Chapter 17: Controlling A Stage

Question 1

What is the purpose of the controlling a stage process

Answer 1

Purpose is to assign work to be done, monitor such work, deal with issues, report progress to the project board, and take corrective ensure the management stage stays within tolerance

Question 2

What are the objectives of the controlling a stage process

Answer 2

• attention is focused on delivery of management stages products
• risks and issues are kept under control
• the business case is kept under review
• agreed products for management stage are delivered to stated quality standards
• project management team is focused on delivery within the tolerances laid down

Question 3

Context of the controlling a stage process

Answer 3

The controlling a stage process is normally first used after the project board authorities the project, but it may also be used during the initiation stage

Work packages are used to define and control the work to be done, and also to set tolerances for the team manager(s). But PM can take on role of the Team Manager

Question 4

Controlling a stage Activities for PM

Answer 4

Work packages
- authorise a work package
- review work package status
- receive completed work packages

Monitoring and reporting
- review management stage status
- report highlights

Issues and risks
- capture and assess issues and risks
- escalate issues and risks
- take corrective action

Question 5

Why is a work Package needed

Answer 5

There must be a level of autonomy within the project team. It’s important that work only commences and continues with the consent of the PM. The vehicle for this is the production, execution and delivery of a work package

Question 6

What are some of the triggers for the PM to authorise a work package

Answer 6

Stage authorisation: project board gives authority to execute stage plan

Exception plan approved: project board gives authority to execute exception plan

New work package required: an output from reviewing the management stage status

Corrective action: in response to an issue or risk

Question 7

What actions does prince2 recommend regarding authorising work package

Answer 7

Examine the stage plan for the current management stage

Examine the PID to understand:
- project controls
- quality standards
- if any products are to be handed over

Define each work package to be authorised

Review work package with team manager and review plan

Update quality register

Question 8

Review work package status context:

Answer 8

This activity provides the means for a regular assessment of the status of the work package. The frequency and formality of this activity will usually be aligned with the frequency of reporting defined in the work packages and supported by the stage plan for the current management stage

Question 9

Prince2 recommends the following actions for each work package in progress

Answer 9

Collect and review progress information from the checkout report for the work package being executed

If necessary, update the risk register and issue register

Update the stage plan for the current management stage with actual to date, forecast and adjustments

Question 10

Review completed work packages - context

Answer 10

When work has been allocated to individuals or teams, there should be a matching confirmation that the work has been completed and approved

When approved, any subsequent changes to the products must pass through change control. This should be an automatic part of any control method being used

Question 11

Prince2 recommends the following actions regarding receiving completed work packages

Answer 11

• ensure that the team manager has completed the work defined by the work package
• check that the quality register entries relating to products are complete
• ensure that each product in the work package has gained its requisite approval
• confirm that the configuration item record for each approved product has been updated
• update the stage plan to show the work package as completed

Question 12

Reviewing the management stage status - context

Answer 12

The objective of this activity is to maintain an accurate and current picture of progress on the work being carried out and the status of resources

It’s necessary to compare what has actually happened with what was expected to balked. And what might happen next

Question 13

Prince2 recommends the following actions regarding reviewing the management stage status

Answer 13

Review progress for the management stage

Based on that review, decide whether any actions are required

Revise the risk register and issue register as necessary

Update the stage plan if the aggregated assessment changes any forecasts

If ownership of any of the products is to be transferred from customer as part of a phased handover

Consider whether to review lessons now or wait until either a later review of management stage status

If the end of the current management stage is approaching, prepare for the next management stage

If the end of the final management stage is approaching, prepare to close the project

Question 14

Report highlights - context

Answer 14

PM must provide the project board with summary information about the status of the management stage and project, and distribute other information to stakeholders at a frequency documented in the communication management approach

Question 15

Prince2 recommends the following actions regarding report highlights

Answer 15

Assemble the info from checkpoint reports, risk register, issue register, quality register, lessons log

Assemble list of corrective actions undertaken during the reporting period.

Review the highlight report for previous reporting period

Produce highlight report for current reporting period

Distribute highlight report to project board and any other recipient in communication management approach

Question 16

Capture and assess issues and risks - context

Answer 16

Various issues will occur and risks will be identified.
- they’ll arrive need to be captured in a consistent and reliable way

Before making a decision on a course of action, each issue or risk should be registered and then assessed for its impact

Question 17

Prince2 recommends the following actions regarding capturing and assessing issues and risks

Answer 17

If an issue can be dealt with by the PM informally, this should be done and noted in daily log

If it’s necessary to take corrective action, seek advice from the project board then review management stage status first so that a full picture can be considered

For risks
- check requirements of risk management procedure
- Manage the risk in accordance with risk management approach

Question 18

Escalate issues and risks - Context

Answer 18

This activity all,it’s where any corrective action within the project managers control wouldn’t save the management stage from going beyond the tolerances agreed.

This applies to all types of issues and risks that cannot be resolved within the tolerances set by the project board

Activity can be executed in two steps:
- early notification to project board of forecast exception situation so that the board is prepared
- followed by supporting information in the form of an exception report

Question 19

Prince2 recommends the following actions regarding escalating issues and reports

Answer 19

Examine stage plan to define extent of the deviation an unfinished products

Examine project plan for the project status and overall effect of any deviation

Determine options for recovery and assess them against the business case

Assess the impact of the options for recovery against the stage plan for the current management stage.

Present exception report to project board. Then project board will decide on appropriate course of action

Question 20

Take corrective action - context

Answer 20

In taking corrective action, the objective is to select and, within the limits of the stage and project tolerances, implement actions that will resolve deviations from the plan.

Corrective action typically involves dealing with advice and guidance received from project board and with issues raised by team managers

Question 21

Prince2 recommends the following actions regarding taking corrective action

Answer 21

Collect any relevant info about the deviation

Identify potential ways of dealing with the deviation and select most appropriate option

Trigger corrective action via authorising a work package

Update the configuration item records if the affected products

Update issue report

Update issue register with any changes resulting from corrective action

Update risk register with any changes resulting from corrective action

Update stage plan for current management stage

Question 22

Controlling a stage using agile approach

Answer 22

PM should encourage team to be collaborative with work assignment based around the amount of requirements to be delivered.

She using agile, teams track progress during a short meeting called a daily stand up. The PM or team managers may be invited to attend/ assist stand up meetings if appropriate, and or facilitate them
- reporting of progress is typically done via wall charts or information radiators from which information can be pulled at any time by project stakeholders.

Question 23

Controlling a stage of a project within a programme or portfolio

Answer 23

Consider how the projects logs and registers should be maintained and how escalation to programme or portfolio level is to be done in practical terms.

The programme monitoring and control requirements may specify access to highlight reports, including product status accounts, in order to assess the overall status of the programme