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PRINCE2 - Controlling a Stage (CS) part 7



Reporting Highlights (CS6)

Fundamental principles

A good reporting structure will keep the Project Board and others fully informed of the project status.
The Project Board have the overall responsibility for the project.

Context

This sub-process produces Highlight Reports for the Project Board.
See also Giving Ad Hoc Direction (DP4) containing progress plus any other information to stakeholders as defined in the Communication Plan.

Process description

The objectives are:

  • To provide information to the Project Board concerning the status of the stage and the project at a frequency defined by the Project Board.
  • To pass out an other information required by the Communication Plan.

To achieve these objectives various steps are required:

  • Assemble the information from the Checkpoint Reports and any significant revisions to the Stage Plan or Product Checklist (if used) from Taking Corrective Action (CS7)
  • Identify any current or potential problems from Reviewing Stage Status (CS5)
  • Produce the Highlight Report
  • Distribute the Highlight Report to the Project Board
  • Review the Communication Plan for any other agreed recipients and send these out

Responsibilities

The Project Manager is responsible for this sub-process, supported by any Project Support roles.
Project Assurance may wish to assess what is being presented to the Project Board.

Information needs
Management information Usage Explanation
Stage Plan Input Information on products delivered, tolerances and the status of schedule and budget, including any deviations reported from CS2.
Product Checklist Input (If used) Status of actual and planned product deliveries.
Previous Highlight Report Input Have all products forecast to be delivered been delivered? Have earlier problems been resolved?
Checkpoint Reports Input Progress information from the team(s).
Stage status information Input / Output Information about progress on the project against the plan.
Risk Log Input Have any risks changed?
Issue Log Input Information about any potential problems which need to be brought to the attention of the Project Board.
Quality Log Input Status of quality checks planned and carried out.
Communication Plan Input Identification of interested parties who may need information at this time.
Highlight Report Output Information formatted as required by the Project Board.
Communication to interested parties Output Content as defined in the Communication Plan.

These are given in tabular form in the file ‘CS6 reporting highlights.doc’ in the product package.

Key criteria

  • Has the information been produced in the form required by the Project Board?
  • Is the report being distributed with the agreed frequency?

The report should be concise and as short as possible, say one or two pages and consistent with the information needs of the Project Board.

Where some form of operational support group will pick up responsibility for the end product this group should be included in the list of those receiving the Highlight Report.

Non - PRINCE2 information

This product contains EVERYTHING in the publications:

Managing Successful Projects with PRINCE2 - 2005 edition
Managing successful Projects with PRINCE2 – 2009 edition
Directing Projects with PRINCE2.
plus:
The Complete Project Management package.

And much more besides - at a fantastic price.