Controlling a Stage

Guide to Controlling a Stage Process in PRINCE2

Understanding the Controlling a Stage Process

The Controlling a Stage Process (CS) is a fundamental component of PRINCE2 project management methodology that focuses on the day-to-day management of a project stage. As a PRINCE2 Practitioner, mastering this process is essential for effective project execution.

Why Controlling a Stage is Important

Controlling a Stage serves as the operational heartbeat of PRINCE2. It provides Project Managers with:

- A structured approach to manage work packages
- Methods to monitor and report on progress
- Procedures for handling issues and risks during stage execution
- Tools for maintaining project control between decision points
- A framework for efficient stage boundary management

This process directly contributes to successful project delivery by ensuring work remains on track between the high-level direction of the Managing a Stage Boundary process and the detailed delivery of the Managing Product Delivery process.

How Controlling a Stage Works

The CS process consists of five main activities:

1. Authorize Work Package: The Project Manager assigns work to delivery teams by creating work packages with clear acceptance criteria.

2. Review Work Package Status: Regular checkpoints to assess progress against planned work packages.

3. Receive Completed Work Packages: Formal acceptance of completed deliverables from teams.

4. Review Stage Status: Ongoing monitoring of the stage against plans, highlighting variances and issues.

5. Report Highlights: Regular communication to the Project Board about stage progress, risks, and exceptions.

Throughout these activities, the Project Manager may also need to capture and examine issues and risks, escalate issues and risks, take corrective action, and escalate exceptions as required.

Key Inputs and Outputs

Main Inputs:
- Stage Plan
- Project Initiation Documentation
- Work Packages
- Issue Reports
- Risk Register

Main Outputs:
- Authorized Work Packages
- Highlight Reports
- Issue Reports
- Exception Reports (when needed)
- Lessons Log updates

Exam Tips: Answering Questions on Controlling a Stage

1. Focus on the Project Manager's responsibilities: Remember that CS is primarily the Project Manager's domain. Questions often test your understanding of the PM's role during stage execution.

2. Know the process boundaries: Be clear about where Managing a Stage Boundary ends and Controlling a Stage begins. Many exam questions test this knowledge.

3. Understand escalation paths: Be clear about when the Project Manager should handle issues independently versus when to escalate to the Project Board.

4. Recognize trigger events: Identify what events trigger specific CS activities (e.g., an exception situation requiring an Exception Report).

5. Apply appropriate management levels: Questions may test your knowledge of the three PRINCE2 management levels (direction, management, delivery) and how they interact during CS.

6. Connect with other processes: Understand how CS interfaces with other PRINCE2 processes, especially Managing Product Delivery and Managing a Stage Boundary.

7. Remember tolerances: Many questions focus on tolerance breaches and what actions the Project Manager should take in response.

8. Apply principles correctly: Show how PRINCE2 principles like "Manage by Exception" and "Focus on Products" apply specifically to CS activities.

When tackling scenario-based questions, identify the stage you're in, examine whether tolerances are at risk, determine if escalation is needed, and consider what management products need updating. Always refer to the process goals and specific CS activities to justify your answers.