In the context of the PRINCE2 7 Plans practice, the Project Product Description (PPD) is a specialized management product that acts as the ultimate definition of what the project must deliver to gain acceptance. It essentially defines the project's scope and serves as a binding agreement between th…In the context of the PRINCE2 7 Plans practice, the Project Product Description (PPD) is a specialized management product that acts as the ultimate definition of what the project must deliver to gain acceptance. It essentially defines the project's scope and serves as a binding agreement between the customer (user) and the supplier regarding the final output.
Created during the 'Starting a Project' process and refined during 'Initiating a Project', the PPD is the starting point for the Product-Based Planning technique. Before a project manager can create a Product Breakdown Structure (PBS), they must first define this top-level product. The PPD provides the context for the Project Plan, identifying the development skills required and the quality standards that must be met.
The document distinguishes between two vital quality elements:
1. **Customer's Quality Expectations**: High-level requirements (e.g., speed, scalability, sustainability) that influence the design and choice of solution.
2. **Acceptance Criteria**: A prioritized list of specific, measurable definitions of what the final product must achieve to be signed off. These criteria are strictly binary (met or not met).
Throughout the project lifecycle, the PPD serves as the baseline against which changes are assessed. If a request for change alters the PPD, it requires Project Board approval. Finally, during the 'Closing a Project' process, the PPD is referenced to verify that the project has delivered exactly what was requested, ensuring the output is fit for purpose and capable of realizing the expected benefits defined in the Business Case.
Mastering the Project Product Description in PRINCE2 Practitioner V7
What is the Project Product Description? The Project Product Description is a specialized form of Product Description that defines exactly what the project must deliver to gain acceptance. It is effectively the description of the final output of the project. It is created in the Starting Up a Project process and forms part of the Project Brief. Later, in the Initiating a Project process, it becomes part of the Project Initiation Documentation (PID). It is distinct from normal Product Descriptions, which are created for the component products (intermediate deliverables) required to create the final project product.
Why is it Important? It acts as the primary agreement on the scope and quality of the project between the customer and the supplier. It is crucial because: 1. It prevents scope creep by clearly defining what is 'in' and 'out' of the project. 2. It translates vague Customer's Quality Expectations into specific, measurable Acceptance Criteria. 3. It provides the benchmark against which the project is verified during the Closing a Project process.
How it Works The content includes two distinct levels of quality requirements: 1. Customer's Quality Expectations: These are often high-level and subjective goals (e.g., 'fast system', 'user-friendly'). 2. Acceptance Criteria: These are prioritized (often using MoSCoW) and measurable metrics derived from the expectations (e.g., 'page load time under 2 seconds', 'training required is less than 2 hours').
Throughout the project, the Project Product Description is kept under change control. At the end of the project, the Project Manager uses it to verify that the final deliverable meets the criteria specified at the beginning before requesting authorization to close the project.
How to Answer Questions Regarding Project Product Description In the Practitioner exam, questions will test your ability to apply this concept to a scenario. Step 1: Verify the Document Type. Ensure the question is about the final output. If the question discusses an intermediate component (like a 'Design Document' or 'Foundation Slab'), it likely refers to a standard Product Description, not the Project Product Description. Step 2: Differentiate Expectations vs. Criteria. Questions often ask you to identify whether a statement is a Quality Expectation or an Acceptance Criterion. Remember: Expectations are broad desires; Criteria are measurable pass/fail tests. Step 3: Check Responsibilities. The Senior User is responsible for specifying the benefits and requirements, but the Project Product Description is usually drafted by the Project Manager in consultation with the Senior User and Executive.
Exam Tips: Answering Questions on Project Product Description Tip 1: The 'Contract' of Quality. Think of this document as the quality contract. If a question asks how the project board knows what to accept at the end of the project, the answer is by checking against the Project Product Description. Tip 2: Lifecycle Usage. Remember that this document is created in Starting Up, refined in Initiating, and used for verification in Closing. It is generally not updated during delivery stages unless a formal change significantly alters the project scope. Tip 3: Acceptance Methods. Look for details on how acceptance will be proven (e.g., 'Site Acceptance Test', 'User Sign-off'). If a scenario implies acceptance is informal or undefined, it represents a missing element of the Project Product Description.