PRINCE2® Project Management roles and responsibilities: Who does what on a PRINCE2 project?

PRINCE2® Project Management defines a clear team structure across three levels: the project board, which directs the project; the project manager, who manages it; and team managers who, along with other members of the project  team, deliver the work. Project assurance and project support provide additional oversight and administrative assistance. Every role has defined responsibilities, so accountability is clear throughout the project.

What are the PRINCE2 Project Management roles and responsibilities?

The PRINCE2 Project Management team is organised into three levels: directing, managing and delivering. Each level has a distinct purpose, helping decisions reach the right people without creating unnecessary delays.

Every PRINCE2 project also represents three interests. The business interest ensures the project remains worthwhile. The user interest focuses on the people who will benefit from the delivered products. The supplier interest represents those providing the specialist knowledge or resources needed to deliver them.

This clear separation of responsibilities reflects one of PRINCE2 Project Management's core principles: defined roles and responsibilities. Everyone involved understands what they are accountable for, who makes decisions and when issues should be escalated.

The project board

The project board is the directing level within PRINCE2 Project Management and is ultimately accountable for the project's success. Rather than becoming involved in day-to-day delivery, the board provides strategic direction and makes key decisions when required.

PRINCE2 Project Management uses the principle of management by exception. The project board agrees tolerances for areas such as time, cost and scope, allowing the project manager to run the project within those agreed limits. The board only becomes involved when forecasts show those tolerances may be exceeded.

Project executive

The project executive represents the business interest and has overall accountability for the project. They own the business case and confirm that the project continues to offer value throughout its lifecycle.

Senior user

The senior user represents those who will use the delivered products. They help define requirements and confirm that the completed outputs meet user needs, supporting the benefits the project is expected to deliver.

Senior supplier

The senior supplier represents those responsible for creating the deliverables. They provide specialist expertise while confirming that the proposed solution is achievable with the available resources.

The PRINCE2 project manager role

Within a PRINCE2-led environment, the project manager is responsible for the project's day-to-day management on behalf of the project board. The project manager oversees delivery, ensuring work progresses within the agreed tolerances.

Their responsibilities include producing the required plans and overseeing each management stage, responding whenever risks or issues affect delivery. They also keep the project board informed through regular reporting. If forecasts show that agreed tolerances are unlikely to be met, the project manager escalates the situation so the board can decide how to proceed.

Team manager and team roles

At the delivering level, the team manager accepts work packages from the project manager and oversees their completion. They coordinate the people carrying out the work while keeping the project manager updated on progress.

On smaller projects, the project manager may also perform the team manager role. Combining these responsibilities can be appropriate where the scale of the project allows it, provided accountability remains clear.

Supporting roles: Project assurance and project support

Project assurance provides the project board with an independent view of how the project is progressing. Because this role checks the work carried out on the board's behalf, it cannot be delegated to the project manager.

Project support provides practical assistance throughout the project. This may include maintaining project documentation alongside configuration management, allowing the project manager to focus on delivery.

How the roles work together

The different roles come together whenever an important decision is needed. Imagine a project team discovers that a key product will take longer than expected to complete. The team manager reports the issue to the project manager, who assesses its impact against the agreed tolerances. If those tolerances are likely to be exceeded, the project manager prepares an exception report for the project board, which decides whether the project should continue as planned or whether changes are required.

Some responsibilities are often confused, particularly those of the project executive and project sponsor or owner. If you'd like to explore those distinctions in more detail, see our guide to project owner vs project sponsor.

As a tailorable methodology, PRINCE2 Project Management also allows certain roles to be combined on smaller projects. Even so, the project executive and project manager should remain separate to preserve effective governance.

FAQs

Can one person hold two PRINCE2 Project Management roles?

Yes. Smaller projects often combine roles to reflect the available resources. For example, a project manager may also perform the team manager role. Any combination should maintain clear accountability and avoid conflicts of interest.

Who writes the business case in PRINCE2 Project Management?

The project executive owns the business case and remains accountable for it throughout the project. The project manager may contribute information or coordinate updates, but overall ownership stays with the executive.

What does the project board do?

The project board directs the project and makes strategic decisions. It approves each major stage before reviewing progress throughout the project. If forecasts show agreed tolerances are likely to be exceeded, the project board decides what happens next.

Is project assurance independent of the project manager?

Yes. Project assurance provides an independent check on behalf of the project board. Separating these responsibilities helps maintain objective oversight throughout the project.

Understanding PRINCE2 Project Management roles and responsibilities makes it easier to establish effective governance from the outset. If you're looking to apply the method with confidence, explore our PRINCE2 Project Management Foundation and Practitioner training.

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