Event-driven Controls in PRINCE2 7 are mechanisms that respond to specific occurrences or situations during a project, triggering management actions when certain events happen. Unlike time-driven controls that operate on a regular schedule, event-driven controls activate when particular circumstanc…Event-driven Controls in PRINCE2 7 are mechanisms that respond to specific occurrences or situations during a project, triggering management actions when certain events happen. Unlike time-driven controls that operate on a regular schedule, event-driven controls activate when particular circumstances arise that require attention or decision-making.
These controls are essential for maintaining project governance and ensuring appropriate escalation occurs when needed. They enable the project team to respond dynamically to changes, issues, or situations that fall outside normal parameters.
Key examples of event-driven controls include:
1. Exception Reports: When a stage or project is forecast to exceed its tolerances, an exception report is raised to the Project Board, prompting them to decide on corrective action.
2. Issue Reports: When significant problems or concerns emerge that require formal documentation and escalation, issue reports capture these for appropriate handling.
3. Highlight Reports triggered by events: While typically time-driven, these can be requested when specific milestones are reached or notable events occur.
4. End Stage Reports: Produced at the completion of each management stage, these trigger the Project Board to authorize continuation.
5. Product completion: When products are finished and approved, this triggers updates to project records and potentially the next work package.
The benefits of event-driven controls include responsive management that addresses situations as they arise, efficient use of management time by focusing attention where needed, clear escalation paths for problems, and flexibility to handle unexpected circumstances.
Event-driven controls work alongside time-driven controls to create a comprehensive control framework. Together, they ensure that projects maintain momentum while having appropriate checkpoints and response mechanisms. The Progress practice relies on both control types to monitor performance, manage by exception, and keep stakeholders informed about project status throughout its lifecycle.
Event-driven Controls in PRINCE2 Foundation v7
Why Event-driven Controls Are Important
Event-driven controls are essential mechanisms within PRINCE2 that enable projects to respond dynamically to situations as they arise. Unlike time-driven controls that occur at predetermined intervals, event-driven controls are triggered by specific occurrences or situations that require attention. This responsiveness ensures that projects can adapt to changes, address issues promptly, and maintain governance when unexpected circumstances emerge.
What Are Event-driven Controls?
Event-driven controls are management activities that are initiated when a particular event or condition occurs during a project. These controls are reactive in nature and provide the flexibility needed to handle situations that cannot be predicted in advance.
Key examples of event-driven controls include:
• Exception Reports - Triggered when a stage or project is forecast to exceed its tolerances • Issue Reports - Created when a formal issue needs to be escalated or recorded • Highlight Reports requested outside normal schedule - When stakeholders need updates due to specific concerns • End Stage Assessments - Occurring at stage boundaries when specific criteria are met • Premature closure activities - When a project needs to close before planned completion
How Event-driven Controls Work
The mechanism of event-driven controls operates through a trigger-response system:
1. Detection - A specific event or condition is identified (such as exceeding tolerance) 2. Trigger - The event activates the appropriate control mechanism 3. Response - The relevant management action is taken 4. Resolution - Decisions are made and documented to address the situation
For example, when a Project Manager identifies that a stage will exceed its time or cost tolerance, this triggers the creation of an Exception Report. This report is then escalated to the Project Board for a decision on how to proceed.
Event-driven vs Time-driven Controls
Understanding the distinction is crucial:
• Time-driven controls occur at regular, scheduled intervals (e.g., weekly Highlight Reports, daily checkpoint meetings) • Event-driven controls occur when specific situations arise, regardless of timing
Exam Tips: Answering Questions on Event-driven Controls
1. Focus on the trigger mechanism When identifying event-driven controls, ask yourself: Is this activity scheduled to happen at a specific time, or does it happen because something occurred?
2. Remember key event-driven examples Exception Reports are the most commonly tested event-driven control. They are triggered by tolerance breaches, not by calendar dates.
3. Watch for scenario-based questions Exam questions often present a situation and ask what control should be used. Look for words like 'forecast to exceed,' 'unexpected situation,' or 'tolerance breach' as indicators of event-driven responses.
4. Distinguish from regular reporting Regular Checkpoint Reports and scheduled Highlight Reports are time-driven. However, an ad-hoc request for information due to a specific concern would be event-driven.
5. Connect to Exception Management Event-driven controls are closely linked to exception management. When tolerances are threatened, the event-driven response kicks in through Exception Reports and potentially Exception Plans.
6. Consider the Progress practice context Event-driven controls sit within the Progress practice, which focuses on establishing mechanisms to monitor and compare actual achievements against planned, and providing forecasts of future performance.
Common Exam Question Formats
• Which of the following is an example of an event-driven control? • What triggers an Exception Report? • How does event-driven control differ from time-driven control? • In a given scenario, which control mechanism should be applied?
Remember: The key distinguishing feature of event-driven controls is that they respond to what happens rather than when it happens.