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PRINCE2(Controlling a Stage)

#Version 1.0 March 2009Purpose and ObjectivesPURPOSETo assign work to be done; monitor such work, deal with issues; report progress to the Project Board; and take corrective actions to ensure that the stage remains within toleranceOBJECTIVETo ensure that:Attention is focused on delivery of the stages productsRisks and issues are kept under controlBusiness Case is kept under reviewAgreed products for the stage are delivered to stated quality standards, within cost, effort and time agreed, and achievement of defined benefitsProject management team is focused on delivery within the tolerances laid down

PRINCE2

#Version 1.0 March 2009Describes the Project managers handling of day-to-day management of the stageThis process applies to each delivery stage of the projectFirst to be used after Project Board authorises the project, but may be used in the initiation stage of lengthy projectsWork Packages are used to define and control the work to be done and also set tolerance for the Team ManagerDay-to-day control will consist of a cycle of:Authorizing the work to be doneMonitoring progress information about that work; signing off completed Work Package Reviewing the situation and triggering new Work PackagesReporting highlightsWatching for, assessing and dealing with issues and risksTaking any corrective action

CONTEXTPRINCE2

#Version 1.0 March 2009The activities are Project-Manager-oriented and comprise:Work Package:Authorize a Work PackageReview a Work package statusReceive completed Work PackagesMonitoring and reporting:Review the stage statusReport highlightsIssues:Capture and examine issues and risksEscalate issues and risksTake corrective actionActivitiesPRINCE2

#Version 1.0 March 2009Overview of Controlling a StagePRINCE2StageAuthorisationException raisedProject Board adviceException PlanapprovedRequest foradviceNew issueDirecting a ProjectManaging aStage BoundaryClosing a ProjectAuthority to deliver Work PackageCompleted Work PackageManaging a Product DeliveryEscalating issues and risksReporthighlightsTake correctiveactionReview the Stage statusCapture and examineissues and risksAuthoriseWork PackagesReview WorkPackage statusReceive completedWork PackagesStage boundaryapproachingProject endapproachingControlling a Stage Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Work should only commence and continue with the consent of the Project ManagerTriggers for Project Manager to authorize a Work Package include:Stage authorization the Project Board gives authority to execute a Stage PlanException Plan approved - the Project Board gives authority to execute an Exception PlanNew Work Package required an output from reviewing the stage statusCorrective action in response to an issue or riskThis activity is used to authorize new Work Packages or to authorize amendments to existing ones.

Authorize a Work Package1PRINCE2

#Version 1.0 March 2009PRINCE2 recommends:Examine the Stage Plan for the current management stage in order to understand the products to be produced, expected cost and effort and toleranceExamine the Project Initiation Documentation in order to understandDefine each Work Package to be authorized (or amended)Review the Work Package with the Team Manager, ensure that they have accepted it and authorize then to begin workReview the Team Managers Team Plan and update the Stage Plan to reflect the timing of the Work Package(s) authorizedUpdate the Quality RegisterUpdate the Risk Register, if necessaryUpdate the Issue Register, if necessary

Authorize a Work Package2PRINCE2

#Version 1.0 March 2009Authorize a Work Package: activity summaryPRINCE2Authorize aWork PackageException PlanapprovedUpdateIssue RegisterStageauthorizationAuthority to Deliver aWork PackageRisk RegisterQuality RegisterConfigurationItem RecordsWork Package(s)Stage Plan(current stage)Stage PlanProduct Description(part of)Product InitiationDocumentationProject controls Quality Management StrategyConfigurationManagement StrategyTeam PlanCorrective actionNew WorkPackageUpdateUpdateUpdateUpdateCreate Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Producer responsible for products productionReviewer ideally independent of productionApprover confirms approvalAuthorize a Work Package: responsibilitiesPRINCE2Corporate / ProgrammeExecutiveSenior UserSenior SupplierProject ManagerTeam ManagerProject AssuranceProject SupportProduct description availableProductActionWork PackageCreateP(A)RA26Configuration Item Record(s)Create / UpdateA(R) RPA5Quality RegisterUpdateR(R) RPA23Risk RegisterUpdatePA25Issue RegisterUpdatePA12Team Plan ReviewR(P)Stage PlanUpdateP(R) A16 Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Regular assessment of the status of the Work PackageThe frequency is aligned with frequency of reporting defined in Work Package

PRINCE2 recommends:Collect review progress information from Checkpoint ReportAssess any time and effort to complete any unfinished workReview Team Plan with Team Manager to assess as to whether work will be completed on time and as to budgetReview entries in the Quality RegisterConfirm that the Configuration Item Record for each product in the Work Package matches its status Update Risk Register and Issue RegisterUpdate Stage Plan for the current stage, with actuals to date, forecasts and adjustments

Review Work Package statusPRINCE2

#Version 1.0 March 2009Review Work Package status: activity summaryPRINCE2Review WorkPackage statusWork package(s)Checkpoint Report(s)Stage PlanRisk RegisterUpdateUpdateStage PlanQuality RegisterIssue RegisterWork PackageConfiguration Item RecordsUpdateUpdateUpdateTeam planRisk Register Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Producer responsible for products productionReviewer ideally independent of productionApprover confirms approvalReview Work Package status: responsibilitiesPRINCE2Corporate / ProgrammeExecutiveSenior UserSenior SupplierProject ManagerTeam ManagerProject AssuranceProject SupportProduct description availableProductActionCheckpoint ReportReviewR(P)A3Team PlanReviewR(P)Stage PlanUpdatePRA16Configuration Item RecordsUpdateA(R)RPA5Risk RegisterUpdatePA25Issue RegisterUpdatePA12 Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009There should be matching confirmation that the work has been completed and approvedOnce approved subsequent changes must pass through change control

PRINCE2 recommends:Ensure that the Team Manager has completed the work defined in the Work package(s)Check Quality Register to check for completeness of productsEnsure that each product in the Work Package has gained its requisite approvalConfirm update for each updated product in the Configuration Item RecordUpdate the Stage Plan to show the Work Package as completedReceive completed Work PackagesPRINCE2

#Version 1.0 March 2009Review Work Package status: activity summaryPRINCE2Receive completedWork PackageStage PlanQuality RegisterConfiguration ItemRecordsStage PlanUpdateConfiguration Item RecordsUpdateCompleted Work Package Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Producer responsible for products productionReviewer ideally independent of productionApprover confirms approvalReview Work Package status: responsibilitiesPRINCE2Corporate / ProgrammeExecutiveSenior UserSenior SupplierProject ManagerTeam ManagerProject AssuranceProject SupportProduct description availableProductActionConfiguration Item Record(s)ConfirmA(R)R PA5Stage PlanUpdatePR A16 Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009To maintain an accurate and current picture of progress on the work being carried out and the status of resources Occurs at a frequency Defined in the Stage PlanTriggered by Project Board adviceForms part of the analysis of new issues and risks

Review the stage status1PRINCE2

#Version 1.0 March 2009PRINCE2 recommends:Review the progress for the stageBased on the above analysis decide whether any actions are requiredRevise the Risk Register and Issue RegisterUpdate Stage Plan if the aggregated assessment changes any forecastsIf ownership of product is to be transferredRequest for Product Status Account for releaseEnsure that the:Product are approved Products meet all the quality criteriaOperation and maintenance organizations are ready to take responsibilityHand over the productsConsider whether to review lessons now or waitIf end of current stage is approaching, prepare for the next stageIf end of the final stage is approaching, prepare to close the project

Review the stage status2PRINCE2

#Version 1.0 March 2009Project BoardadviceReview the stage status: activity summaryPRINCE2Review the stagestatusStage PlanUpdateQuality RegisterProduct StatusAccount Checkpoint Report(s)Issue RegisterRisk RegisterProject InitiationDocumentationBusiness CaseProject PlanBenefits Review PlanProject BoardadviceCorrectiveaction Risk RegisterIssue RegisterStage PlanLesson LogIssue ReportRequest foradviceStage boundaryapproachingProject endapproachingProject BoardadviceCorrectiveactionProject BoardadviceTolerancethreatProject BoardadviceNew WorkPackageUpdateUpdateUpdateUpdate Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Producer responsible for products productionReviewer ideally independent of productionApprover confirms approvalReview the stage status: responsibilitiesPRINCE2Corporate / ProgrammeExecutiveSenior UserSenior SupplierProject ManagerTeam ManagerProject AssuranceProject SupportProduct description availableProductAction Risk RegisterUpdatePA25 Issue RegisterUpdatePA12Stage PlanUpdatePRA16Lessons LogUpdatePA14Issue ReportUpdatePA13 Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009PRINCE2 recommendsAssemble information from Checkpoint Reports, Risk Register, Issue Register, Quality Register, Lessons Log, Product status Account and any significant revisions to the Stage Plan for the current reporting period

Report highlightsPRINCE2

#Version 1.0 March 2009Report highlights: activity summaryPRINCE2Recommended projectclosureIssue RegisterRisk RegisterCloseProject Initiation DocumentationCommunicationManagement StrategyQuality RegisterDraft projectClosure notificationDaily LogLessons LogCloseCloseCloseClosePrepareClosurerecommendation Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Producer responsible for products productionReviewer ideally independent of productionApprover confirms approvalReport highlights: responsibilitiesPRINCE2Corporate / ProgrammeExecutiveSenior UserSenior SupplierProject ManagerTeam ManagerProject AssuranceProject SupportProduct description availableProductActionIssue RegisterCreate/UpdatePA12Risk RegisterUpdatePA25Quality RegisterUpdatePA23Daily LogObtainPA7Lessons LogPA14Draft project closure notification(A)(A)(A)PR Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009PRINCE2 recommends (issues)If issues can be dealt with informally by the project manager it should be done and noted in the daily LogCheck requirements for issuesEnter issue in issue registerCategorize issueAssess severityAssess priorityAssess impactCreate issue reportReport status of issue

Capture and Examine Issues and RisksPRINCE2

#Version 1.0 March 2009PRINCE2 recommends (risks)Check requirements for risksEnter issue in risk registerIdentify risk event and describe its cause and effectAssess the riskReport the status of the riskTake necessary action

Capture and Examine Issues and RisksPRINCE2

#Version 1.0 March 2009Project BoardadviceCapture and Examine Issues and Risks: activity summaryPRINCE2Capture and ExamineIssues and RisksStage PlanProject InitiationDocumentationBusiness CaseProject PlanCommunications Management Strategy Daily LogRequest foradviceUpdate Issue ReportUpdate Issue RegisterUpdate Risk RegisterUpdateNew IssueProject BoardadviceNew RiskConfiguration Management Strategy Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Producer responsible for products productionReviewer ideally independent of productionApprover confirms approvalCapture and Examine Issues and Risks: responsibilitiesPRINCE2Corporate / ProgrammeExecutiveSenior UserSenior SupplierProject ManagerTeam ManagerProject AssuranceProject SupportProduct description availableProductActionDaily LogUpdatePA7Issue ReportCreatePA13Issue RegisterUpdatePA12Risk RegisterUpdatePA25 Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009PRINCE2 recommendsDefine the extend of deviationExamine the overall effect of any deviationDetermine the options for recovery and assess against the Business caseAssess the impact of the optionsDocument course of action in an Exception Report

Escalate Issues and RisksPRINCE2

#Version 1.0 March 2009Escalate Issues and Risks: activity summaryPRINCE2Escalate Issuesand RisksException ReportIssue RegisterCreateProject InitiationDocumentationRisk RegisterIssue ReportUpdateUpdateUpdateExceptionRaisedProject BoardadviceTolerance Threat

Business CaseProject PlanStage Plan (Current Stage)Issue ReportIssue RegisterRisk Register Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Producer responsible for products productionReviewer ideally independent of productionApprover confirms approvalEscalate Issues and Risks: responsibilitiesPRINCE2Corporate / ProgrammeExecutiveSenior UserSenior SupplierProject ManagerTeam ManagerProject AssuranceProject SupportProduct description availableProductActionException ReportCreate( A )( R )( R )PRA10Issu RegisterUpdatePA12Risk RegisterUpdatePA25Issue ReportUpdatePA13 Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009PRINCE2 recommendsCollect relevant InformationIdentify potential ways to deal with deviationSelect most appropriate optionTrigger corrective action (authorizing a work Package)Update relevant logs, registers, reports and plans

Take Corrective ActionPRINCE2

#Version 1.0 March 2009Take Corrective Action Activity SummaryPRINCE2Take Corrective ActionIssue RegisterRisk RegisterDaily LogRisk RegisterUpdateUpdateDaily LogIssue ReportIssue ReportStage PlanIssue RegisterUpdateUpdateUpdateStage PlanConfigurationItem RecordsCorrectiveActionConfigurationItems RecordUpdateCorrectiveAction Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009Producer responsible for products productionReviewer ideally independent of productionApprover confirms approvalTake Corrective Action: responsibilitiesPRINCE2Corporate / ProgrammeExecutiveSenior UserSenior SupplierProject ManagerTeam ManagerProject AssuranceProject SupportProduct description availableProductActionIssue RegisterUpdatePA12Risk RegisterUpdatePA25Issue ReportUpdatePRA13Stage PlanUpdatePRA15Configuration Items RecordUpdateP(R)RA5Daily LogUpdatePA7 Crown copyright 2009 Reproduced under licence from OGC#Version 1.0 March 2009