Pure PRINCE2 - Controlling a Stage

Question 1

What is the Controlling A Stage (CAS) process?

Answer 1

This is day-to-day management of a project and involves:

• Assigning work to be done and monitoring said work
• Dealing with potential and realised issues and implementing corrective action if in tolerance
• Reporting to the PB if an issue falls out of tolerance

Question 2

What are the aims of the Controlling A Stage (CAS) process?

Answer 2

The aims of the CAS process:

• Focus on the product that is to be delivered
• Control risks and issues
• Review the BC to ensure CBJ
• Ensure the product is in line with quality expectations
• Ensure all aspects of a project are delivered within tolerances

Question 3

Who is the main actor in the Controlling A Stage (CAS) process?

Answer 3

The Project Manager.

Question 4

When is the Controlling A Stage (CAS) process used?

Answer 4

It is mainly used after Project Initiation by the PB, but it can be used in the IP stage if it is complex.

Question 5

What is a work package?

Answer 5

A Work Package is a set amount of clearly scoped work that shows what needs to be achieved and the quality expectations. It specifies the work to be completed and provides tolerances for the team and TM to act within. When there is no TM, these tolerances apply to the individual team member.

Question 6

What is a Highlight Report?

Answer 6

During Controlling A Stage, PM sends a highlight report to PB to keep them updating on the progress of the project.

Question 7

What happens at the end of a stage?

Answer 7

At the end of a stage, an End Stage Report is prepared by the PM and submitted to the PB, along with a plan for the next phase. The PB compares the progress of the project with the plan and baselines, monitors risk and quality checks, and ensures CBJ before giving clearance to proceed. Once this is confirmed, the submitted plan becomes the stage plan of the next stage.

The exception to this is the last stage, at which the Closing a Project process is competed.

Question 8

When does the Controlling A Stage (CAS) process begin?

Answer 8

The CAS process starts when a stage or Exception Plan is authorised by the PB in the Directing a Project process. This is normally the second stage of a project (not counting the SU stage). If a project is complex and requires work prior to commencement to gather info or assess viability, a CAS process can occur in the IP process. This pre-project work is managed as a work package and the person managing it becomes the de-facto PM.

Question 9

What are the nine steps to Controlling A Stage (CAS) process?

Answer 9

1. Authorising a Work Package (WP)
   — PM creates and authorises the WP and passes to the TM to manage. Tolerances are also passed over. The PM can manages the WP if there is no TM
2. Review the Work Package status
   — The PM checks the status of the WP with the TM and ensures all registers are up to date.
3. Receive completed WP
   — The PM is responsible for WP completion. The WP is complete once all deliverables are baselined and approved
4. Update the Configuration Item Record
   — Maintains information about project products and their versions
5. Review stage status
   — It is important to regularly review progress of a stage against the forecast. This gives an accurate picture of the status and progress of a project, and of resource availability.
6. Create Highlight Reports (HR)
   — Created by PM for PB and other SH’s to give an summary of stage and project progress.
7. Capture and examine risks and issues
   — Review and capture and risks or issues in the relevant log and measure potential impact of each on the stage and project, then escalate if needed.
8. Escalate issues and risks
   — PM can act within tolerances to mitigate risk, but if tolerances are exceeded, PM must escalate to the PB or delegated authority via an Issue Report or Exception Report
9. Take prescribed corrective action
   — If the risk or issue falls within tolerances, implement corrective action independently. If outside of tolerances, escalate to the PB via an Exception Report and follow the corrective action prescribed by the PB.

Question 10

What is a Configuration Item Report?

Answer 10

Maintains information about project products and their versions. It should be updated when a completed work package is received.