In the context of the PRINCE2 7 Progress practice, controls are the mechanisms used to monitor and compare actual achievements against those planned. These controls are divided into two categories to ensure a balance between regular reporting and decision-making efficiency: Time-driven and Event-dr…In the context of the PRINCE2 7 Progress practice, controls are the mechanisms used to monitor and compare actual achievements against those planned. These controls are divided into two categories to ensure a balance between regular reporting and decision-making efficiency: Time-driven and Event-driven controls.
Time-driven controls take place at pre-defined, periodic intervals. They act as the 'heartbeat' of the project, ensuring a regular flow of information between the Project Board, Project Manager, and Team Managers. Their primary purpose is monitoring the project's health. Examples include the Highlight Report (e.g., submitted monthly by the Project Manager to the Project Board) and the Checkpoint Report (e.g., submitted weekly by Team Managers). These controls function on a calendar basis, ensuring stakeholders receive consistent updates regardless of specific project incidents.
Event-driven controls are triggered by the occurrence of a specific event within the project lifecycle, rather than a date on a calendar. These are decision-oriented and support the PRINCE2 principle of 'Manage by exception.' They occur when approval is needed to proceed or when the plan deviates beyond agreed tolerances. Key examples include the End Stage Report (created at a stage boundary), the Exception Report (created when tolerances are forecast to be exceeded), and the Issue Report. These controls ensure that senior management intervention is requested exactly when a significant decision is required, preventing unnecessary meetings while ensuring critical issues are addressed immediately.
By utilizing both types, PRINCE2 ensures that the project maintains a steady rhythm of communication (Time-driven) while reserving senior management authority for critical decision points and deviations (Event-driven).
Mastering Event-driven and Time-driven Controls in PRINCE2 Practitioner v7
What are Event-driven and Time-driven Controls? In the PRINCE2 Progress practice, controls are the mechanisms used to monitor actual progress against the plans and to approve future work. To ensure a project remains viable and under control, PRINCE2 divides these into two distinct categories based on what triggers the control action:
1. Event-driven Controls: These take place when a specific event occurs. They are triggered by the completion of a stage, the completion of a work package, or the occurrence of an exception (an issue). They are primarily used for decision-making. Examples: Project Brief approval, End Stage Reports, Exception Reports, and Issue Reports.
2. Time-driven Controls: These take place at predefined periodic intervals. They are driven by the calendar rather than the progress of the work. They are primarily used for monitoring and reporting flow. Examples: Highlight Reports (e.g., submitted every two weeks), Checkpoint Reports (e.g., submitted weekly).
Why is this distinction important? A robust project management approach requires both. Time-driven controls act as the 'heartbeat' of the project, ensuring that the Project Board and Manager receive regular updates even if no major events have occurred. Event-driven controls ensure that management decisions (like authorizing the next stage) happen at the correct logical points in the lifecycle, and that deviations (exceptions) are escalated immediately rather than waiting for the next scheduled meeting.
How they work in practice During the Initiating a Project process, the Project Manager and Project Board agree on the frequency of time-driven controls (e.g., 'Send a Highlight Report every Friday'). Event-driven controls are dictated by the PRINCE2 processes; for instance, you cannot move from one stage to another without the 'event' of the Project Board approving the End Stage Report.
How to answer questions regarding these controls In the Practitioner exam, questions often present a scenario where a project is failing to report correctly, or you are asked to select the appropriate management product for a situation. You must determine if the situation requires a regular update (Time) or an immediate decision/reaction (Event).
Exam Tips: Answering Questions on Event-driven and Time-driven Controls
1. Identify the Trigger: Look for keywords in the scenario. If the text says 'every week,' 'monthly,' or 'periodically,' the correct answer involves a Time-driven control (usually a Highlight or Checkpoint report). If the text mentions 'completion of a stage,' 'forecast to exceed tolerance,' or 'request to proceed,' it requires an Event-driven control.
2. The Exception Rule: Remember that Exception Reports are always Event-driven. A common trap is thinking they are time-driven because they are reports. They are triggered by the 'event' of a tolerance breach.
3. Role Responsibility: Ensure you link the control to the right role. Work Package completion (Event-driven) is a link between the Team Manager and Project Manager. Highlight Reports (Time-driven) are the link between the Project Manager and the Project Board.
4. Don't Confuse Reports: A Highlight Report is a time-driven summary of stage status. An End Stage Report is an event-driven review of stage results. Confusing these two is a common source of lost marks.