The Importance of Work Packages in Project Scope Management | PRINCE2

In a work package, the Project Manager groups work activities together and assign them to a team or a team manager to complete. There are therefore work packages containing information about one or more products that need to be created. Work Packages may include the following: a description of the Work Package, a description of the products, a description of the techniques to be used, tolerances, a date of the agreement between the PM and the TM, how the TM will report to the PM, and quality information.

The Project Assurance team may wish to review the Team Plan and consult with the Quality Register team as to whether extra reviewers are necessary. The Risk Register should be used to record risks associated with each Work Package and Team Plan.

Contents of The Work Package

A typical work package contains the following items:

1. Date: Depending on the project manager's policy, the date on which the work package was issued may or may not be the date when it was agreed on.
2. Team or person authorized: You can use this to specify the team leading the creation of work package products.
3. Work Package description: This describes what needs to be created.
4. Techniques, processes, and procedures: This includes standards or approaches that are used to create the product.
5. Development interfaces: During the product development process, these people will need to be kept informed or contacted.
6. Interfaces for operations and maintenance: They may take many forms, for instance, physical or electrical, depending on the product.
7. Requirements for configuration management: Documents that describe how configuration management, version control, and requirements should be handled. There will be a breakdown of how each will do configuration management or joint PRINCE2 methodologies for all concerned if different organizations are involved.
8. Joint agreements: Defining the resources and timeframes for completing the work.
9. Tolerances: Project managers may choose to set these as part of a work package. The team/team/manager raises an issue if a deviation is determined to be beyond the forecast tolerance.
10. Constraints: The term refers to anything that is attached to the work package at the time of delivery.
11. Reporting requirements: It describes how and when regular Checkpoint Reports are sent.  
12. Problem handling and escalation: As a result, escalation may be necessary in the event that the work package tolerance is exceeded. Such escalation can usually be initiated by raising a project issue.
13. References or extracts: This is a good time to mention any other relevant documents, particularly the Stage Plan and of course a product description.
14. Method of approval: The work package consists of two aspects, the quality check for each product after it has passed the quality check and the final approval of the completed work package by the project manager.

Purpose of PRINCE2 Work Package

Work Packages serve the purpose of providing information about one or more required products prepared by a Project Manager in order to hand over responsibility for work or delivery to a Team Manager or team member.

The Managed Product Delivery process is intended to deliver the following results:

• Setting out and deciding on the requirements with the Project Manager.
• Performing the work.
• Keeping the Project Manager informed.
• Approving the completion of the work.
• Notifying the Project Manager about the completion of the work.

In order to identify the purpose of the process, it is important to know that in the event of a dispute or an issue that needs to be addressed, everything has been documented and carried out according to a clearly defined process, allowing it to be readily accessible and acknowledged. Our PRINCE2 training course is designed for anyone who wants to gain a deeper understanding of PRINCE2 and its work package.

Stages Of PRINCE2 Work Package 

In other words, this is the order of the three stages pertaining to work packages within the Managing Product Delivery Process:

Stage 1: Acceptance of a work package 

In what way does it work?

• A Work Package can be approved by the Project Manager.
• Describes the work involved in completing the Work Package.
• Analyzes the risks of the Work Package plan.
• Identifies the time and resource requirements.
• Describes the quality requirements and tolerances.
• Ensures that the end product is handed over concisely and effectively.

In what way does it do this?

• Discussing requirements, including quality management strategy based on requirements, with the Project Manager.
• Provides an outline of any independent parties who need to be involved in the quality assurance.
• Outlines the deadlines and constraints for the project.
• Provides clear details regarding how the work package products will be delivered at the end of the project.
• Formulates a team plan to accomplish the task.
• Ensures the plan aligns with the Work Package.
• Maintains regular contact with the Project Manager regarding any issues or new risks arising from the plan.
• Manages the Quality Register with any changes which may occur.
• Adjusts the plan according to the Work Package.
• Defining tolerances.

Stage 2: Execute the work package

In what way does it work?

• The Work Package outlines how to manage product development.
• Approves the products that were developed.
• Activates Configuration Manager for the products.

In what way does it do this?

• Work is assigned.
• Follows process and procedures outlined in Work Packet.
• Maintains records of all expenditures.
• Verifies tolerancing.
• Keeps track of new risks and notifies the Project Manager.
• Monitors progress.
• Informs Project Manager about progress.
• Ensures quality checks are performed.
• Participates in the quality assurance checks along with anyone associated with the Work Package.
• Ensures the Quality Register is updated.
• Obtains the acceptance, in accordance with the Work Package, of the completed products.
• Sends product information to Configuration Manager.
• Refreshes the item records as necessary.
• Monitors progress on the team plan.
• Reports any issues to the Project Manager.

If you are just starting, we recommend PRINCE2 Foundation certification training to learn how to manage projects effectively.

Stage 3: Deliver the work package

In what way does it work?

• Completes the work and notifies the project manager.

In what way does it do this?

• A quality register with information on the quality checks of the product should be maintained.
• Check to ensure the Team Plan stipulates when each Work Package has been completed.
• Keep in mind the description of the destination of the completed work in each Work Package.
• Notify the Project Manager when the Work Package is completed.

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Why Use a Work Package?

Team managers are required to ensure that the work follows the Work Package during the execution of the Work Package. Every time there is a new issue, risk, or lesson learned, the project manager should be notified. Configuration Item Records should reflect the current status of each product as it is created. According to the Work Package, the project manager should receive regular Checkpoint Reports.  

The team manager must bring the issue to the project manager's attention if tolerance has been applied to the work package. Work Packages must be notified of their completion to the project manager when all the products have been constructed, reviewed, and approved. In order to verify that all products are complete, the team manager will review the Quality Register and check the approval records. Before notifying the project manager, update the Team Plan to reflect the completion of the work.

As you can see, the PRINCE2 Work Packages in the area of Managing Product Delivery only have a small role to play in ensuring a project is completed successfully. Learn about work package and other concepts covered by the Knowledgehut PRINCE2 training course.