Understanding the PRINCE2 Project Product Description Template

The PRINCE2 Project Product Description template is a key document in PRINCE2 project management methodology. It provides a detailed description of the project’s final product, including its purpose, composition, derivation, development skills required, quality criteria, and quality tolerances. This template helps ensure that everyone involved in the project has a clear understanding of what the final product will be and the quality standards it must meet.

Purpose and Application

The Project Product Description template is meant to clearly define the end product of the project, its attributes, and quality requirements. It is used during the planning stages to set expectations and during the project to ensure the final product meets the predefined standards. This template is typically created at the start of the project and is referenced throughout the project’s lifecycle to guide development and quality assurance activities.

PRINCE2 Project Product Description Template

Project Product Description

Project Name: [Project Name]

Product Title: [Product Title]

Purpose:	[Purpose of the product]
Composition:	[Major components of the product]
Derivation:	[Source of the product or its components]
Development Skills Required:	[Skills required for development]
Quality Criteria:	[Criteria to be met for the product to be accepted]
Quality Tolerances:	[Acceptable variations in quality]

Application of the Template

This template is applied at the beginning of a project during the planning phase. It is referenced throughout the project to ensure the final product aligns with the defined criteria. It helps in managing expectations, guiding development, and ensuring quality. The project manager and the project team use this document to ensure the product is developed as per the agreed specifications and standards.

Communication

Regular communication is crucial when using the Project Product Description template. Updates and progress reports should be communicated to all stakeholders to ensure everyone is aligned and aware of any changes or updates to the product description. The types of communication that would go out include status updates, quality reviews, and milestone reports.

Recipients of Communication:

• Project Sponsor
• Project Manager
• Development Team
• Quality Assurance Team
• Key Stakeholders

Example Emails

Email 1: Initial Communication

Subject: Project Product Description for [Project Name]

Dear [Recipient Name],

I am pleased to share the Project Product Description for our upcoming project, [Project Name]. This document outlines the key attributes, composition, and quality criteria of the final product. Please review the attached document and provide any feedback by [Feedback Deadline].

Your input is crucial to ensure we start the project with a clear and shared understanding of the end product.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Email 2: Status Update

Subject: Status Update on Project Product Description for [Project Name]

Dear [Recipient Name],

This is an update on the Project Product Description for [Project Name]. We are currently on track with the development and have met the initial quality criteria outlined in the document. Please find the detailed progress report attached.

If you have any questions or need further clarification, please do not hesitate to contact me.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Email 3: Final Review and Approval

Subject: Final Review and Approval of Project Product Description for [Project Name]

Dear [Recipient Name],

We have completed the development of the project product for [Project Name] and it has met the quality criteria specified in the Project Product Description. Please review the final document attached and provide your approval by [Approval Deadline].

Your timely approval will help us move forward with the next phase of the project.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Example Project Product Descriptions

Example 1: Technology Project

Project Product Description

Project Name: AI-Based Customer Support System

Product Title: AI Customer Support Bot

Purpose:	To enhance customer support by providing a 24/7 AI-based chatbot capable of handling common queries and issues.
Composition:	Natural Language Processing engine, Machine Learning models, User Interface, Integration with existing CRM system.
Derivation:	Derived from existing AI and chatbot frameworks with customizations specific to our customer service requirements.
Development Skills Required:	AI/ML expertise, software development, UX/UI design, integration specialists.
Quality Criteria:	Accurate response rate of 95%, user-friendly interface, seamless integration with CRM, compliance with data protection regulations.
Quality Tolerances:	Response accuracy can vary by 2%, minor interface adjustments acceptable post-launch.

Example 2: Construction Project

Project Product Description

Project Name: Residential Building Development

Product Title: 10-Story Apartment Building

Purpose:	To provide modern residential housing with all necessary amenities for urban dwellers.
Composition:	Structural framework, plumbing and electrical systems, interior and exterior finishes, landscaping, parking facilities.
Derivation:	Derived from architectural plans, building codes, and environmental impact assessments.
Development Skills Required:	Civil engineering, architectural design, construction management, plumbing and electrical expertise.
Quality Criteria:	Compliance with building codes, structural integrity, high-quality finishes, energy efficiency standards.
Quality Tolerances:	Minor deviations in material specifications acceptable within 5%, post-construction adjustments allowed within the first year.