Reports are a fundamental element for the correct application of the principles in PRINCE2. In this article, we will analyse the most important reports for the implementation of a project within the PRINCE2 framework:
- Highlight Report
- Checkpoint Report
- End stage Report
- End project Report
Frequency of Reports
The frequency with which reports must be written and delivered is not set by PRINCE2, but must be adapted to the needs of each project and each team.
For this reason, it is essential to establish the frequency of delivery of reports to correspond to the level of control required for the project and also to modify the established frequency so that it remains a useful factor in the progress of the project.
Checkpoint Report
Produced by: Team Manager
Delivered to: Project Manager
Functionality: Providing information concerning the progress of the work package
Generally produced by the team manager, the Checkpoint Report serves to provide the project manager with information concerning the progress of the work package.
A Checkpoint Report must always include an introduction stating the purpose, objectives and scope of the project. It identifies who is responsible for choosing the work approach.
The Checkpoint Report must indicate and justify any changes made to corporate, programme or customer requirements.
Highlight Report
Produced by: Project Manager
Delivered to: Project Board
Functionality: Providing information on the progress made to the whole project and/or to a stage within the project.
Not only does the project board use this report to monitor stage management and project progress, but also the project manager uses the Highlight Report to update the project board on problems or to ask for help on certain issues.
The Highlight Report must include
- Information on how the project and the stage are performing in relation to the established tolerances
- Change requests, whether raised, approved, rejected or pending
- A summary of current or potential problems and risks
- Lessons learned, including a review of what went right and what went wrong with advice and recommendations
End Stage Report
Produced by: Project Manager
Delivered to: Project Board
Functionality: Providing information on progress at the end of each stage (except the final stage). The information must be sufficient to ask the Project Board to make decisions on the continuation of the project.
The objective of the End Stage Report is to provide a summary of progress to date, the overall situation of the project, and sufficient information to request a decision by the project committee on what to do next with the project.
End Project Report
Produced by: Project Manager
Delivered to: Project Board
Functionality: Providing the necessary information to authorize project closure
The End Project Report is used in the project closure phase and is used to:
- Determine how the project performed in comparison to what was budgeted in the Project Initiation Documentation (PID)
- Pass on lessons learned and any advice that can be applied to other projects
- Convey details of unfinished work, ongoing risks or possible future product changes
The End Project Report should certainly not miss in the project manager’s report summarising the project’s performance. This is an in-depth version of the product review with regards to features and characteristics, objectives and actual project performance against what was planned. The business case is reviewed in order to draw conclusions on the validity of the project including benefits yet to be achieved, further expected benefits and deviations from the initially agreed business case.
To learn more, read also our article How to write a Project Status Report
If you want to find out how best to manage a project and learn more about PRINCE2, the world’s most widely used project management method, check out our PRINCE2 Foundation course dates or write to us for more information.
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