The Controlling a Stage process in PRINCE2 7 is fundamental to maintaining day-to-day control over project work within each management stage. This process has several key objectives that ensure the project remains on track and delivers its intended benefits.
The primary objective is to authorize w…The Controlling a Stage process in PRINCE2 7 is fundamental to maintaining day-to-day control over project work within each management stage. This process has several key objectives that ensure the project remains on track and delivers its intended benefits.
The primary objective is to authorize work packages to be executed. The Project Manager assigns work to team members or Team Managers through formal work packages, ensuring everyone understands what needs to be delivered, the constraints, and the expected standards.
Another crucial objective is monitoring progress and performance. The Project Manager continuously tracks how work is progressing against the stage plan, reviewing time, cost, quality, scope, benefits, and risk indicators. This enables early identification of potential problems.
The process aims to capture and examine issues and risks as they arise. When problems or opportunities emerge, they must be properly assessed and managed through appropriate channels, whether that involves escalation or resolution at the project level.
Taking corrective action is another essential objective. When deviations from the plan occur, the Project Manager must implement appropriate responses to bring the stage back within tolerance or escalate to the Project Board if tolerances are forecast to be exceeded.
Reporting progress to the Project Board forms a vital objective. Regular highlight reports keep the board informed about stage status, enabling them to exercise management by exception effectively.
The process also focuses on capturing and reporting any lessons learned during the stage, contributing to organizational learning and continuous improvement.
Finally, Controlling a Stage ensures that completed work packages meet quality expectations and are properly accepted. This verification confirms that deliverables align with agreed specifications before proceeding further.
Through these objectives, the Controlling a Stage process provides the Project Manager with the mechanisms needed to manage work effectively while keeping stakeholders appropriately informed throughout each management stage.
Controlling a Stage Objectives - PRINCE2 Foundation V7 Complete Guide
Introduction to Controlling a Stage Objectives
The Controlling a Stage process is one of the seven processes in PRINCE2 and represents the day-to-day management activities performed by the Project Manager throughout each management stage. Understanding its objectives is fundamental for passing the PRINCE2 Foundation exam.
Why is Controlling a Stage Important?
Controlling a Stage is critical because it ensures that:
• The project remains viable and aligned with the business case • Work packages are authorized, monitored, and accepted • Risks and issues are captured and addressed appropriately • The Project Board receives timely and accurate progress information • The stage stays within agreed tolerances • Deviations from the plan are identified early and escalated when necessary
This process acts as the heartbeat of the project, keeping everything on track during execution.
What is Controlling a Stage?
Controlling a Stage is the process that provides the Project Manager with a structured approach to managing the delivery of products within a stage. It runs from the moment a stage is authorized until it closes.
The Key Objectives of Controlling a Stage:
1. Focus Management Attention on Delivery - Ensuring the stage produces the required products to the specified quality within time and cost constraints
2. Keep Risks and Issues Under Control - Maintaining vigilance over threats and opportunities, responding to issues as they arise
3. Keep the Business Case Under Review - Continuously validating that the project remains worthwhile
4. Deliver Agreed Products - Authorizing work, monitoring progress, and accepting completed work packages
5. Keep Stakeholders Informed - Providing regular progress reports to the Project Board and other stakeholders
6. Identify and Deal with Deviations - Recognizing when tolerances may be exceeded and taking corrective action or escalating appropriately
How Does Controlling a Stage Work?
The process operates through several interconnected activities:
1. Authorizing Work Packages The Project Manager agrees work packages with Team Managers, defining what needs to be delivered, by when, and to what quality standards.
2. Reviewing Work Package Status Regular checkpoint reports are received from Team Managers, allowing the Project Manager to monitor progress against the Stage Plan.
3. Receiving Completed Work Packages When work is complete, the Project Manager reviews and accepts the products, ensuring they meet quality criteria.
4. Reviewing the Stage Status The Project Manager assesses overall stage progress, comparing actual performance against planned performance.
5. Reporting Highlights Regular highlight reports are produced for the Project Board, summarizing progress, issues, and risks.
6. Capturing and Examining Issues and Risks New issues and risks are logged in their respective registers and assessed for impact.
7. Escalating Issues and Risks When issues or forecast deviations exceed stage tolerances, an exception report is raised to the Project Board.
8. Taking Corrective Action The Project Manager implements corrective measures to bring the stage back on track when deviations occur within tolerance.
Exam Tips: Answering Questions on Controlling a Stage Objectives
1. Remember the Process Owner - The Project Manager is responsible for Controlling a Stage. Questions often test whether you know who performs specific activities.
2. Know the Difference Between Checkpoint and Highlight Reports - Checkpoint Reports come FROM Team Managers TO the Project Manager. Highlight Reports go FROM the Project Manager TO the Project Board.
3. Understand Tolerance and Escalation - If a deviation is forecast to exceed stage tolerance, an Exception Report must be raised. The Project Manager can only take corrective action within agreed tolerances.
4. Focus on the Ongoing Nature - This process runs throughout each stage, not just at the beginning or end. It covers continuous monitoring and control.
5. Link to Management Products - Be familiar with which management products are created or updated during this process, including Work Packages, Highlight Reports, Exception Reports, and various registers.
6. Watch for Distractor Answers - Questions may include options that sound plausible but describe activities from other processes like Managing Product Delivery or Managing a Stage Boundary.
7. Remember the Business Case Connection - One objective is keeping the business case under review. The project must remain justified throughout.
8. Practice Scenario Questions - Many exam questions present scenarios asking what the Project Manager should do. Apply the Controlling a Stage objectives to determine the correct response.
Common Exam Question Themes:
• When should an Exception Report be produced? • What is the purpose of a Highlight Report? • Who authorizes Work Packages? • What action should be taken when a deviation is identified? • Which process covers day-to-day management activities?
By understanding these objectives thoroughly, you will be well-prepared to tackle questions on Controlling a Stage in your PRINCE2 Foundation examination.