PRINCE2 Practices · Topic 9 of 9
Progress Reports, Logs and Digital Data
PRINCE2 7 progress products: checkpoint, highlight, exception, end stage, end project and lessons reports, the logs, and digital and data approach.
- 5 min
- Checkpoint: team manager to project manager, time-driven.
- Highlight: project manager to project board, time-driven.
- Exception, end stage, end project and lessons reports are event-driven.
What it is
The progress practice uses more management products than any other practice. Each report carries information from one level of management to another at a defined time or event. Two logs in the project log hold day-to-day information, and the digital and data management approach in the PID sets how data and digital tools are used.
Exam questions often name a purpose and ask which product it is, or name a product and ask who produces it and who receives it.
How it works
The reports at a glance
| Report | Produced by | For | Purpose | Type of control |
|---|---|---|---|---|
| Checkpoint report | Team manager | Project manager | Reports the status of a work package at a frequency set in the work package description | Time-driven |
| Highlight report | Project manager | Project board | Reports the status of the stage at a frequency set by the board | Time-driven |
| Exception report | Project manager | Project board | Describes an exception, its impact, options and a recommendation | Event-driven |
| End stage report | Project manager | Project board | Gives a view of how the stage performed and the project's status, to support the decision on the next stage | Event-driven |
| End project report | Project manager | Project board | Reviews how the project performed against the PID, used to evaluate the project and authorise closure | Event-driven |
| Lessons report | Project manager | Project board, then the wider organization | Passes on lessons that could be applied to other projects | Event-driven |
Checkpoint and highlight reports
A checkpoint report covers the period's work on a work package: products completed, products planned next, quality activities, issues and risks, and any tolerance concerns. Its frequency and format are agreed in the work package description.
A highlight report gives the project board a summary of stage status: work done, work planned next, tolerance status, issues and risks, and products completed. It lets the board manage by exception, staying informed without being involved day-to-day.
Exception report
An exception report is produced when a stage or project is forecast to exceed tolerance. It describes the cause, the consequences, the options, the project manager's recommendation and any lessons. It should be produced as soon as the exception is forecast.
End stage and end project reports
The end stage report is produced near the end of each stage (except the final one) during managing a stage boundary. It reviews the stage against its plan, the business case, risks and issues, and is used alongside the next stage plan when the board decides whether to continue.
The end project report is produced during closing a project. It compares the project's performance with the original and current PID, reports on benefits achieved so far, and covers product acceptance and follow-on action recommendations.
Lessons report
A lessons report passes on lessons that could be useful to other projects or to the organization. It can be produced at any time, typically at stage ends, and is produced at project closure. It is the output of the learn from experience principle.
Logs in the project log
| Log | What it holds |
|---|---|
| Daily log | The project manager's diary: informal issues, required actions, significant events and notes not captured elsewhere |
| Lessons log | Lessons from previous projects and lessons found during this project, waiting to be applied or passed on |
The daily log is started in starting up a project and used throughout. The lessons log is created at the start too, when lessons from earlier projects are sought.
The digital and data management approach
The digital and data management approach is part of the PID and is new in PRINCE2 7. It describes how the project will manage the data it uses and creates, and how it will use digital systems and tools, for example for reporting, collaboration and record keeping.
| Typically covers | Example |
|---|---|
| Data the project will create and use | Progress data, financial actuals, risk data |
| Systems and tools | A shared planning tool and dashboard |
| Data governance, security and privacy | Who can see personal data; retention periods |
| Data quality | Who checks the reliability of reported figures |
| Responsibilities | Project support maintains the dashboard |
A worked example
A software company runs a three stage project to launch a customer portal. Each Friday, team managers send checkpoint reports to the project manager, who sends a monthly highlight report to the project board. The project manager also notes small informal problems in the daily log.
Near the end of stage two, the project manager writes the end stage report and next stage plan. During stage three a forecast overrun triggers an exception report.
At closure, the end project report and a lessons report are sent to the board; the lessons report is passed to the portfolio office. All reports are generated from the planning tool defined in the digital and data management approach.
How the exam asks about this
- "Which report does a team manager send to the project manager?" The checkpoint report.
- "Which product does the project board use to stay informed between stage boundaries?" The highlight report.
- "Where does the project manager record informal issues and actions?" The daily log.
What to remember for the exam
- Checkpoint: team manager to project manager, time-driven.
- Highlight: project manager to project board, time-driven.
- Exception, end stage, end project and lessons reports are event-driven.
- Daily log and lessons log sit in the project log.
- The digital and data management approach in the PID covers data and digital tools.
The end stage report is not produced for the final stage. At the end of the final stage, the end project report is produced instead.
Common mistakes
Mixing up checkpoint and highlight reports. Checkpoint goes up from team manager; highlight goes up from project manager.
Treating the lessons report as a closure-only product. It can be produced at any time, as well as at closure.
Putting the daily log in the PID. It belongs in the project log.
Check yourself
Who receives the highlight report?
The project board.
What does an exception report contain?
A description of the exception, its cause and impact, the options and the project manager's recommendation.
What is the purpose of the lessons log?
To hold lessons from previous projects and from this project so they can be applied or passed on.
Topic 9 of 9 in PRINCE2 Practices
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