PRINCE2 Accelerator › How the Document Review and Approval Process Works

How the Document Review and Approval Process Works

A series of reports act as controls throughout the project life cycle. As each report is completed, the Project Board review and approval process is started to review the various reports. The document review and approval process assumes that a PRINCE2 project has already been created and the reports are ready to be submitted.

The following tasks are involved in the creation of the reports involved in the management of a typical PRINCE2 project:

1. Describe the product to be delivered
2. Formally initiate the project
3. Create project stage plans
4. Create checkpoint report
5. Create a highlight report
6. Create an exception report
7. Create an end stage report
8. Create a lessons learned report

Note: As each report is completed and submitted by the PRINCE2 project manager, the Project Board review and approval process is started automatically to review the report. The attributes on the report's properties page become locked and can be edited again only if the report is rejected. The Project Board members (associated with the Senior Supplier access group) play a key role in reviewing these reports.

Project Board Review and Approval Process Workflow

The following illustrates and describes the review process workflow which is similar for each PRINCE2 report.

As illustrated in the diagram, the review and approval process involves the following for each completed PRINCE2 report:

1. The PRINCE2 project manager submits the report for review and approval to the Project Board members.
2. The Project Board review process is initiated.
3. The Project Board members receive a notification to conduct a review of the report. The Project Board members view their pending review items on the Action Items portlet from the Overview: General page.
4. As Project Board members review the report, comments and requests for clarifications are entered in the Notes tab for that action item or exchanged externally from CA Clarity PPM.
5. The Project Board members either approve or reject the report from the Action Item Details page.
   • If one member rejects the report, the status is immediately updated to show "Rejected" on the report's Properties: General page. The review process ends at this point. The project manager must make any desired changes and resubmit the report for review.
   • If all members review and approve the report, the status of the report changes to “Approved”. The process ends at this point.
6. The PRINCE2 project manager receives a notification about the change in the report status (whether approved or rejected).
7. After all board members have reviewed the report, the process ends.