Quality Theme

Objectives
• Define the key terms of Quality Theme.
• Explain the Prince 2 approach to Quality theme.
• Familiarisation with the:
• Project Product Description
• Quality Management Approach
• Quality Register
• Product Description
• Define the roles and responsibilities in Quality theme.
Purpose of Quality Theme
The purpose of this theme is to define and implement the means by which the project will create and verify
products that are fit for purpose.

• It is based on the principle ‘Focus on Products’.

• Quality criteria is important to determine cost and delivery timelines.
Quality Terms - Definition
Some of the key definitions associated with Quality are:

Quality

Scope

Quality Management

Quality Management System

Quality Terms – Definition (contd.)
Other key definitions associated with Quality are:

Quality Planning

Quality Control

Quality Assurance
Project vs. Quality Assurance
The table here compares Project Assurance with quality assurance.
Project Assurance Quality Assurance

Provide assurance to the project’s stakeholders that the Provide assurance to the wider corporate or programme
project is being conducted appropriately. organisation that the project is being conducted
appropriately, and complies with relevant corporate or
programme management standards and policies.

Must be independent of the Project Manager, Project Performed by personnel who are independent of the
Support, Team Managers and Project Teams. project (i.e. not a member of the project management
Prince 2 Approach to Quality
This image illustrates how quality management is carried out in a
project:
Quality Planning
The purpose of quality planning is to:

• Agree on the overall Quality Expectations and Acceptance Criteria with the Project
Board: Defining efforts required for quality control.
• Document the Quality criteria (e.g., type of insulation, quality of materials used in
the building, type of lighting fixtures and standards that must be meet).
• Document how the Quality Criteria will be checked (e.g., using independent
building inspectors, own staff measurements, etc.).
• Communicate these agreements with all stakeholders:
• All stakeholders must have a common understanding of what the project will
produce.
• Establish how Quality can be controlled during the project:
• Set baselines and tolerances for each product (e.g., wall insulation should be grade
5 with +- 10% tolerance; kitchen fittings should last 18 years +- 5% tolerance, etc.)
Quality Planning (contd.)
The step by step approach of achieving quality is as follows:

Document
Understand Define the customer’s quality Define a Quality
Write Product Set up the Quality
customer's quality project’s expectations, Management
Descriptions Register
expectations acceptance criteria project’s Strategy
acceptance criteria
Customer’s Quality Expectations
The customer’s quality expectations are a statement about the quality
expected from the project product.
Customer’s quality expectations

• The customer’s quality expectations are defined and

agreed early in the Starting up a Project process.

• They are captured in discussions with the customer and

then refined for inclusion in the Project Product
Description.

• They should be reviewed at the end of each

management stage.

• Any standards that should be applied.

• A view of any measurements that may be useful in

assessing whether the customer’s needs have been met.
Acceptance Criteria
The Acceptance Criteria is a prioritized list of attributes that the Project Product should have when complete.

In the project’s acceptance criteria the following have to be ensured:

• All criteria must be specific, precise and measurable.
• Acceptance criteria may evolve during the initiation stage.
• Agreed after the initiation stage, further changes must be made using
the change control process.
• The criteria are compatible with each other as a set. For example, it
will be unrealistic to conduct a project for making luxury segment car
and expect it to have a low cost of production.
• All criteria can be proven within the project life, or by proxy measures
that provide reasonable indicators as to whether acceptance criteria
will be achieved post-project.
Acceptance Criteria (contd.)
Acceptance criteria:
• The project’s acceptance criteria form a prioritised list of measurable
definitions of the attributes required for a set of products to be
acceptable to key stakeholders.
• Acceptance criteria should be prioritised as this helps if there has to
be a trade-off between some criteria.
• Once finalised in the Project Product Description, acceptance criteria
are subject to change control and can only be changed with the
approval of the Project board.

EXAMPLE:
Example of a prioritisation technique – MoSCoW: Each acceptance criterion is rated as either Must have, Should
have, Could have or won’t have.
Project Product Description
It’s composition

Overall purpose Acceptance

of the product criteria

Project
Product Quality method

Description
Customer’s and
quality responsibilities
expectations for the overall
project

Project-level
Development
quality
skills
tolerances
Project Product Description (contd.)
Created in the Starting up a Project process and if required can be
refined during Initiating a Project process while creating the Project
Plan.
• Useful to verify the project’s product in the Closing a Project process.
• Project Product Description included in the Project brief.
• PPD refined in the Initiation Stage.
• After the Initiation stage any further changes have to be made by the
change control process.

For composition of Project Product Description please refer Prince 2 Manual

Appendix A.
Quality Management Approach
One of the first activities to undertake in IP is to prepare the Quality
Management approach. It describes the overall project approach to quality.
It describes:
• Which Quality Management System to use. i.e., from customer, supplier or a
mixture?
• What standards will be used?
• What tools and techniques will be used?
• How will Quality Assurance be carried out?

Should be tailored to suit the project.

For composition of Quality Management Approach please refer Prince 2

Manual Appendix A.
Products descriptions
The Product Descriptions should be created for all the products as part
of the planning activities and before the Project Plan can be completed.
Product Descriptions include:

Purpose • State who needs the product, why they need it, and what it will do.

Quality Criteria • Quality specification that product must meet to be accepted

• Color, noise, size, durability, lifetime.

Quality Tolerance • Range in the quality criteria within which the product would be acceptable
• Color cannot fade in 10 years +-10%.

For composition of Product Descriptions please refer Prince 2 Manual

Appendix A.
Products descriptions (contd.)
Product descriptions are not optional as they govern the product
development, review and approval. Product Descriptions also include
the following:

Quality Method • Describes how a product will be tested.

• Review and approval on completion
• e.g. Use machine to test colour fading; use inspection.

Quality Skills Required • What skills are needed by the tester.

Quality Responsibilities • Where the producer, reviewer and approver will be noted.
Quality Method
Quality activities that need to be performed during the development,
review and approval of the product.
There are two types of quality method, in-process and appraisal
methods.

In-Process methods Quality built-into the products as they are produced. Example: as part of a project,
a major engineering company decided to use only API 610 pumps for use in a
chemical complex, thereby ensuring that quality is built into the product.

Appraisal methods Finished product checked against set criteria for completeness of the product.
Appraisal Method
The finished product is checked against set criteria for completeness of
the product. There are two types of appraisal methods, they are the
following:

Testing When quality criteria are objective and quantifiable.

Example: Amazon has commissioned a project for building its website for UK geography.
Testing will be done on section of the website as a whole before it goes live on the
internet.

Quality Inspection When quality criteria are subjective in nature.

Example: As part of the beautification project of a lake undertaken by the local council, a
survey will be done of the local residents during the planning and after the new facilities
are ready.
Quality Responsibilities
Prince 2 specifies the roles and responsibilities for the project
management activities clearly. The methodology also describes the
quality responsibilities in detail. They are:

Producer Who produces or installs the product.

Reviewer(s) A person or group who reviews the product against the requirements in the
product descriptions.

Approver(s) A person who approves a product as being complete and fit for purpose.
Example of Quality Responsibilities

EXAMPLE:
In the project to implement several modules of ERP systems of Bombardier Capital, iWay Software
implemented the Financial and Controlling (FICO) modules of SAP ERP Software (producer).
PricewaterhouseCoopers were the reviewers for the project while the CIO and Director of ERP were the
Approvers for the module (product).
Quality Register
The features of a Quality Register are as follows:
• A diary of the Quality events that take place during the project The
records are updated with actual results for audit and assurance.
• Is created during Initiating a Project process.
• Is maintained all through the project against the set baseline.
• Is created and updated by Project Support.
• Is approved by the Project Manager.
• provides a full audit trail for Quality.

For composition for Quality Register please refer Prince 2 Manual Appendix A.
Example of Quality Register
The table given below is an example of a Quality Register:
Quality Activity ID

Product ID
Product

Quality Method

Producer

Reviewer(s)

Approver(s)

Target Review Date

Actual Review Date

Target Approval Date

Date
Actual Approval

Result
Test Pam,
1111 Plan Inspection All Ranjeev Mustapha 14-Mar 20-Mar 21-Mar 20-MarPass

Performance Oliver,
2113Genset Test Steve Mike John 20-Mar 20-Mar 20-MarN/A Fail

Maintenance Steve,
3113Genset Test Chris Mike Ranwar 23-Apr 23-Apr 27-Apr 27-AprPass
Quality Control
What is Quality Control? Quality Control is carrying out the activities to
control Quality as defined in the Quality Management Approach. There
are three parts to Quality Control, and I will explain each of them:
• Carrying out the Quality methods: e.g., Quality Review Techniques.
• Maintaining Quality and Approval records.
• Gaining acceptance and pass Acceptance Record to the customer.

Think about the columns in the Quality Register; it’s the same
information.
Quality Control (contd.)
Quality control is about:
• Executing and tracking the quality methods
• Maintaining quality and approval records
• Gaining acceptance from the customer

Quality Methods Quality Records

Quality
Control

Approval Records Acceptance Records

Quality Review Techniques
The purpose is to inspect products to see that they meet the customer’s Quality standards and meet the Quality
criteria listed in the Product Description.

The objective of quality review technique are to:

• To assess the products against their agreed criteria.
• To involve key stakeholders and help to promote quality and the project.
• To provide confirmation that the product is complete (get agreement) and baseline.
• To baseline (sign off) the product so no more changes can be made.
• Results of the Quality review meeting and the Quality Register

Quality Review technique steps:

Review Review Review

Preparation Meeting Follow up
Roles in Review Team
A review team consists of Chair, Presenter, Reviewer and Administrator:
Chair Presenter
• Responsible for chairing the • Presents the products and
review meeting. represents the producers of the
product.

Roles in Review
Team

Reviewer Administrator
• Reviews products, submits • This person provides admin
questions, confirms corrections support for the chairperson (e.g.,
or improvements. taking minutes and recording
results and next actions).
Agenda of Review Meeting
When organising a meeting at the work place the agenda should be
sent in advance.
Personal Introduction Product introduction
• By the chair • By the Presenter
• Brief summary of the product – who, why and what

Review Meeting Agenda

Major Questions Product ‘talk-through’

• By the chair • By the presenter
• Each reviewer to raise questions • Takes the reviewers through the product in detail
• Questions that are obvious with the product • While doing so, addresses the question list
• Reviewers to agree on actions to be taken on it
• Administrator to record the action and responsibilities.
Agenda of Review Meeting (contd.)
The other agenda of a review meeting are as follows:
Read Back Actions Determine the review results
• By the administrator • By the chair
• Confirms the actions and responsibilities • Leads the reviewers to a collective decision
• Complete
• Conditionally
• Incomplete

Review Meeting Agenda

Close the review Inform interested parties of the result

• By the chair • By the chair
Outputs from Quality Review technique
The main output is a decision to quality-approve the products or not.
These are:

• Complete: Mark at Pass in the Quality Register.

• Conditionally complete: Tidy up some minor issues; no need for
another meeting. Note this in the Quality Register.
• Incomplete: Mark as Fail in the Quality Register. Create a new line for
the next quality check.
Benefits of Quality Review technique
The quality review technique can yield substantial benefits, which are
as follows:
• Stakeholders engagement
• Leadership
• Team building
• Developing individuals
• Quality documentation
• Quality culture
Quality Records
The Quality Records are maintained in the Quality Register. A Quality
Record:
• Includes references to the quality inspection documentation. For
example: Test plan, defect statistics, metrics, etc.
• Support the Prince 2 principle of Learn from Experience.
• Give assurance that:
• Planned quality activities have been carried out.
• Product has met its quality criteria defined in the product description.
• Audits have been conducted as per plan and that corrective actions have
been taken.
Approval and Acceptance Records
The features of Approval and Acceptance Records are as follows:

Approval Records Acceptance Records

• No specific format for approval of the • Final approval of the project’s product
product • Required from one or more relevant
• Can be an MOM, an email, a letter, a users/customers/stakeholders
certificate stating that the product has • Concessions may be granted by
been approved. Project Board
• To manage faults with follow-up
actions or remedies
Roles and Responsibilities in the Quality Theme
The table depicts the responsibilities of Corporate or programme
management in Quality theme:

Role Responsibilities
Corporate or programme •Provide details of the Corporate or Program Quality
management Management System.
•Provide Quality Assurance to the project.
Roles and Responsibilities in the Quality Theme
The table depicts the responsibilities of Executive in Quality theme:

Role Responsibilities
Executive •Approve the Project Product Description.
•Approve the Quality Management Approach.
Roles and Responsibilities in the Quality Theme
The table depicts the responsibilities of Senior User in Quality theme:

Role Responsibilities
Senior User •Provides Quality Expectations and Acceptance Criteria for
Project Product.
•Approve the Project Product Description.
•Provide acceptance of the Project Product (end of
project).
Roles and Responsibilities in the Quality Theme
The table depicts the responsibilities of the Senior Supplier in Quality
theme:

Role Responsibilities
Senior Supplier • Approve the project Production Description (if
appropriate)
• Approve the Quality Management Strategy.
• Approve the quality methods, techniques and tools
adopted in product development.
• Provide resources to undertake supplier quality
activities.
• Approve Product Descriptions for key specialist
products.
Roles and Responsibilities in the Quality Theme
The table depicts the responsibilities of the Project Manager in Quality
theme:

Role Responsibilities
Project Manager •Document the customer’s Quality Expectations and
Acceptance Criteria.
•Prepare the Project Product Description with other
persons.
•Prepare the Product Descriptions with other persons.
•Prepare the Quality Management Approach document.
Roles and Responsibilities in the Quality Theme
The table depicts the responsibilities of the Team Manager in Quality
theme:

Role Responsibilities
Team Manager •Produce products consistent with Product Descriptions.
•Advise the Project Manager of the product Quality
status.
Roles and Responsibilities in the Quality Theme
The table depicts the responsibilities of the Project Assurance in Quality
theme:

Role Responsibilities
Project Assurance •Give QMS advice to Project Manager.
•Assure the Project Board on the implementation of the
QMS.
Roles and Responsibilities in the Quality Theme
The table depicts the responsibilities of the Project Support in Quality
theme:

Role Responsibilities
Project Support •Provide administrator support for Quality Control.
•Maintain Quality Register and the Quality Records.
 From customer Project Response
Customer’s Quality
Expectations

Acceptance Criteria

Project product Quality Management

description Approach Quality components
Quality Planning

Quality criteria and

Product description
tolerances
Prince 2 Product
based planning Quality methods
technique
Quality responsibilities

Quality register

Quality Control
PRODUCT
Prince 2 quality
review technique Quality and approval
records
Acceptance records
Quality Theme Wrap
• The purpose of Quality is to define and implement the means by
which the project will create and verify products that are fit for
purpose.
• The aim of quality planning is to ensure that there is an agreement
with the Project Board on the overall quality expectations and the
products required with their quality criteria.
• The customer’s quality expectations are a statement about the quality
expected from the project product.