B The prepared calendar pack is to be delivered to the printers by the first week in December.

C If the calendar quality is poor customers will not use it, creating the reverse effect and reducing orders further.

D If any competitors launch a calendar at the same time this will reduce the impact of the MNO calendar and benefits will be reduced.

E Staff morale will improve as a result of the promotional calendar.

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1 Business Case Theme Part B


Business Case Theme 1 B 5

Using the Project Scenario and the additional information provided (see page 19) for this question in the Scenario Booklet, answer the following question.

Lines 1 to 5 in the table below consist of an assertion statement and a reason statement. For each line identify the appropriate option, from options A to E, that applies. Each option can be used once, more than once or not at all.


A True True AND the reason explains the assertion B True True BUT the reason does not explain the assertion C True False D False True E False False

Assertion Reason

1

If the calendar solution is changed there should be a review of, and possible changes to, the Business Case.

BECAUSE The Business Case includes options for the delivery of the chosen solution.

2

The Business Case will no longer be viable if the prepared calendar pack is only available for printing in the first week of December.

BECAUSE The Business Case is no longer viable if stage tolerances are exceeded during the project.

3

The fact that the project's aim is to try to counter the fall in orders should be documented in the Project Brief.

BECAUSE The outline Business Case contains the reasons why the project is needed and forms part of the Project Brief.

4

The Benefits Review Plan should include an assessment in 12 months time of the increase in orders.

BECAUSE The Benefits Review Plan contains details of benefits reviews to be conducted during the project.

5

The expected improvement in staff morale should NOT be recorded as a benefit in the Business Case.

BECAUSE Only those benefits that can be measured in financial terms should be defined in the Business Case.

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2 Organisation Theme Part A


Organisation Theme 2 A 7

The following 7 questions include true statements about an individual from the project organisation. Only 2 statements explain why, in the context of roles and responsibilities within a PRINCE2 organisation structure, the individual is a suitable candidate for that role.


1

Which 2 statements explain why the Marketing Director would be appropriate as the Executive for this project?

A She has been with the company for three years.

B She previously had a successful career in publicity.

C She is able to represent the business needs of MNO Manufacturing.

D She has authority to commit the marketing budget, from which the project will be funded.

E She requires more experience working with the engineering industry.

2

Which 2 statements explain why the CEO would be appropriate as the Executive for this project?

A He started the company 25 years ago.

B He knows his job very well.

C He restricts his visits to the engineering area.

D He has the authority to commit resources as required.

E He has an overall perspective of the business's strategic requirements.

3

Which 2 statements explain why the Marketing Director would be appropriate as a Senior User for this project?

A She can represent the Marketing department.

B She previously had a successful career in publicity.

C The Marketing department will help to deliver the benefits of this project.

D The project will be funded from the business marketing budget.

E A number of the products will be produced by the Sales department and the Marketing department.

4

Which 2 statements explain why the Sales Manager would be appropriate as a Senior User for this project?

A He joined the company last year with huge enthusiasm.

B He would like to move into the Marketing department in the future and sees this as an opportunity to work closely with the Marketing Director.

C The launch of a company calendar will impact the Sales department.

D He reports directly to the Marketing Director.

E He is able to represent current and prospective customer interests.

5

Which 2 statements explain why the Purchasing Manager would be appropriate as a Senior Supplier for this project?

A He is responsible for advising on the acceptance methods to be included in supplier contracts.

B He will procure the resources and materials required for the project's products.

C He was an engineer and worked in that area before taking up his current position.

D He can influence the external supplier's Business Case.

E He is not appropriate for the role of Executive or Senior User. Sample

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6

Which 2 statements explain why the Sales Manager would be appropriate as User Assurance for this project?

A He joined the company last year with huge enthusiasm and is keen to increase sales.

B He can provide an evaluation of the potential impact the calendar will have on sales.

C He is able to advise on suitable stakeholder engagement of current and prospective customers.

D He would like to move into the Marketing department in the future and sees this as an opportunity to work closely with the Marketing Director.

E He can resolve any conflict in requirements between the Sales department and the Marketing department.

7

Which 2 statements explain why Central Records would be appropriate as Project Support for this project?

A They have knowledge of specialist tools and techniques that are required for this project.

B They already exist within the organization and have been with the company for many years.

C They will ensure compliance with all company policies and procedures.

D They perform a quality assurance function across all projects.

E They have knowledge of the organizational standards that will be applicable to the project.

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2 Organisation Theme Part B


Organisation Theme 2 B 5

Using the additional information provided (see page 20) for this question in the Scenario Booklet, answer the following question.

Lines 1 to 5 in the table below consist of an assertion statement and a reason statement. For each line identify the appropriate option, from options A to E, that applies. Each option can be used once, more than once or not at all.


A True True AND the reason explains the assertion

B True True BUT the reason does not explain the assertion

C True False

D False True

E False False

Assertion Reason

1

The Executive role should be shared by the CEO and the Marketing Director.

BECAUSE The Executive is responsible for securing the funding for the project.

2

The Senior User role should be shared by the Marketing Director and the Engineering Manager.

BECAUSE Those who provide specialist resources to the project development teams should perform a Senior User role.

3

Bright Lights and Portraits Ltd are both stakeholders on the Calendar project.

BECAUSE Anyone who can affect a project is a stakeholder on that project.

4

A single member of Central Records should NOT perform both a Project Support and a Project Assurance role on this project.

BECAUSE It is necessary to keep Project Support and Project Assurance responsibilities separate.

5

The Engineering Manager should be included in the Communication Management Strategy.

BECAUSE The Communication Management Strategy describes the communication tools to be used.

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3 Quality Theme Part A


Quality Theme 3 A 3

Column 1 is a list of objectives. For each objective in Column 1, select from Column 2 the quality activity that addresses it. Each selection from Column 2 can be used once, more than once or not at all.

Column 1 Column 2

1

2

3

Understanding the customer's quality expectations.

Approval of the project's products.

Confirmation that corporate management standards and policies are being adhered to.

A Quality assurance

B Quality control

C Quality planning

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3 Quality Theme Part B


Quality Theme 3 B 4

An address label is required for the envelope. The design of the label will be selected from entries to an internal label design competition. The winning label design will be included in the prepared calendar pack given to the printing company. The label should be half the size of the selected envelope (+5% / - 5%), and use an attractive, large font for the customer's name and address. The new company logo must be integrated into the label design. The Project Board will be asked to review all entries and select the winning label design.

The information in Column 1 may be entered in the Product Description for the chosen label design. Column 2 is a list of the quality sections (excluding Quality Method) in a Product Description. For each entry in Column 1 decide if it should be included in the Product Description sections shown and select the section from Column 2 under which it should be recorded.

Each selection from Column 2 can be used once, more than once or not at all.

Column 1 Column 2

1

2

3

4

Half the size of the selected envelope.

Attractive large font.

Project Board.

+5%/-5% of the required label size.

A NOT included

B Quality criteria

C Quality tolerance

D Quality skills required

E Quality responsibilities

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3 Quality Theme Part C


Quality Theme 3 C 5

Using the Project Scenario and the additional information provided (see page 21) for this question in the Scenario Booklet, answer the following 5 questions about the Project Product Description.


1

Which 2 statements apply to the Composition section?

A Amend entry 2 to 'Selected paper'.

B Delete entry 3 because this is NOT a major product to be delivered by this project.

C Move entry 6 to Derivation because this product already exists.

D Delete entry 7 because these will be produced by the photographer.

E Add 'Calendars distributed to customers'.

2

Which 2 statements apply to the Derivation section?

A Move entry 9 to Composition because this is within the scope of the project.

B Delete entry 10 because this is NOT a source product for this project.

C Delete entry 11 as this is already correctly shown under Development skills required.

D Move entry 12 to Composition, because this is within the scope of this project.

E Add 'Professional photographer’.

3

Which 2 statements apply to the Development skills required section

A Move entry 13 to Composition because the appointment of the photographer is within the scope of this project.

B Move entry 13 to Derivation because this is a source of information for this project.

C Delete entry 14 because this skill is NOT required within this project.

D Delete entry 15 because this skill is NOT required within this project.

E Add 'Knowledge of Data Protection Legislation'.

4

Which 2 statements apply to the Customer's quality expectations section?

A Delete entry 16 because this should be shown on the Product Description for the photos.

B Delete entry 17 because this is beyond the scope of this project.

C Delete entry 18 because standards should NOT be shown here.

D Delete entry 19 because this should appear in the Product Description for the calendar and not the Project Product Description.

E Delete entry 20 because this is an expected benefit and should be recorded in the Business Case.

5

Which 2 statements apply to the Acceptance criteria section?

A Amend entry 21 to ’Appearance - 12 photos each showing different members of staff’.

B Move entry 21 to Composition because the photos are part of the project product.

C Delete entry 22 because the development of the new company logo is not within the scope of the Calendar project.

D Move entry 23 to Derivation because the Data Protection Legislation already exists.

E Delete entry 24 because this is NOT a suitable acceptance criteria for this project.

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4 Starting Up a Project + Initiating a Project Part A


Starting Up a Project + Initiating a Project Processes 4 A 6

Using the Project Scenario, answer the following 6 questions about the Starting up a Project and the Initiating a Project process.

Decide whether the actions taken represent an appropriate application of PRINCE2 for this project and select the response that supports your decision.

1 When designing the project management team, the Project Manager created a Team Manager role description for the Team Manager role which the professional photographer will perform in stage 3.

Is this an appropriate application of PRINCE2 for this project?

A No, because the professional photographer should create their own role description when they are appointed in stage 2.

B No, because the professional photographer is external to the corporate organization.

C Yes, because role descriptions help to identify candidates for each of the project management team roles, and propose the most appropriate people for them.

D Yes, because the Project Manager should create role descriptions for all members of the project management team.

2 When creating the Project Plan, the Project Manager identified the new company logo as an external dependency.


A No, because the new company logo should be identified in the Business Case as part of the reasons for undertaking the project.

B No, because the new company logo should be identified in the Project Plan as an internal dependency.

C Yes, because the new company logo is required to produce the calendar and is being produced by another project.

D Yes, because the production of the new company logo will need to be controlled by the Project Manager.

3 During the initiation stage, the Project Manager created the Product Description for the monthly calendar displays.


A No, because all Product Descriptions should be created during the Managing a Stage Boundary process, when preparing the Stage Plan.

B No, because it is the Project Product Description that should be created to define what the project must deliver in order to gain acceptance.

C Yes, because the Project Manager should create Product Descriptions for all of the products to be delivered by the project as part of the Project Plan.

D Yes, because Product Descriptions for the major products of the project should be created when preparing the Project Plan.

4 When setting up the project controls, the Project Manager identified dates for two end stage assessments, one for each of the management stages following initiation.


A No, because the Closing a Project process is used at the end of the final stage.

B No, because there are three stages in this project.

C Yes, because the Project Manager needs to report how the stage performed and provide an update on the Business Case.

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5 The Project Manager has now completed the Project Plan which contains the Work Packages for each of the project's products.


A No, because Work Packages should be created during the Starting up a Project process to support the Project Product Description.

B No, because the Project Plan does not contain content of each Work Package.

C Yes, because the tolerance(s) set in the Project Plan are derived from the Work Package tolerance(s).

D Yes, because the Project Board will require this information in order to set tolerance(s) for the Team Manager(s).

6 At the end of initiation the Project Manager has updated the Project Plan to show how and when all of the expected benefits of the promotional calendar will be measured and captured.


A No, because any changes to the Project Plan should be approved by the Project Board.

B No, because most of the expected benefits will be achieved after the project has closed.

C Yes, because it is important to define each benefit in quantified terms so that measurable improvements can be made.

D Yes, because the expected benefits of the promotional calendar can be measured during the life of the project.

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PPM1920CL PRINCE2 Practitioner with exams r5.6 - ITpreneurs

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