The PRINCE2 end stage assessment
It is important that a PRINCE2 stage starts only when the project board says it should. And to be able to make that informed decision, the project board needs to review the performance of the current stage (the stage that is just finishing) and improving the stage plan for the next stage.
In order to do this effectively, the information presented needs to be at both stage and project level, and this will include reviewing the PRINCE2 business case. To help in the preparation for a PRINCE2 end stage assessment, the project board may involve project assurance to carry out some of the reviewing and assessing.
As part of this review and assessment, the following PRINCE2 products will need to be created, updated, or distributed:
- Specialist products
- End stage report
- Lessons report
- Follow-on action recommendations
- Stage plan for the next stage
- Updated project initiation documentation
- Updated benefits review plan
All of the above will need to be ultimately approved by the project board executive, and in the case of the updated benefits review plan, corporate/programme management will also need to approve it.
The end stage assessment
Since the main purpose here is to ensure that the project board (including customer and users), are in agreements that the products produced so far are acceptable, and that the next stage plan is realistic and achievable.
In most cases the end stage assessment will be a meeting, as this allows a free exchange of opinions, concerns and perceptions. In addition it is an effective way to gain agreement to proceed or otherwise from the main project stakeholders.
The meeting itself should not be used to give out new information but merely to make a decision on what to do next. For this reason, key documentation should be circulated prior to the end stage assessment so that all concerned have a clear understanding of the current stage and project status.
With this in mind, it makes sense to send out all such information in advance of the meeting so that it can be reviewed in detail prior to the meeting.
An agenda for the end stage assessment should be created and reviewed and agreed by the project board executive. The agenda should include all those who need to attend.
The two key documents here are the end stage report and the next stage plan. The project manager should highlight any aspects that require resources, whether human or otherwise, from internal or external suppliers.
The end stage assessment itself should be based on presentation of key data within the end stage report.
Typical information that will need to be presented and explained should include:
- Milestone reporting
- Planned and actual delivery dates
- Reporting of project finances
- key risks derived from risk log
- Quality statistics
- Investment appraisal
Part of the presentation will include progress information, which should come as no surprise to the project board since they had been receiving regular highlight reports, but nevertheless progress should be summarized both at stage and project level.
It is important that the appropriate representation is made at the end stage assessment by those providing resources for the next stage, as part of the decision-making process will include their agreement that such resources are available.
The project manager will most likely give a presentation on the above points and should be prepared to explain any deviations from the approved plans. In addition, the project manager should highlight any severe risks that are relevant to the next stage and to gain acceptance of the risk response actions.
With regard to quality statistics, the project manager should be prepared to explain any products that required some form of rework after the quality reviews.
All products that have been accepted in the current stage may be stored safely or deployed into the life business area. Such products should have been verified that the above storage or Handover has been carried out in accordance with the configuration management strategy document, and if deployed, ensure that operational and maintenance arrangements exist for each product.
The investment appraisal extracted from the updated business case should also be summarized here and in particular highlighting any metrics that I have changed since the last end stage assessment including giving explanations if required.
Since the next stage plan will have been given out prior to the meeting, it is to be expected that some questions or comments will be made, and the project manager should be prepared to provide a satisfactory answer, or to agree that the next stage plan will be amended to include the information regarding their comments.
The next stage plan will include new or modified product descriptions and these too will need to be agreed in particular the quality responsibilities and criteria.
Some other documents within the project initiation documentation will need to be updated based on current and forecast progress. In addition, possibly from lessons learned, any of the strategies, processes or techniques may also need to be modified in the light of actual experience.
The end stage assessment must include a decision as to whether the project is to proceed to the next stage, some form of corrective action taken and the meeting re-booked for a later date, or that the project is to be stopped.
The status of the project should be communicated to corporate or programme management as well as any other interested parties as laid down within the communication management strategy document.
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