Project Assurance and Its True Role (which is not emotional comfort)

Introduction

With over three decades of experience in managing projects, process improvements, and organizational changes, I have encountered a variety of situations that illustrate the nuances of project management and assurance. The following case studies combine real-life experiences, offering generalized observations. Some of these insights may resonate with your organization, while others may not, but they remain valuable lessons that can help refine your approach to project oversight and assurance, particularly within a structured framework like PRINCE2.

Case Study: Project Assurance and Its True Role in PRINCE2

Project updates and assurance functions often differ significantly from how they are portrayed. From my own experience as a project manager, I have witnessed instances where the pace of expenditure on a project outstripped the available budget. Recognizing this risk, I raised the issue with the project assurance team, asking them to independently review the situation and, where appropriate, escalate the issue to the project sponsor. While I, as the project manager, am responsible for providing oversight and updates, it is the role of project assurance to objectively validate, review, and assess. In a PRINCE2 framework, the Project Assurance role is an independent function, tasked with providing guidance and oversight to ensure that the project stays aligned with the business case, quality expectations, and overall objectives.

The purpose of project assurance is to be independent, impartial, and objective—something that is not always present from the project manager’s perspective. Often, a project manager’s natural inclination is to report success and maintain positive relationships, making it difficult to be entirely candid about issues that could potentially tarnish the project’s progress. This tendency to “spin” information can skew an accurate picture of the project’s reality. For this reason, assurance must serve as an independent, objective check to ensure all parties involved are made aware of issues as they arise. PRINCE2 clearly defines the role of Project Assurance as one that should provide impartial oversight, ensuring that the project remains aligned with its strategic objectives.

However, the reality of project assurance can sometimes be disappointing. On more than one occasion, I have observed that project assurance professionals, while ostensibly acting as a safeguard for the project’s success, can often adopt a less critical stance in favor of being “liked” or maintaining a positive relationship with stakeholders. I have seen situations where project assurance has been unwilling to take a robust stance in addressing project risks, opting instead to reassure the project manager with emotional support rather than providing the necessary technical insights and evaluations.

In one example, I flagged the potential for a client to be in breach of data protection regulations—a matter technically outside my immediate remit as the project manager but still crucial to the integrity of the overall project. When I escalated this concern to the project assurance team, I was met with a response that essentially dismissed the issue, claiming it was the client’s responsibility to manage legal compliance. While this may be true from a legal perspective, project assurance failed to step in and provide any meaningful guidance or recommendation, thus neglecting the key function of ensuring all aspects of the project are on track, including legal and regulatory compliance.

In the instance above [expenditure on a project outstripped the available budget], I observed that a vendor was burning through the project’s budget at an alarming rate, despite claims that we were still within budget. The project’s trajectory, however, suggested that we would soon exceed the agreed-upon budget if spending continued at the same pace. When I raised the issue with project assurance, I was told that unless the budget was actually exceeded, any concerns were speculative and not actionable. This lack of proactive risk management ultimately led to the project surpassing its budget, with the client eventually having to make a commercial settlement with the vendor, who had mismanaged the project scope and resources.

In both of these cases, project assurance failed to deliver on its key responsibilities. Rather than providing the necessary oversight, they instead acted more as a neutral party, avoiding difficult conversations and instead offering a sense of emotional assurance. This is a classic example of project assurance being ineffective, as it did not fulfill its role of safeguarding the client’s interests and ensuring the project’s success.

PRINCE2 clearly establishes that the Project Assurance role is about being independent, robust, and proactive in overseeing the project’s progress. Project assurance should not be about creating an emotionally comfortable environment or offering positive reassurance when difficult issues arise. Its role is to provide robust, impartial assessments, offer technical recommendations, and take necessary actions to prevent failure. It should be prepared to enter difficult conversations and provide objective insights into the project’s health, including any risks, issues, or concerns that may arise. The primary role of assurance is to anticipate and avoid failure—not simply to track and report it after the fact.

Project assurance in PRINCE2 also includes regular reviews of project performance against the business case, helping to ensure that the project continues to meet its original objectives. If the project is in danger of falling short, assurance professionals must be ready to take a tough stance and intervene in a way that keeps the project on track. Rather than merely acting as a sounding board for the project manager, assurance must serve as a critical safeguard for the project’s long-term success.

Top Tips and Best Practices for Project Assurance:

1. Clarity of Role: In a PRINCE2 framework, ensure that everyone understands the core responsibility of project assurance. It should be an independent, impartial body that validates and checks all aspects of the project, from budgeting to legal compliance and beyond.

2. Be Objective and Robust: Assurance professionals should avoid the temptation to simply reassure stakeholders. They must provide clear, factual assessments and highlight risks, even if it means delivering uncomfortable news.

3. Proactive Risk Management: Don’t wait until problems manifest. Use data, trends, and careful analysis to anticipate potential issues before they become significant problems.

4. Accountability: Project assurance should be accountable for identifying risks and making recommendations to mitigate them, not just monitoring progress.

5. Effective Communication: Develop a culture of transparency. Project assurance must be willing to engage in difficult conversations and advocate for the best interests of the project, even if it means challenging other stakeholders.

6. Commercial Awareness: Assurance professionals should also have a solid understanding of commercial dynamics and be able to act as mediators in commercial disputes to protect the client’s interests.

7. Guardianship Role: Project assurance is there to safeguard the project’s integrity. This includes ensuring financial health, compliance with legal and regulatory standards, and the overall performance of the project.

8. Anticipate Failure, Don’t Just Track It: Assurance must focus on avoiding failure by identifying potential risks early, rather than simply tracking issues after they occur.

By following these best practices, project assurance can transform from a passive function into a dynamic, value-adding component that plays an essential role in safeguarding the project’s success.

Conclusion

In conclusion, project assurance should not be viewed as a “cheerleader” or a source of emotional support, but rather as a critical function that provides independent oversight, identifies risks, and ensures the project remains aligned with its business case. In the PRINCE2 framework, the assurance role is about being proactive, robust, and transparent, safeguarding the project’s success by ensuring that any issues are addressed before they escalate. By ensuring that assurance professionals fulfill their true role, projects will have a much better chance of staying on track and delivering the intended value.

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