PMITP Lecture 10 - Monitoring A Project and Change Progress - 2 Pages Per Slide

INFS 5057
Project Management for IT

Professionals
Lecture 10
Monitoring a Project
Change & Progress
Ms Mei Sim
Course Coordinator
Outline
• Subsequent Delivery Stage(s)

• Controlling a Stage Process
• Managing Product Delivery Process
• Directing a Project – Give Ad Hoc Direction Activity
• Change Theme
• Managing Issues
• Configuration Management
• Progress Theme
• Progress Review and Reporting
• Progress and Control
1
Learning Objectives
• After completing this topic, you should be able to:

– For the Subsequent Delivery Stage(s)
• Know the objective of the Subsequent Delivery stage
• Know the purpose, objectives and activities of the Controlling
a Stage Process, Managing Product Delivery Process and
Directing a Project- Give Ad Hoc Direction Activity
• Recognise the outputs of the Controlling a Stage Process,
Managing Product Delivery Process and Directing a Project-
Give Ad Hoc Direction Activity
Learning Objectives
• After completing this topic, you should be able to:

– For the Change Theme
• Know the purpose of the Change Theme
• Understand the procedure for managing issues
• Know the purpose and activities involved in configuration
management
– For the Progress Theme

• Know the purpose of the Progress Theme
• Know when progress should be reviewed
• Identify and create various progress reports
• Understand the delegation and reporting levels to control
progress
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2
Reading
Chapter 8
Subsequent Delivery Stage(s)
3
PRINCE2 chapter topics
Last Week
Barker, S 2013, Brilliant PRINCE2: What you really need to know about PRINCE2,
Pearson Education Limited, UK.
7

This Week
8
4
Objective
• Control work package delivery

– PM is responsible for running the construction effort
– Work is distributed to the team
• Deal with Project Board interventions required
• This stage contains several processes:

– Controlling a Stage
– Managing Product Delivery
– Directing a Project (continued)
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Controlling a Stage Process
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5
Controlling a Stage
• PM uses this process to oversee product delivery
• Run for each delivery stage
• Runs for each delivery stage and optional for Initiation

Stage (if it’s a sizeable undertaking)
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Objectives
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Activities
• Authorise a Work Package

• Review Work Package Status
• Receive Completed Work Packages
• Review the Stage Status
• Capture and Examine Issues and Risks
• Take Corrective Action
• Escalate Issues and Risks
• Report Highlights
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13
Activities – Recommended Path
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7
Work Package Description
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15
Exception Report
Table of Contents
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8
In Summary…
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Managing Product Delivery

Process
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9
Managing Product Delivery
• Enables a Team Manager to co-ordinate Work Package

delivery
• Controls the interface between the PM and Team

Manager
• Runs for each delivery stage and optional for Initiation

Stage (if it’s a sizeable undertaking)
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Objectives
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Activities
• Accept a Work Package

• Execute a Work Package
• Deliver a Work Package
• These are complementary to Controlling a

Stage’s three Work Package activities.
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Activities
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In Summary…
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Directing a Project – Give Ad

Hoc Direction Activity
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Directing a project
• After authorising a project, a Project Board

remains actively engaged in steering the project
through its delivery stages
• Can also be called upon to give ad hoc direction

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Ad Doc Direction Triggers
• In response to a request from the Project

Manager for informal advice;
• On receipt of an escalated Issue Report or
Exception Report;
• During review of progress information within a
Highlight Report (e.g. when a threat to the
Business Case is identified);
• On obtaining information or instruction from
corporate or programme management.
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13
Ad Doc Direction Triggers
• Guidance may be given by the Project Board or

individual members
• Additional assistance may be enlisted

– Project Assurance
– Consultation with stakeholders
• Some requests for advice may be dealt with on

an informal basis
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Reading
Chapter 9
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14
Change Theme
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This Week
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What is Change?
• Examples of change in projects

– Customers change their minds about what they want
– People move
– World around us changes
– Other examples?
• How do we monitor and handle change?
• Must be done in a systematic and considered

manner.
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The Change Theme
• PRINCE2 provides a set of procedures for:
• Issue and change control

– To govern how decisions about potential changes are
made
• Configuration management
– To maintain clarity about the current position, so that
accurate before and after comparisons can be made
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16
Purpose
• The purpose of the Change theme is to identify,

assess and control any potential and approved
changes to the baseline.
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33
An overview…
https://www.youtube.com/watch?v=BtkR9tshtmk (23:45)
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17
Managing Issues
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Change
Change - PRINCE2 minutes Espresso Experience from

www.CCLearning.cc
https://www.youtube.com/watch?v=ddnbjCJGz3w
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18
Three Types of Issues
• Request for change: a proposal to make an

alteration to the current baseline.
• Off specification: a situation where a product is

(or will be) missing or failing to meet its
specification.
• Problem/concern: anything else that the Project

Manager needs to resolve or escalate.
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Procedure for Managing Issues
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Procedure for Managing Issues
• Capture. Take a quick look and form an initial

view on severity and priority.
• Examine. Take a closer look, consider the
impacts, and re-visit severity and priority.
• Propose. Evaluate the options available, and
recommend a course of action.
• Decide. Agree what will be done (or make a
conscious decision to stick with the status quo).
• Implement. Pursue the agreed course of action.
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Issue and Change Control Procedure
https://www.youtube.com/watch?v=BtkR9tshtmk
40
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20
Controls
• Configuration Item Records

– to provide set of records that describe information
– status, version and variant of each configuration item
and any details of important relationship between
items.
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Configuration Item Record
https://www.prince2primer.com/prince2-approach-change/
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21
Controls
• Product Status Account

– Provides information about the status of the products,
eg. latest version number of product/ set of products
in a stage.
– Report on the status of products
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Controls
Product Status Account include:
• Project name
• Product type
• Product identifier
• Version number
• Product description – baseline date
• Product – baseline date
• List of related products
• Date copy of product was issued for a change
• Planned date for next baseline
• Planned date for next release
• Relevant notes (change pending/under review)
https://www.prince2primer.com/configuration-management-in-prince2/
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Controls
• Daily log
– Maintained by PM to record informal issues, required
actions or significant events not noted other PRINCE2
register or logs. There may be more than one Daily
log as Team Managers may elect to have one for
their Work Packages.
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Controls
• Issue register
– Use to capture and maintain information on all the
issues that are being managed formally. Monitored by
PM regularly.
– Spreadsheet
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23
Controls
• Issue Report
– Includes description, impact assessment and
recommendation for requests for change, of-
specification and problem/concern that are
managed formally.
– The author of this report may be different from
the person or team raising the issue.
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Configuration Management
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An overview…
https://www.youtube.com/watch?v=iEEa0P9F-rk (37:23)
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Why do it?
• To be able to manage the lifecycle of a projects

many interrelated components that are:
– Created
– Reviewed
– Approved
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25
Configuration Management Strategy
• A Configuration Management Strategy describes

how products are controlled and secured, and
who is responsible for this.
• It’s developed during Initiation Stage by the

Project Manager.
• The document would typically include the

following sections:
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Configuration Management Strategy
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Configuration Management Procedure
5 core activities
• Planning
• Identification
• Control
• Status Accounting
• Verification and Audit
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Activities include
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Prioritise Issue and Change Request
Prioritise issues by using MoSCoW

technique.
• Must have
• Should have
• Could have
• Won’t have
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Severity of Issues
• Rating of severity issues scale 1-5 or words

(minor, significant, major & critical).
• Can link severity level of an issue by linking to a
role.
– Severity Minor: Project Manager
– Severity Significant : Change Authority
– Severity Major: Project Board
– Severity Critical: Program Management
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Progress Theme
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Progress
• How do we assess and report developments

within a project?
• When should this be done?
• What actions should follow?
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Purpose
• The purpose of the Progress theme is to

establish mechanisms to monitor and compare
actual achievements against those planned;
provide a forecast for the project objectives and
the project’s continued viability; and control any
acceptable deviations.
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Progress Review and

Reporting
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Progress Review and Reporting
• The Project Manager regularly monitors progress

against that planned.
• The actual vs planned comparison is made

against a baseline that’s set at three levels:
– Project
– Stage
– Work Package
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• Project. The Project Plan specifies project level

targets and tolerances.
• Stage. The current Stage Plan sets specific

targets and tolerances for that stage.
• Work Package. Work Package descriptions

define what each component of a stage is to
deliver, and the tolerances within which this must
be achieved.
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• PRINCE2’s processes generate the source

management information that’s needed.
• Work Package news is delivered by the Team

Manager via Checkpoint Reports.
• The Project Manager supplements this with

further data from records, registers and logs.
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• The Project Manager keeps the Stage Plan

updated to reflect progress.
• Then, on a regular basis, a Highlight Report is

prepared for the Project Board.
• This summarises the headway made and the

outlook for the next reporting period.
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• The frequencies for generating Checkpoint and Highlight

Reports are set so they’re consistent with the level of
control being sought.
• Determined by level of plan and personnel involved.
• Reporting frequencies are not set in stone.
• Cycles can be revisited according to the phase.
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Checkpoint and Highlight Report - ToC
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• Two other progress reports are also produced by the

Project Manager for the Project Board.
• Uses to facilitate stage or project closure.
• End Stage Report. An account of what a stage has

delivered, accompanied by an overall statement of the
project position.
• End Project Report. An assessment of what the project

has delivered, and the extent to which it met its original
objectives.
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Progress and Control
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Progress and Control
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Summary
• Subsequent Delivery Stage(s)

• Controlling a Stage Process
• Managing Product Delivery Process
• Directing a Project – Give Ad Hoc Direction Activity
• Change Theme
• Managing Issues
• Configuration Management
• Progress Theme
• Progress Review and Reporting
• Progress and Control
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Q&A
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71
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WARNING
This material has been reproduced and communicated to you by or on
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The material in this communication may be subject to copyright under

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INFS 5057

Project Management for IT

• Subsequent Delivery Stage(s)

• After completing this topic, you should be able to:

• After completing this topic, you should be able to:

– For the Progress Theme

Subsequent Delivery Stage(s)

PRINCE2 chapter topics

• Control work package delivery

• This stage contains several processes:

Controlling a Stage Process

• PM uses this process to oversee product delivery

• Run for each delivery stage

• Runs for each delivery stage and optional for Initiation

• Authorise a Work Package

Activities – Recommended Path

Managing Product Delivery

• Enables a Team Manager to co-ordinate Work Package

• Controls the interface between the PM and Team

• Runs for each delivery stage and optional for Initiation

• Accept a Work Package

• These are complementary to Controlling a

Directing a Project – Give Ad

• After authorising a project, a Project Board

• Can also be called upon to give ad hoc direction

Ad Doc Direction Triggers

• In response to a request from the Project

• Guidance may be given by the Project Board or

• Additional assistance may be enlisted

• Some requests for advice may be dealt with on

PRINCE2 chapter topics

• Examples of change in projects

• How do we monitor and handle change?

• Must be done in a systematic and considered

The Change Theme

• PRINCE2 provides a set of procedures for:

• Issue and change control

• The purpose of the Change theme is to identify,

Change - PRINCE2 minutes Espresso Experience from

• Request for change: a proposal to make an

• Off specification: a situation where a product is

• Problem/concern: anything else that the Project

Procedure for Managing Issues

• Capture. Take a quick look and form an initial

Issue and Change Control Procedure

• Configuration Item Records

Configuration Item Record

• Product Status Account

• To be able to manage the lifecycle of a projects

• A Configuration Management Strategy describes

• It’s developed during Initiation Stage by the

• The document would typically include the

Configuration Management Strategy

Prioritise issues by using MoSCoW

• Rating of severity issues scale 1-5 or words

• How do we assess and report developments

• When should this be done?

• What actions should follow?