PRINCE2 utilizes a structured set of management documents that support governance, decision-making, and communication throughout the project lifecycle. These documents are essential tools that enable the application of PRINCE2 principles and themes. The Project Brief is typically the first document…PRINCE2 utilizes a structured set of management documents that support governance, decision-making, and communication throughout the project lifecycle. These documents are essential tools that enable the application of PRINCE2 principles and themes. The Project Brief is typically the first document created, outlining the project concept, objectives, and scope to facilitate initial decision-making. Once approved, it evolves into the Project Initiation Documentation (PID), which serves as the project's definitive reference document, containing the business case, project management team structure, quality management approach, risk management strategy, project plan, and controls. For governance and direction, the Project Board uses the Stage Plans which detail activities, resources, and timelines for each management stage, enabling informed investment decisions. Daily operations are guided by Work Packages that specify products to be delivered, constraints, reporting requirements, and tolerances for Team Managers. Risk management is supported by the Risk Register, documenting identified risks, their assessment, and mitigation strategies. The Quality Register tracks quality activities such as reviews and testing, while the Issue Register documents problems, questions, and change requests that arise during the project. Communication is formalized through Highlight Reports providing regular status updates to the Project Board, and End Stage Reports summarizing performance at stage boundaries. The Configuration Item Records maintain information about project products, including status, version, and location. At project closure, the End Project Report evaluates overall performance against the original objectives, while the Lessons Report captures experiences that can benefit future projects. These documents are not just administrative requirements but practical tools that embody PRINCE2 principles in action, ensuring controlled and effective project management.
PRINCE2 Key Documents: A Comprehensive Guide for Exam Success
Why PRINCE2 Key Documents are Important
PRINCE2 key documents serve as the backbone of project management within the PRINCE2 methodology. They are essential because they:
• Provide a standardized approach to documentation across all projects • Ensure clear communication among all stakeholders • Create an audit trail for decision-making processes • Support governance and accountability • Enable consistent control throughout the project lifecycle
Understanding these documents thoroughly is crucial for PRINCE2 Foundation exam success, as they represent the formal information management system that underpins the entire methodology.
What are PRINCE2 Key Documents
PRINCE2 key documents are standardized records created and maintained throughout a project's lifecycle. They fall into three main categories:
1. Baselines - Approved aspects of the project that can only be changed through formal procedures: • Business Case • Project Brief • Project Initiation Documentation (PID) • Project Plan • Stage Plans • Team Plans • Product Descriptions • Work Packages
2. Records - Documents capturing project information and decisions: • Risk Register • Issue Register • Quality Register • Lessons Log • Daily Log • Checkpoint Reports
3. Reports - Documents communicating project status and progress: • Highlight Reports • End Stage Reports • End Project Report • Lessons Report • Exception Reports
How PRINCE2 Documentation Works
PRINCE2 documentation functions according to four key principles:
1. Management by Stages: Documents track progress against the current stage plan and inform decision-making for future stages.
2. Management by Exception: Documents establish tolerances and provide mechanisms for reporting when these are forecast to be exceeded.
3. Focus on Products: Product Descriptions clearly define what will be delivered, forming a basis for quality planning and control.
4. Tailoring: Documentation is adjusted to suit the project's scale, complexity, and risk profile.
Each document has a specific purpose, owner, and timing within the project lifecycle. They function as an integrated system rather than standalone items, with information flowing between them as the project progresses.
Key Documents in Detail
Business Case - Justifies the project by demonstrating its value to the organization. Updated throughout the project lifecycle and verified at each stage boundary.
Project Brief - Expands the Project Mandate and provides sufficient information to make decisions about project viability.
Project Initiation Documentation (PID) - The comprehensive reference document for the project, containing all baseline aspects (strategies, Business Case, organization structure, plans, controls, etc.).
Plans (Project, Stage, Team) - Define what products will be delivered, when, at what cost, by whom, and how quality will be achieved.
Product Descriptions - Define the purpose, composition, derivation, format, quality criteria, and quality methods for each project product.
Work Packages - Formal instructions from the Project Manager to Team Managers, detailing work to be completed.
Registers (Risk, Issue, Quality) - Track and manage risks, issues, and quality activities throughout the project.
Reports - Communicate progress, exceptions, and achievements to different management levels.
Exam Tips: Answering Questions on PRINCE2 Key Documents
• Know the purpose of each document – exam questions often ask what document would be used in a specific scenario
• Understand ownership – know who is responsible for creating, approving, and maintaining each document
• Memorize the timing – know when in the process each document is created, updated, and reviewed
• Recognize relationships between documents – understand how information flows from one document to another
• Focus on common documents – pay special attention to the Business Case, Project Brief, PID, Plans, and Registers as these appear frequently in exam questions
• Use the process context – if the question mentions a specific process (e.g., Starting Up a Project), consider which documents are relevant to that process
• Apply document hierarchy – understand which documents are derived from others (e.g., the Project Brief builds on the Project Mandate)
• Identify management stages – know which documents are created in which management stage and which span multiple stages
• Read carefully – look for clues in the scenario that point to specific information needs that would be addressed by particular documents
When facing a document-related question in your exam, first identify the purpose of the required information, then consider the project stage, and finally determine which document would be appropriate for that context.