In PRINCE2 7, the Digital and Data Management Approach is a critical management product usually created during the Initiating a Project process. It establishes the standards, procedures, and tools required to manage the project’s data, information, and digital assets effectively. While it encompass…In PRINCE2 7, the Digital and Data Management Approach is a critical management product usually created during the Initiating a Project process. It establishes the standards, procedures, and tools required to manage the project’s data, information, and digital assets effectively. While it encompasses elements of configuration management, it specifically addresses the modern necessity of digital ecosystems and data governance.
In the context of the **Progress practice**, this approach is foundational because accurate decision-making relies entirely on the integrity and availability of project data. Progress is about monitoring and controlling the deviation from the plan; therefore, the Digital and Data Management Approach defines *how* progress data is captured, verified, and reported. It ensures there is a 'single source of truth' for project status, preventing the confusion that arises from conflicting document versions or unmanaged data sets.
Key contents of this approach include:
1. **Tools and Technologies:** Specification of the digital platforms used for tracking progress (e.g., Jira, Trello, MS Project) and collaboration.
2. **Data Governance:** Policies on data security, access rights, and confidentiality, ensuring that sensitive progress data is only available to authorized stakeholders.
3. **Data Standards:** Naming conventions, metadata standards, and formatting rules that make data retrievable and analyzable.
4. **Lifecycle Management:** Procedures for the storage, archiving, and eventual deletion of data, ensuring audit trails are preserved for future Lessons Learned.
By defining these protocols, the Project Manager ensures that the Highlight Reports and Checkpoint Reports generated for the Project Board differ from 'opinion' and strictly reflect data-driven reality, enabling effective Management by Exception.
Digital and Data Management Approach in PRINCE2 Practitioner v7
What is the Digital and Data Management Approach? In PRINCE2 7th Edition, the Digital and Data Management Approach is a Management Product created during the Initiating a Project process. It replaces the specific focus of the old 'Configuration Management Strategy' but expands the scope significantly. It defines how the project will manage its digital information, data assets, and the technology tools used for project management. It establishes the rules for creating, storing, securing, and retrieving data to ensure that decision-making (Progress) is based on accurate information.
Why is it Important? Modern projects rely heavily on data. Without a clear approach: 1. Version Control Failures: People may work on the wrong version of a document, leading to wasted effort. 2. Security Risks: Sensitive project data might be leaked or lost without defined security protocols. 3. Inaccurate Progress Reporting: If data regarding time, cost, and quality is not captured consistently, the Project Board cannot make informed decisions. 4. Audit Trails: It provides the ability to trace products back to their requirements (traceability).
How it Works (Composition) This document typically defines: - Digital Tools: Which software or platforms will be used (e.g., Jira, MS Project, cloud storage). - Data Standards: Naming conventions, metadata requirements, and file formats. - Configuration Management: How products are identified, version-controlled, and tracked (Item Records). - Security: Who has access to what data, and how backups are handled. - Lifecycle: How data is archived or destroyed at the project's end.
Exam Tips: Answering Questions on Digital and Data Management Approach When facing scenario-based questions in the Practitioner exam, apply the following logic:
1. Identify the 'Where': If the scenario mentions the team doesn't know where to store files, or people are overwriting each other's work, the issue lies with the Digital and Data Management Approach.
2. Look for 'Configuration' Keywords: While the document title has changed in v7, the concept of 'Configuration Management' (identifying, tracking, and protecting products) is now housed here. If a question asks about Item Records, Product Status Accounts, or Baselines, refer to this approach.
3. Security and Access: If a stakeholder complains they cannot access a report, or unauthorized users saw sensitive data, check if the approach defined the access rights correctly.
4. Tailoring: In an Agile context, this approach might be informal (e.g., 'we use this Trello board'). In a highly regulated environment, it must be formal and strictly audited. Ensure your answer matches the complexity of the scenario.
5. The Progress Connection: Remember that you cannot measure Progress accurately without reliable data. If the question implies that progress reports are untrustworthy because the underlying data is corrupt or lost, the solution involves fixing the Digital and Data Management Approach.