In the context of the PRINCE2 7 Initiating a Project process, the activity to 'Prepare the Quality Management Approach' is pivotal for establishing how the project will ensure its products are fit for purpose. This approach defines the quality standards, procedures, techniques, and responsibilities…In the context of the PRINCE2 7 Initiating a Project process, the activity to 'Prepare the Quality Management Approach' is pivotal for establishing how the project will ensure its products are fit for purpose. This approach defines the quality standards, procedures, techniques, and responsibilities that will be applied throughout the project lifecycle to verify that outputs meet agreed requirements.
The primary goal is to convert the customer’s quality expectations and acceptance criteria, originally outlined in the Project Brief, into a concrete plan of action. This involves determining which quality standards (corporate, international, or regulatory) apply and selecting appropriate tools and techniques for quality planning, control, and assurance. For instance, the approach details whether the project will utilize formal quality reviews, inspections, automated testing, or piloting strategies.
A key aspect of this activity is defining roles and responsibilities—specifically clarifying who is responsible for the specification, creation, review, and approval of products to ensure independence between the creator and the reviewer. Furthermore, it establishes the protocols for the Quality Register, a dynamic log used to track the status of quality events.
Under PRINCE2 7, this approach also explicitly considers the 'People' element, ensuring the project culture supports a quality-focused mindset, and aligns with organizational sustainability targets. The Project Manager collaborates with Project Assurance and key stakeholders (such as the Senior User and Senior Supplier) to draft this document. Once approved, it forms a vital component of the Project Initiation Documentation (PID), serving as the baseline against which all quality activities are measured to ensure the project delivers value and benefits.
Introduction In the PRINCE2 7 Initiating a Project process, the activity 'Prepare the Quality Management Approach' is fundamental to project success. It translates the customer's quality expectations (identified during the Start-up process) into a practical system that ensures the project's products will be fit for purpose.
Why is it Important? Projects often fail not because the team didn't work hard, but because there was a misunderstanding about what 'good' looks like. Without a defined approach: 1. Ambiguity: Stakeholders may have different views on quality standards. 2. Gold-plating: The team may deliver higher quality than necessary, wasting time and budget. 3. Compliance Risks: Corporate or regulatory standards might be missed.
What is the Quality Management Approach? It is a management product that describes the specific quality techniques and standards to be applied, and the responsibilities for achieving the required quality levels. It answers the question: "How will we ensure the outputs meet the requirements?"
How it Works: Key Steps The Project Manager creates this document (often with help from Project Support) by performing the following: 1. Review Inputs: Check the Project Product Description (from the Project Brief) to understand the customer's quality expectations and acceptance criteria. 2. Identify Standards: Consult with corporate, programme management, or the customer to identify applicable standards (e.g., ISO 9001, safety regulations, sustainability goals). 3. Define Processes: Decide on the quality control methods (e.g., in-process inspections, testing, peer reviews, pilot tests). 4. Set up the Quality Register: Establish the format for the log that will track all quality activities. 5. Consult Project Assurance: Ensure the proposed approach meets the needs of the Project Board and corporate organization.
Exam Tips: Answering Questions on Prepare Quality Management Approach In the PRINCE2 Practitioner exam, you are tested on your ability to apply and tailor this logic to a scenario. Keep these tips in mind:
1. Differentiate 'Approach' vs. 'Product Description' If a question asks about the attributes of the final deliverable (e.g., "The car must be red"), that belongs in the Project Product Description. If the question asks about the method used to check it (e.g., "We will use a colorimeter to test the paint"), that belongs in the Quality Management Approach.
2. Watch for Role Confusion Project Manager: Prepares the approach. Project Assurance: Reviews the approach to ensure it complies with corporate standards. Senior User: Provides the quality expectations that the approach must satisfy. Tip: If an exam option suggests the Project Manager determines the acceptance criteria alone, it is wrong; criteria come from the User.
3. Tailoring Context Look for clues in the scenario. Agile: The approach might reference the 'Definition of Done' or 'sprint reviews'. Highly Regulated Industry: The approach will likely lean heavily on external audits and rigid documentation standards. Small Projects: The approach might just be a section within the Project Initiation Documentation (PID), not a standalone document.
4. Planning vs. Control This activity is about planning. If an exam option describes the act of performing a test or inspecting a product, that is a 'Quality Control' action (executing the plan), not part of 'Preparing the Approach'.