[Project name]Stage End Report

Project Details

Project/Programme Name
Project Sponsor
Project/Programme Manager
Start Date
Completion Date

Document Details

Version / Status
(Draft or Approved) / Date / Author/Editor / Details of Change

Overview

The objectives of this review are:

1. To check that the stage is within the tolerances set down by the Project Board;

2. To check that the Business Case is still valid

3. To review the risks and assess whether the project will go outside tolerances.

Formal Stage Authorisation is only likely to be necessary for major projects and possibly some larger medium projects. However even in small and medium projects it is good practice for project managers to review project progress at key milestones and possibly to formally report progress to the Board – this can be done via the Highlight Report.

Note: if the reason for a Stage Authorisation is because there have been unforeseen circumstances that have led to the project either exceeding tolerances or becoming very likely to, then an Exception report should be generated rather than a Stage End report.

Contents

Project Details

Document Details

Overview

Contents

Current Status of Project

RAG Status

Confirmation of Deliverables

Change requests and Impact

Re-assessment of Business Benefits and expected results

Re-assessment of Timescale

Re-assessment of Risk

Stage Plan for next Stage

Tolerance

Authorisation

Current Status of Project

In order to achieve the objectives of the Stage review the Project Manager needs to:

•identify variations between Plan and actual progress

•assess current risk to the Stage Plan and any new risks

•check any variation in the expected future resource availability

•review external developments for any impact on the project

The Stage Authorisation should be a pre-planned event near the completion of a key stage within the project where Board authorisation is required before the next stage can be started.

RAG Status

This section shows at a glance the status of the project. A budget and effort figure should be given, plus the relevant Red/Amber/Green status for the project overall, the budget, and the timescale. It should summarise progress to date, listing milestones achieved and stating whether these are on schedule or not.

Stage name / Budget / Effort
X / £n / x days
Overall status / Budget status / Timescale Status
RED / AMBER / GREEN / RED / AMBER / GREEN / RED / AMBER / GREEN

Confirmation of Deliverables

All the products that should have been delivered in the current Stage need reviewing. Key Criteria:

•Have all products identified in the Stage Plan been produced?

•Have they all been checked for quality?

•Have they all been accepted by the Customer (where relevant)?

•Have any changes been carried over to the next Stage?

Change requests and Impact

This section should detail any requests for change that have arisen which will, potentially alter project scope beyond tolerance in terms of cost, timescale and/or quality. For each potential change, the effect on risk, cost and time should be shown, plus whatever benefits are envisaged. Minor changes (i.e. those that won’t affect agreed tolerances) do not need to be included.

Re-assessment of Business Benefits and expected results

A check must be done to make sure that the expected benefits are still achievable. Factors which may affect this are:

•external events which affect the Business;

•implementation date change;

•costs of providing the solution (affecting the cost/benefit analysis);

•approved changes which affect the product, hence benefits.

Note: changes may strengthen as well as weaken the Business case.

Re-assessment of Timescale

A detailed next Stage Plan should be prepared. In addition, a statement should be made of changes to milestones and revised Project Plan, if required.

Re-assessment of Risk

The most recent Risk Log should be included.

Stage Plan for next Stage

An updated Plan setting out the costs, timescales, resources etc. so that sufficient information is available to the Board members to approve the next Stage.

Tolerance

Review and confirm the Tolerance Levels for the next Stage of the project, taking all other factors into account, i.e. variation to estimate in the last Stage, risk factors, performance to date, etc.

Authorisation

The Board is responsible for authorising (and checking with managers as required) the commitment of continued resource. The Stage Authorisation outcome should be one of the following:

  • Authorisation to proceed to next Stage given
  • Authorisation to proceed to next not given: more detailed assessment required (in which case another Stage Authorisation report should be drafted)
  • Project to be Closed (in which case the project closure process should be commenced and a Closure report drafted)

If the project is to proceed, the date for the next Stage/Closure meeting should be agreed and put in the diaries in advance.