In the PRINCE2 7 framework, within the 'Controlling a Stage' process, the activity 'Authorize a Work Package' represents the fundamental delegation mechanism where the Project Manager assigns specific work to a Team Manager. This activity bridges the gap between the project's management layer and t…In the PRINCE2 7 framework, within the 'Controlling a Stage' process, the activity 'Authorize a Work Package' represents the fundamental delegation mechanism where the Project Manager assigns specific work to a Team Manager. This activity bridges the gap between the project's management layer and the delivery layer, ensuring that no work commences without explicit authorization and a clear understanding of requirements.
The process begins when the Project Manager defines the Work Package, which includes Product Descriptions, techniques, quality criteria, and specific tolerances for time and cost. Crucially, this is not a one-way instruction but a collaborative negotiation. The Team Manager must review the requirements to assess feasibility against their own capacity and skills. They typically formulate a Team Plan to demonstrate how the work will be executed within the constraints provided.
During this interaction, both parties agree on reporting frequencies (Checkpoints), how issues and risks will be escalated, and the specific approval method for the completed products. This step is vital for managing the interface between the project and the supplier or team, particularly when third-party suppliers are involved.
Once the Project Manager is satisfied that the Team Plan is viable and that the Work Package is understood, they formally authorize the work. This triggers the Team Manager to proceed into the 'Managing Product Delivery' process. By strictly adhering to this activity, PRINCE2 prevents scope creep and maintains the 'manage by exception' principle, as the Team Manager is given autonomy to deliver within the agreed tolerances, reporting back only via Checkpoint Reports or if tolerances are forecast to be exceeded. Effectively, it converts the Stage Plan into tangible action while maintaining governance and control.
Guide: Authorize Work Package (Controlling a Stage)
What is 'Authorize Work Package'? In PRINCE2 7, Authorize Work Package is a specific activity located within the Controlling a Stage process. It represents the mechanism by which the Project Manager assigns work to a Team Manager. It is effectively the 'handshake' between the management layer (Project Manager) and the delivery layer (Team Manager), ensuring that work does not begin until the scope, quality, time, and cost are agreed upon.
Why is it Important? Without this activity, projects suffer from 'scope creep' and misalignment. Its importance lies in: 1. Control: Ensuring no work is undertaken unless it is authorized and aligns with the Stage Plan. 2. Clarity: Ensuring the Team Manager understands the Product Descriptions and Quality Criteria before starting. 3. Commitment: It forces the Team Manager to agree that the work is achievable within the tolerances provided.
How it Works The activity is collaborative, not just a handover of instructions: 1. Preparation: The Project Manager defines the Work Package using information from the Stage Plan. 2. Discussion: The Project Manager and Team Manager review the requirements. The Team Manager may produce a detailed Team Plan at this point to verify feasibility. 3. Agreement: The Team Manager agrees to the constraints. 4. Release: The Project Manager formally authorizes the work to begin. At this point, the Quality Register is updated with planned quality activities, and Configuration Item Records are updated to show the status of products as 'under development'.
Exam Tips: Answering Questions on Authorize Work Package When answering Prince2 Practitioner questions regarding this topic, focus on the following:
1. The Role Responsibility: Always verify who is taking action. It is the Project Manager who authorizes Work Packages. The Project Board authorizes Stages, not individual Work Packages. If a scenario implies the Board is approving a Work Package, it is likely a false option.
2. The 'Handshake' Principle: Look for answers that highlight agreement. The exam often tests whether the Team Manager has accepted the work. If the PM simply emails instructions without confirmation from the Team Manager, the process is incomplete.
3. Tailoring context: Be careful with 'Format' questions. A Work Package does not have to be a complex document. In an Agile context or a simple project, authorizing a work package might be a daily stand-up agreement or a simple email. The exam tests the logic (work is defined and agreed to), not the paperwork.
4. Link to Progress: This activity is the trigger for the Team Manager to execute work. If a question asks what happens immediately before the 'Executing a Work Package' process begins, the answer is usually related to the authorization of that Work Package.