In a PRINCE2 project you need to assign different roles to make your project run smoothly. The most important roles are the Project Board (with Executive, Senior User and Senior Supplier), the Project Manager, Team Manager and Project Support. This structure ensures clear responsibilities and decision-making powers at all levels. For smaller projects you can combine some roles, but for larger projects it is important to fill all positions. The correct assignment of roles is an important step for a successful PRINCE2 project.
What are the mandatory roles in a PRINCE2 project team?
During the PRINCE2 project team are four mandatory roles that you should always assign: the Project Board, Project Manager, Team Manager and Project Support. The Project Board consists of three key figures: the Executive (ultimately responsible), the Senior User (representing users) and the Senior Supplier (representing suppliers).
The Project Board is at the top of the hierarchy and has the final responsibility for the success of the project. This group makes important decisions, approves plans, and resolves issues that are outside the Project Manager's jurisdiction.
The Project Manager manages the project on a daily basis and reports to the Project Board. This person is responsible for planning, coordinating and controlling all project activities within the agreed boundaries.
The Team Manager leads a specialist team and reports to the Project Manager. This role is particularly important in larger projects where work packages are carried out by separate teams.
Project Support provides administrative support, such as maintaining records and collecting progress data. This role can be performed by one person or a team, depending on the size of the project.
What are the responsibilities of the Project Board?
The Project Board has the primary responsibility of representing the business, user and supplier interests within the project. This group does not participate in the day-to-day project activities but is decision-making authority at a strategic level.
The Executive represents the business interests and has the final say in important decisions. This person is responsible for the business case, ensures that the project delivers value and is ultimately accountable for its success.
The Senior User represents the interests of the end users and ensures that the project outcome meets their needs. This role is responsible for specifying requirements, validating results and realizing the intended benefits.
The Senior Supplier represents the suppliers or developers and ensures that the right resources are available. This person is responsible for the quality of products and services delivered by suppliers.
The Project Board meets at key decision points such as approving plans, closing phases and deciding on deviations. They operate on the principle of “management by exception” – they only intervene when tolerance limits are exceeded.
How does the role of Project Manager in PRINCE2 differ from traditional project management?
The PRINCE2 Project Manager works within clearly defined tolerance limits established by the Project Board. This differs from traditional project managers who often have more autonomy but less clear boundaries.
In PRINCE2, the Project Manager manages the project in phases, with each phase being planned, executed and evaluated separately. This phased approach makes the project more manageable and ensures regular checks.
A PRINCE2 Project Manager pays more attention to product-oriented planning. Instead of focusing on activities, the emphasis is on the products to be delivered and their quality criteria.
In PRINCE2, the Project Manager follows established processes that apply to each project, such as:
– Starting up a Project
– Initiating a Project
– Controlling a Stage
– Managing Product Delivery
– Managing Stage Boundaries
– Closing a Project
Furthermore, a PRINCE2 Project Manager places less emphasis on leadership and more on following the method. Personal competencies are important, but the structure and processes of PRINCE2 provide a solid framework that makes the personality of the manager less decisive.
When do you need a Team Manager in your PRINCE2 project team?
You need a Team Manager when your project is too large or complex for one Project Manager to manage all the teams directly. This is usually the case with projects with multiple specialist teams who work on different work packages simultaneously.
The Team Manager takes over some of the daily coordination from the Project Manager. This role is responsible for:
– Planning and executing assigned work packages
– Reporting on progress to the Project Manager
– Managing team members and their tasks
– Delivering products according to agreed quality criteria
In smaller projects the Project Manager can perform these tasks himself, but in larger projects this would become too much. The Team Manager then forms an important link between the people who perform the work and the Project Manager.
A practical advantage of appointing Team Managers is that you can use expertise where needed. For example, an IT department might be led by a Team Manager with technical knowledge, while the marketing department is led by someone with marketing expertise.
What optional roles can you add to a PRINCE2 project team?
In addition to the mandatory roles, you can add several optional roles to your PRINCE2 team, depending on the size and complexity of your project. The most important optional roles are Project Assurance, Change Authority and additional Project Support functions.
Project Assurance is a independent control who ensures that the project meets the requirements. This role can be divided into:
– Business Assurance (checks on behalf of the Executive)
– User Assurance (checks on behalf of the Senior User)
– Supplier Assurance (checks on behalf of the Senior Supplier)
The Change Authority is given the authority by the Project Board to approve smaller change requests. This speeds up the decision-making process because not every request needs to go to the Project Board.
Additional Project Support functions may include:
– Configuration Manager (maintains all project products)
– Project secretary (takes care of administration and planning)
– Quality manager (ensures compliance with quality requirements)
– Risk manager (identifies and manages project risks)
Adding these roles depends on factors such as project size, available resources, and organizational culture. Smaller projects often divide these tasks among existing roles, while large, complex projects warrant separate roles.
A well-set up PRINCE2 project team with the right role division significantly increases the chance of success of your project. Do you want to know more about how to set up an effective project team or do you have questions about PRINCE2 implementation? Please feel free to contact us contact with us. We are happy to think along with you about the best approach for your specific situation.
