End stage report

The end stage report is created by the project manager towards the end of a stage and compares actual performance against the stage plan. The project board uses this report to assess progress and determine whether to authorize the next stage, adjust the project scope, or terminate the project if necessary.

Purpose

The primary objective of the end stage report is to inform the project board about:

• Stage performance compared to the stage plan.
• Overall project status up to that point.
• Benefits realized so far and their alignment with expectations.
• Key issues and risks encountered during the stage.
• A forecast for the next stage, supporting decision-making on project continuation.

The project board relies on the end stage report alongside the stage plan to make informed decisions, such as:

• Authorizing the next stage.
• Modifying the project scope.
• Stopping the project if necessary.

Inputs

The end stage report is compiled using the following key project documents:

• Current stage plan and latest project status (including completed and delayed work packages).
• Project plan (latest version).
• Benefits management approach (latest version).
• Project registers, including the issue register and risk register.
• Lessons report (latest version).
• Business case (latest version).

Format

The end stage report can be delivered in various formats, depending on the preferences of the project board and the organization’s communication standards. Common formats include:

• Presentation: Delivered in a physical meeting or via a conference call to facilitate discussion.
• Document (Word/PDF): A formal written report for record-keeping and detailed review.
• Email summary: A concise overview, ensuring quick accessibility.
• Online project management tool entry: Stored within a project management application for easy tracking and collaboration.

Choosing the right format depends on the complexity of the report, stakeholder preferences, and the level of interaction required.

Quality criteria

To ensure the end stage report is effective and meets PRINCE2 standards, it should adhere to the following quality criteria:

• Stage performance: Clearly compare actual performance against the stage plan, highlighting any deviations.
• Abnormal situations: Identify any issues, exceptions, or unexpected events and their impact on the stage.
• Product status: Provide an update on the completion and quality of products listed in the stage plan (product register)
• Business case impact: Include comments on the business case if there are significant changes or concerns.

Tips

The following tips help you have better end stage reports:

• Confirm preferred format: Ask the project board how they want to receive the end stage report (e.g., presentation, document, email, or project tool entry).
• Keep it concise: Make the report as simple and to the point as possible, similar to the provided example.
• Ensure engagement: Verify whether the project board has reviewed the report. If not, identify the reason and adjust the format or content as needed to improve engagement.

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Written by Frank Turley.

If you have questions or doubts after using this wiki, you can ask for help on the Facebook or LinkedIn study groups.