The Controlling a Stage process serves as the primary mechanism through which the Project Manager maintains day-to-day control over a management stage in PRINCE2 7. Its fundamental purpose is to assign work packages to teams, monitor progress and performance, handle issues and risks as they emerge,…The Controlling a Stage process serves as the primary mechanism through which the Project Manager maintains day-to-day control over a management stage in PRINCE2 7. Its fundamental purpose is to assign work packages to teams, monitor progress and performance, handle issues and risks as they emerge, report progress to the Project Board, and take corrective actions to keep the stage within tolerance.
This process enables the Project Manager to focus on delivery by breaking down the stage plan into manageable work packages that can be delegated to Team Managers or team members. The Project Manager then monitors these work packages to ensure they are progressing according to plan and meeting quality expectations.
A key aspect of Controlling a Stage is maintaining awareness of the stage status at all times. The Project Manager reviews work package progress, compares actual performance against planned performance, and identifies any deviations that might threaten the stage objectives. This involves tracking time, cost, quality, scope, benefits, and risk.
When issues arise or risks materialize, the Controlling a Stage process provides the framework for capturing, examining, and resolving them appropriately. The Project Manager must determine whether issues can be handled within their delegated authority or whether they need to be escalated to the Project Board.
Regular reporting is another essential purpose. The Project Manager produces highlight reports at intervals defined in the Project Initiation Documentation to keep the Project Board informed of stage progress. This maintains transparency and enables governance oversight.
The process also ensures that the stage remains aligned with the business case and that any changes are properly assessed and controlled through the change control approach. By executing this process effectively, the Project Manager can steer the project through each stage while maintaining control and ensuring that products are delivered to the required quality standards within agreed tolerances.
Controlling a Stage Purpose - Complete Guide for PRINCE2 Foundation v7
Introduction
The Controlling a Stage process is one of the seven processes in PRINCE2 and represents the day-to-day management activities that the Project Manager performs throughout each management stage. Understanding its purpose is essential for passing the PRINCE2 Foundation exam.
What is the Controlling a Stage Purpose?
The purpose of the Controlling a Stage process is to 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 management stage remains within tolerance.
The key purposes include:
• Assigning work packages to teams • Monitoring progress against plans • Reviewing the stage status regularly • Capturing and examining issues and risks • Taking corrective action when needed • Reporting highlights to the Project Board • Escalating exceptions when tolerances are forecast to be exceeded
Why is Controlling a Stage Important?
This process is critical because it:
1. Maintains Control: Ensures the project stays on track within agreed tolerances for time, cost, scope, quality, benefits, and risk.
2. Enables Timely Decisions: Problems are identified early, allowing for corrective measures before they escalate.
3. Supports Management by Exception: The Project Board only needs to intervene when tolerances are threatened, making governance efficient.
4. Ensures Delivery: Work packages are properly authorized, monitored, and accepted, ensuring quality deliverables.
How Does Controlling a Stage Work?
The process operates throughout each management stage with the following activities:
1. Authorizing Work Packages The Project Manager creates and agrees work packages with Team Managers, specifying what needs to be delivered, quality requirements, and constraints.
2. Reviewing Work Package Status Regular checkpoint reports from Team Managers help the Project Manager understand progress.
3. Receiving Completed Work Packages When work is complete, the Project Manager verifies that products meet quality criteria before acceptance.
4. Reviewing Stage Status The Project Manager compares actual progress against the Stage Plan and assesses overall stage health.
5. Reporting Highlights Regular Highlight Reports keep the Project Board informed of progress.
6. Capturing and Examining Issues and Risks New issues and risks are logged, assessed, and managed appropriately.
7. Escalating Issues and Risks When tolerances are forecast to be exceeded, the Project Manager must raise an Exception Report to the Project Board.
8. Taking Corrective Action Within tolerances, the Project Manager can implement corrections to bring the stage back on track.
Key Points to Remember
• The Project Manager is responsible for this process • It runs throughout each management stage • Management by exception is a fundamental principle applied here • Tolerances define the boundaries within which the Project Manager can operate • Exception Reports are raised when tolerances will be exceeded
Exam Tips: Answering Questions on Controlling a Stage Purpose
1. Focus on the Project Manager Role: Remember that this process is performed by the Project Manager, not the Project Board or Team Manager.
2. Understand Tolerance: Questions often test whether you know that the Project Manager can take corrective action within tolerance but must escalate when tolerances are forecast to be exceeded.
3. Know the Key Products: Be familiar with Work Packages, Checkpoint Reports, Highlight Reports, and Exception Reports.
4. Link to Management by Exception: This principle is central to Controlling a Stage - the Project Manager manages day-to-day while the Board manages by exception.
5. Distinguish from Other Processes: Do not confuse Controlling a Stage with Managing Product Delivery (performed by Team Manager) or Directing a Project (performed by Project Board).
6. Read Questions Carefully: Look for keywords like 'purpose', 'objective', or 'aim' which indicate you need to identify what the process achieves rather than how it works.
7. Eliminate Wrong Answers: If an answer suggests the Project Board performs daily activities or that Team Managers report to the Project Board, these are typically incorrect.