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Managing a stage boundary (Context (The Managing a Stage Boundary process…
Managing a stage boundary
Objective
The objective of the managing stage boundary is to
Assure the Project Board that all Products in the Stage plan for the current stage have been completed and approved
Prepare the Stage plane for the next stage
Review and, if necessary, update the project initiation Documentation
Provide the information needed for the Project Board to asses the continuing viability of the project including the aggregated risk exposure
Record any information or lessons that can help later stages of this project and / or other projects
Request authorization to start the next stage
For exceptions the objective of the Managing a stage Boundary Process are to
Prepare an exception plan as directed by the project board
Seek approval to replace the project plan or stage plan for the current stage with the exception plan
Managing a stage Boundary is not used towards the end of the final stage (unless there is a need to create an Exception Plan ) because the activities to review the performance of the finial stage are included in the activities to review the performance of the whole project as part of the closing project process
Context
The Managing a Stage Boundary process is predicated on dividing the project into management stages
A project, whether large or small, need to ensure that the products it creates will deliver the benefits being sought,either in their own right or as part of a larger programme. The continuing correct focus of the project should be confirmed at the end of each stage. if necessary the project can be redirected or stopped to avoid wasting time and money
It is also important to recognize that projects can go wrong or can be affected by external factors that invalidate the business justification. An early identifier of potential failure is the project manager's forecast that any of the project or stage tolerances are likely to be exceeded. In such cases it is important to have a mechanism for corrective action in order to bring the project back into the right direction
A positive decision not to proceed is not failure
The managing a stage boundary process provides a means by which an exception process can be implemented
Activity
Plan the next stage
The stage plan for the next management stage is produced near the end of the current stage
Closure activities should be planned as part of the stage plan for the final stage
Update the project plan
The Project board uses the Project Plan throughout the project to measure progress
The Project plan is updated to incorporate actual progress from the stage that is finishing and to include forecast duration and costs from the exception plan or Stage plan for the stage about to begin
details of any revised costs or end dates are used when updating the business case
update the business case
it is a PRINCE 2 principles that projects have continued business justification
The Project Board is normally only authorized to continue while the project remain viable
As the executive is responsible for the business case, the project manager should consult with the executive when reviewing and updating the business case in preparation for Project Board approval
Report stage end
The results of a stage should be reported back to the project board so that progress is clearly visible to the project management team
The Project manager gives a view on the on continuing ability of the project to meet the Project Plan and Business case, and assesses the overall risk situation
This activity should happen as close as possible to the actual end of a stage
produce an exception plan
if a stage or the project is forecast to deviate beyond its agreed tolerances, it no longer has the approval of the project board
Exception plans are requested by the Project Board in response to an exception Report.
Although an exception plan will be produced prior to the planned stage boundary its approval by the project board marks a stage boundary for the revised stage.
Purpose
The purpose of the managing a stage Boundary process is to enable the Project board to be provided with sufficient information by the project Manager so that it can review the success of the current stage, approve the next stage plan , review the updated project plan and confirm continued business justification and acceptability of the risks