Exception Report 1.0.0

Exception Report

Scope

This document is produced when the forecasts stated in the Highlight Report (see post ) indicate the exceeding of the tolerances set (either in time or budget) for the current Stage and/or project plan.

Its scope consists in the official communication to the Project Board (Project’s Owner) that the actual situation needs to be tackled with modifications to the existing constraints (e.g. Scope’s reduction, delaying the delivery date or increasing the budget).

It will contain all necessary references (e.g. Project Mandate, Business Case etc.) for understanding the causes and the possible remedies that should be found within the “alternatives” proposed in the Project Mandate and developed in the “Contingency Plan”.

Quality

  1. Stating clearly the reason(s) for the deviation. Therefore, any reference to the existing documents (plans and reports) must be updated COB[1].
  2. Timeliness. As soon as the information is available, the communication has to be made in the best (most efficient from the personal viewpoint) way.
  3. Making clear reference to the Risk register entry. If it were not available, raise an Issue for the deficiency in the Risk Analysis and Management.

RACI (who does what)

Operation desc./Roles[2] Spr PM BA SME TL Prd Stkhd
Assessment of the situation C A C C R C C
Verifying that all necessary information (registers) is updated. I A C I R I I
Assessing the feasibility of the current “Contingency Plan” C A C C C C C
Compiling the Report C A R I I I C
Be ready for discussing the situation with all stakeholders (e.g. Project’s Board) C A C I I I C
Organize all necessary step for issuing (updating) the Contingency Plan C A C R I I I

Document structure

Distribution list

This kind of information can be considered highly important. Therefore, it is suggested to inform all the interested stakeholders as described in the “Communication Management Strategy”.

Registrar section

These are the key fields

Exception report ID
Risk ID Any reference to the Risk Register that will improve the Risk Analysis.
Cause A description of the cause of a deviation from the current plan

Consequences of the deviation

 They have to refer to the existing plan. In other words, what can happen with the actual trend to the established delivery date and scope –including quality?

Available options

 The reference is made to the existing or prepared ad-hoc existing “Contingency Plan”.

Effect of each option on the Business Case, risks and tolerances

 Explain which the impacts are made by the application of the “Contingency Plan” as it is.
Recommendation What it has been suggested for solving the problem or at least reducing the impact?
Issued by

Technical domains

  1. Integrated Master Plan / Schedule
  2. Stage / Work-package plan
  3. Product Description
  4. Quality management strategy
  5. Risk management strategy

Financial / Commercial domains

  1. Business Case (time to market)
  2. Cash flow
  3. Suppliers’ contracts

Notes

References

[1] Closure of business.

[2] Spr Sponsor, PM Project manager, BA Business Analyst, TL Technical Leader, Prd Producer, Stkhd Stakeholder