Authorize the Project is a critical activity within the Directing a Project process in PRINCE2 7. This activity represents the point where the Project Board makes a formal decision to commit resources and proceed with the project based on the Project Initiation Documentation (PID). The Project Boar…Authorize the Project is a critical activity within the Directing a Project process in PRINCE2 7. This activity represents the point where the Project Board makes a formal decision to commit resources and proceed with the project based on the Project Initiation Documentation (PID). The Project Board reviews the PID, which contains comprehensive information about the project including the Business Case, Project Plan, management approaches, and control mechanisms. This documentation provides the board with everything needed to make an informed decision about project viability. During this authorization, the Project Board assesses whether the project remains justified from a business perspective. They evaluate the benefits, costs, risks, and timescales to determine if the investment is worthwhile. The board also confirms that adequate controls are in place and that the project aligns with organizational strategy. The Project Board has three possible decisions: approve the project and authorize the first stage, request changes to the PID before approval, or reject the project if it no longer appears viable. If approved, the board grants permission for the Project Manager to proceed with delivery. Key considerations during authorization include confirming the Business Case is sound, ensuring risks are acceptable, verifying that the project team has sufficient capability, and checking that stakeholder engagement strategies are appropriate. The board must be satisfied that governance arrangements will enable effective oversight throughout the project lifecycle. This authorization establishes the baseline against which project performance will be measured. It also confirms the tolerances within which the Project Manager can operate before needing to escalate issues to the board. By formally authorizing the project, the Project Board accepts accountability for its success and commits to providing ongoing direction and support throughout the project duration.
Authorize the Project - PRINCE2 Foundation V7 Complete Guide
What is Authorize the Project?
Authorize the Project is a key activity within the Directing a Project process in PRINCE2. It is the point at which the Project Board formally commits resources and gives approval for the project to proceed into the Initiating a Project stage. This authorization follows the successful completion of the Starting up a Project process.
Why is Authorize the Project Important?
This activity is crucial for several reasons:
1. Governance Control: It ensures that senior management maintains control over project commitments before significant resources are invested.
2. Viability Check: The Project Board confirms that the project is worthwhile, achievable, and aligned with organizational strategy.
3. Resource Commitment: It provides formal approval for the allocation of time, money, and personnel to develop the Project Initiation Documentation.
4. Risk Management: It prevents projects from proceeding that lack sufficient justification or have unacceptable risks.
How Does Authorize the Project Work?
The process follows these steps:
1. The Project Manager submits the Project Brief, Initiation Stage Plan, and other relevant documentation to the Project Board.
2. The Project Board reviews these documents to assess whether the project appears viable and worthwhile.
3. The Executive, Senior User, and Senior Supplier each evaluate the project from their respective perspectives.
4. The Project Board decides whether to authorize the initiation stage, request changes, or stop the project.
5. If approved, the Project Board communicates the decision and provides any necessary guidance to the Project Manager.
Outputs: - Authorization to proceed with initiation - Project Board decisions and guidance
Responsibilities
The Project Board is responsible for this activity, with the Executive having ultimate accountability. The Project Manager prepares the documentation but does not make the authorization decision.
Exam Tips: Answering Questions on Authorize the Project
Tip 1: Remember that Authorize the Project happens after Starting up a Project and before Initiating a Project. Questions often test your understanding of this sequence.
Tip 2: The Project Board makes this decision, not the Project Manager. If an answer option suggests the Project Manager authorizes the project, it is incorrect.
Tip 3: The Project Brief is the primary document reviewed at this point, not the full Business Case or Project Initiation Documentation, which come later.
Tip 4: This authorization is specifically for the initiation stage, not for the entire project. Full project authorization comes later with Authorize Project Initiation Documentation.
Tip 5: Look for answer options that emphasize governance, control, and ensuring the project is worthwhile before committing further resources.
Tip 6: Questions may present scenarios where you need to identify what document or information the Project Board needs to make their decision. Focus on the Project Brief and Initiation Stage Plan.
Tip 7: Remember the three possible outcomes: approve initiation, request modifications, or stop the project. All three are valid Project Board responses.
Common Exam Traps to Avoid
- Confusing Authorize the Project with Authorize Initiation Stage - Selecting options that give authorization power to the Project Manager - Thinking the full Business Case is required at this point - Believing this authorizes the entire project rather than just the initiation stage