Event-driven and Time-driven Controls
Event-driven and Time-driven Controls represent two complementary approaches to monitoring and controlling progress in PRINCE2 projects. These control mechanisms ensure comprehensive oversight while balancing the need for efficiency in project management. Event-driven controls are reactive mechanisms triggered by specific occurrences or exceptions within the project. They respond to particular circumstances rather than following a predetermined schedule. Examples include Exception Reports (triggered when tolerances are forecast to be exceeded), Issue Reports (responding to problems, concerns, or change requests), and Exception Plans (created when stage tolerances are forecast to be breached). Event-driven controls embody the 'management by exception' principle, focusing management attention only when necessary and reducing bureaucracy by eliminating unnecessary reporting when projects proceed as planned. Time-driven controls, conversely, operate on a predetermined schedule regardless of project performance. They provide regular oversight and assurance through systematic reporting. Examples include Highlight Reports (periodic summaries from Project Manager to Project Board), Checkpoint Reports (regular team progress updates), End Stage Reports (formal stage completion assessments), and End Project Reports (final project evaluations). Time-driven controls ensure consistent visibility into project status, facilitate early identification of trends that might become problems, and maintain stakeholder engagement through regular communication. The effectiveness of PRINCE2 progress monitoring stems from the balanced application of both control types. Time-driven controls provide the regular rhythm of project oversight, ensuring nothing falls through the cracks, while event-driven controls direct attention to significant deviations when they occur. Together, they create a comprehensive control framework that supports the appropriate delegation of authority while maintaining sufficient oversight to ensure project success.
Event-driven and Time-driven Controls: Complete PRINCE2 Foundation Guide
Understanding Event-driven and Time-driven Controls in PRINCE2
Event-driven and time-driven controls are crucial elements of the Progress theme in PRINCE2. They represent the two primary mechanisms for monitoring and controlling project activities. Let's explore what they are, why they matter, and how to tackle exam questions related to these controls.
What are Event-driven and Time-driven Controls?
Event-driven Controls are triggered by specific occurrences or situations during a project. They respond to circumstances as they happen rather than operating on a predetermined schedule.
Examples include:
• Exception reports (when tolerances are forecast to be exceeded)
• End Stage Reports (triggered by the completion of a stage)
• Issue reports (when problems arise)
• Highlight Reports (regular update reports)
• Checkpoint Reports (team progress reports)
Time-driven Controls operate according to a predetermined schedule or timeline. They occur at specific intervals regardless of project events.
Examples include:
• Weekly or monthly status meetings
• Scheduled progress review meetings
• Regularly timed reports
• Calendar-based quality reviews
• Periodic risk assessments
Why are these Controls Important?
These controls are essential for effective progress monitoring because they:
• Provide structure for tracking project performance
• Enable appropriate management intervention at the right time
• Support the "management by exception" principle
• Create balanced oversight (proactive and reactive)
• Allow for efficient resource allocation
• Ensure timely decision-making
How Event-driven and Time-driven Controls Work
Event-driven Controls:
1. Are set up during project planning
2. Remain dormant until triggered by specific circumstances
3. Often address urgent or unexpected situations
4. Provide responsive management
5. Focus attention where needed
Time-driven Controls:
1. Are scheduled in advance with specific frequencies
2. Provide regular oversight regardless of circumstances
3. Create predictable management touchpoints
4. Help maintain consistent visibility
5. Allow for trend analysis over time
PRINCE2 recommends using a combination of both types to create a comprehensive control framework.
Exam Tips: Answering Questions on Event-driven and Time-driven Controls
1. Recognize the distinction: Understand that event-driven controls respond to specific occurrences while time-driven controls happen at predetermined intervals.
2. Identify examples correctly: Memorize the typical examples of each type of control (as listed above).
3. Connect to PRINCE2 principles: Relate these controls to the "manage by exception" principle and the need for appropriate governance.
4. Understand management levels: Know which controls are used at which management level (team, project, corporate).
5. Focus on purpose: Remember that both types serve the same ultimate purpose - tracking progress and maintaining control - just through different mechanisms.
6. Recognize complementary nature: Understand that most projects need both types of controls working together.
7. Apply to scenarios: Practice identifying which control would be most appropriate in different project situations.
8. Relate to other themes: Connect these controls to Risk, Quality, and Change themes.
Common Exam Question Formats:
• Multiple-choice questions asking you to identify whether a specific control is event-driven or time-driven
• Scenario-based questions where you need to select the appropriate control type
• Questions asking about the purpose or benefit of a specific control
• Questions about when certain controls should be implemented
Remember that the PRINCE2 Foundation exam focuses on testing your knowledge of the methodology rather than your ability to apply it in complex scenarios. Focus on understanding the definitions, examples, and basic applications of these controls.
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