Controlling a Stage (CS)

Guide to Controlling a Stage (CS) in PRINCE2

What is Controlling a Stage (CS)?

Controlling a Stage (CS) is one of the seven core processes in the PRINCE2 methodology. It represents the day-to-day management activities performed by the Project Manager during a management stage of a project. This process is where the Project Manager spends most of their time, managing activities, monitoring progress, dealing with issues, and reporting to the Project Board.

Why is Controlling a Stage Important?

Controlling a Stage is crucial because:

• It enables the Project Manager to keep control over the authorized work in a specific stage
• It provides a structured approach to monitor and report on progress
• It establishes mechanisms for capturing and addressing issues and changes
• It ensures that risks are continuously monitored and managed
• It maintains focus on delivering the stage's products according to plan
• It creates a controlled environment where deviations can be promptly identified and addressed

How Controlling a Stage Works

The CS process consists of several activities:

1. Authorizing Work Packages - Assigning work to teams and monitoring their progress
2. Reviewing Work Package Status - Checking progress against plans and gathering completion information
3. Receiving Completed Work Packages - Accepting completed work and ensuring quality requirements are met
4. Reviewing Stage Status - Assessing overall stage progress against plans
5. Reporting Highlights - Providing regular updates to the Project Board
6. Capturing and Examining Issues and Risks - Managing problems, questions, and potential threats
7. Escalating Issues and Risks - Referring matters outside the Project Manager's authority to the Project Board
8. Taking Corrective Action - Implementing measures to keep the stage on track

The CS process begins after a stage is authorized and continues until the stage is completed. The Project Manager stays within the tolerances set by the Project Board and escalates matters only when necessary.

Key Documents and Outputs in Controlling a Stage

• Work Packages - Formal agreements between the Project Manager and Team Manager
• Issue Register - Log of all issues raised during the stage
• Risk Register - Documentation of all identified risks and actions
• Quality Register - Record of quality activities planned and performed
• Highlight Reports - Regular status updates to the Project Board
• Lessons Log - Documentation of lessons learned

Exam Tips: Answering Questions on Controlling a Stage (CS)

1. Understand the scope: Remember that CS deals only with the current management stage, not the entire project.

2. Know the responsibilities: Questions often test your understanding of what the Project Manager should do versus what should be escalated to the Project Board.

3. Memorize the triggers: Be familiar with what initiates the CS process (stage authorization) and what concludes it (stage completion).

4. Focus on tolerances: Many questions center around what happens when tolerances are forecast to be exceeded (escalation to the Project Board is required).

5. Distinguish between CS and other processes: Particularly Managing Product Delivery (MP) which focuses on team activities, and Managing a Stage Boundary (SB) which deals with stage transitions.

6. Understand the flow: Know how information flows between the Project Manager, Team Managers, and the Project Board during CS.

7. Practice scenario-based questions: The exam typically presents scenarios where you must identify the correct CS activity or response.

8. Watch for exceptions: Pay attention to questions about exception situations and what triggers an Exception Report.

9. Know the management products: Be familiar with all the documents updated during CS and who is responsible for them.

10. Remember daily activities: CS represents the day-to-day work of the Project Manager, so questions often relate to routine management activities.

When preparing for exam questions on Controlling a Stage, focus on the practical application of the process rather than just memorizing steps. Understand how the Project Manager maintains control while allowing teams to work with appropriate freedom within defined constraints.