In PRINCE2 7, 'Authorize Initiation' is a pivotal activity within the 'Directing a Project' process. It represents the first formal 'gate' where the Project Board decides whether the project is worthwhile enough to warrant the investment of time and resources required for detailed planning. This ac…In PRINCE2 7, 'Authorize Initiation' is a pivotal activity within the 'Directing a Project' process. It represents the first formal 'gate' where the Project Board decides whether the project is worthwhile enough to warrant the investment of time and resources required for detailed planning. This activity is triggered by the Project Manager requesting authority to proceed after the 'Starting a Project' process is complete.
The primary objective is not yet to authorize the delivery of the project's products, but to approve the 'Initiating a Project' stage. Planning takes effort, and the Board must ensure that the effort is justified. During this activity, the Project Board reviews the Project Brief and the Outline Business Case. They must verify that the project is desirable, viable, and achievable, and that it aligns with corporate or program strategies.
Key actions include reviewing the Stage Plan for the initiation stage to ensure adequate resources are available to define the Project Initiation Documentation (PID). The Board also confirms the project management team structure, ensures key stakeholders are committed, and verifies that the selected project approach (e.g., agile, linear, or hybrid) is appropriate. Furthermore, they check that lessons from previous projects have been applied to avoid repeating past mistakes.
If the Board is satisfied, they provide authorization for the Project Manager to proceed to the initiation stage, setting tolerances for time, cost, scope, and risk. If the project lacks merit or the risks are too high, the Board has the authority to stop the project immediately, thereby preventing resource wastage on a non-viable initiative. This activity establishes the authority required for the Project Manager to begin the detailed definition of the project baseline.
Guide to Authorize Initiation in Directing a Project (PRINCE2 v7)
What is Authorize Initiation? In PRINCE2, Authorize Initiation is the first major decision gate undertaken by the Project Board within the Directing a Project process. It occurs after the Starting up a Project process and before the Initiating a Project process begins. It is the point where the Project Board decides whether the project idea is worthwhile enough to warrant the investment of time and resources required to plan it in detail.
Why is it Important? This activity acts as a critical filter or 'firewall' for the organization. Planning a project (the Initiation Stage) costs money and ties up resources. Authorize Initiation ensures that the organization does not waste effort planning a project that is based on unsound assumptions, has a weak business justification, or is not aligned with corporate strategy. It prevents projects with poor foundations from proceeding any further.
How it Works During this activity, the Project Board reviews the information gathered during the start-up phase. The process involves: 1. Reviewing the Project Brief: The Board checks the outline Business Case and the Project Product Description to ensure the project remains viable and desirable. 2. Reviewing the Initiation Stage Plan: The Board looks at the plan for the *next* stage (Initiation). They need to know how much time and money it will cost to produce the Project Initiation Documentation (PID). 3. Checking Strategy Alignment: Ensuring the project approach aligns with corporate standards or customer expectations. 4. Decision Making: The Board will either authorize the Project Manager to proceed to the Initiation stage, modify the scope, or cancel the project immediately.
Exam Tips: Answering Questions on Authorize Initiation When answering PRINCE2 Practitioner questions on this topic, keep the following strategies in mind:
1. Identify the Document Level: A common trap is confusing this activity with Authorize the Project. In Authorize Initiation, the Board is reviewing the Project Brief, not the PID. If the question mentions reviewing detailed Business Cases or Benefits Management Approaches, you are likely in a later process. Here, they are only looking at the outline Business Case.
2. Focus on the 'Initiation' Budget: Questions may ask about resource commitment. Remember: At this stage, the Project Board is not committing funds for the whole project. They are only committing funds to cover the work of the Initiating a Project stage (i.e., the cost of planning).
3. The Role of the Executive: While the whole Board makes the decision, the Executive is accountable for the Business Case aspect. Ensure the scenario reflects that the business justification is the primary driver for approval.
4. Tailoring Context: Look for clues in the scenario. If the project is part of a program, the Project Brief might be provided by the program, making the Authorize Initiation activity shorter or focused purely on validating the team and the Initiation Stage Plan.