In the PRINCE2 7 'Controlling a Stage' process, the activity 'Report highlights' describes the Project Manager's duty to provide the Project Board with regular updates via the Highlight Report. This is a 'time-driven' control, occurring at frequencies agreed upon in the Communication Management App…In the PRINCE2 7 'Controlling a Stage' process, the activity 'Report highlights' describes the Project Manager's duty to provide the Project Board with regular updates via the Highlight Report. This is a 'time-driven' control, occurring at frequencies agreed upon in the Communication Management Approach (e.g., weekly or monthly), distinguishing it from 'event-driven' controls like Exception Reports.
The primary purpose of this activity is to support the principle of 'manage by exception.' It ensures the Project Board is kept informed of the stage's progress without requiring constant meetings or micromanagement. As long as the project remains within agreed tolerances, the Highlight Report serves as the 'heartbeat' of the project, assuring the Board that the stage is under control.
To construct the report, the Project Manager gathers data from Checkpoint Reports (submitted by Team Managers), updates the Stage Plan with actual progress, and reviews the issue and risk registers. The resulting Highlight Report typically includes:
1. **Status Summary:** A high-level indication (often Red/Amber/Green) of the stage's health.
2. **Work Performed:** Details on products completed and Work Packages executed during the reporting period.
3. **Budget and Schedule:** A comparison of actual time and cost against the plan to verify that stage tolerances are intact.
4. **Risks and Issues:** A summary of key risks and issues managed during the period, along with any corrective actions taken.
5. **Next Period Forecast:** An outline of the work planned for the upcoming interval.
If, during the preparation of this report, the Project Manager forecasts that stage tolerances will be exceeded, the process shifts to 'Escalate issues and risks,' and an Exception Report is generated instead.
Controlling a Stage: Report Highlights
What is 'Report Highlights'? In PRINCE2 v7, Report highlights is a specific activity within the Controlling a Stage process. It serves as the regular 'heartbeat' of the project's reporting cycle. This activity involves the Project Manager producing a Highlight Report to provide the Project Board (and other stakeholders) with a summary of the stage's status at intervals defined in the Communication Management Approach.
Why is it Important? This activity is fundamental to the principle of Manage by Exception. It allows the Project Board to remain informed about the project's progress without micromanaging or holding unnecessary meetings. It provides the Board with the assurance that the stage is progressing within agreed tolerances and allows them to monitor the project at a high level.
How it Works The Project Manager executes this activity through the following steps: 1. Gather Data: The PM collates information from Checkpoint Reports sent by Team Managers regarding Work Package progress. 2. Review Registers: The PM reviews the current status of the Risk Register, Issue Register, and Product Register to ensure all data is current. 3. Compare Progress: The PM compares the actual progress against the Stage Plan to determine if the stage remains within tolerance. 4. Draft and Send: The Highlight Report is created and distributed to the Project Board.
Exam Tips: Answering Questions on Report Highlights When answering PRINCE2 Practitioner questions regarding this activity, focus on these key differentiators: 1. Time-Driven Control: Remember that Highlight Reports are time-driven (e.g., weekly, bi-weekly). If a scenario describes an immediate crisis requiring a report, do not choose Highlight Report; look for an Exception Report instead. 2. The Source of Truth: If a question asks what information the Project Manager uses to compile the Highlight Report, the primary input is the Checkpoint Report from the Team Manager. 3. Tolerance Status: You use this activity to report issues or risks that are within the stage tolerances. If the scenario states the stage is forecast to exceed tolerance, the correct activity is Escalate issues and risks, not Report highlights. 4. Objective: The goal is to keep the Project Board informed, not to ask for decision-making authority on major deviations.