Create PRINCE2 Project › Create Checkpoint Reports

Create Checkpoint Reports

Create a checkpoint report to review the work status of each team member at a frequency (weekly, bi-weekly, and so on) defined in the stage plan. The checkpoint report can be derived from previous checkpoint reports and stage plans with verbal reports from team members. An objective of the report is to check all aspects of the project team work against the plan to ensure that there are no unlikely risks or issues that can arise.

Make sure the report covers every item (task or product) planned for the period even if no work has started yet. It must also cover the work of every team member working to an agreed schedule. Refer back to the last checkpoint report to make sure that you have addressed any outstanding or unresolved issues.

Follow these steps:

1. Open the PRINCE2 project.

   The properties page appears.

2. Open the Properties menu, and click Checkpoint Report.

   The checkpoint report properties page appears.

3. Click New.

   The create page appears.

4. Edit the following fields and save the changes:

   Report

   Define the name of the checkpoint report.

   ID

   Displays the PRINCE2 ID automatically generated for the report.

   PRINCE2 Stage

   Displays the current PRINCE2 stage for the project. This field displays only after saving the changes.

   Report Date

   Displays the current date, or the date of creating the report. This field displays only after saving the changes.

   Approval Status

   Displays the current approval status of this report. This field displays only after saving changes. One of the following stoplights displays:

   • New (gray stop light). The default selection when the report is not yet submitted for review.
   • Submit For Review (yellow stoplight). Displays once the report is submitted for review.
   • Approved (green stoplight). Displays if the report is approved during the review process.
   • Rejected (red stoplight). Displays if the report is rejected during the review process.

   Submit for Review

   Initiates the document review and approval process for this PRINCE2 control if selected. Submit the report after selecting the check box. This field displays only after you save changes.

   Refer to the PRINCE2 Workbook for descriptions of the following fields:

   • Period Covered
   • Follow-Ups from Previous Reports
   • Products Completed
   • Activities Performed
   • Quality Work Carried Out
   • Actual or Potential Problems/Deviations From Plan
   • Work Planned for The Next Period
   • Products to be Completed During Next Period
5. Save the changes when done.

   The checkpoint report list page of project properties appears displaying the following fields. To get the latest status, refresh the page using the browser Refresh option.

   Report

   Displays the checkpoint report name. Click a report name to drill to the checkpoint report properties page. If the report is currently in review, the fields on the page appear as read-only.

   PRINCE2 Stage

   Displays the current PRINCE2 stage for the project.

   Approval Status

   Displays the current approval status of the report.

   Report Date

   Displays the date of creating the report.

   Submitted Date

   Displays the date of submitting the report for review.

   Approval Date

   Displays the date this report was approved.

   Days in Review

   Displays the number of days passed from the day the report is submitted for review with the applicable stoplight indicator. This field is empty if the form was rejected or approved, or if the form is not yet submitted for review. The following determines which stoplight appears:

   • A green stoplight appears if Days in Review is >0 and < 5 days
   • A yellow stoplight appears if Days in Review is >= 5 and < 10 days
   • A red stoplight appears if Days in Review is >= 10 day

   Period Covered

   Displays the period covered by this report.

   Products Completed

   Displays the products completed.

   Products to be Completed During Next Period

   Displays the products planned to be completed during the next period.