ExceptionReport.PDF

TEMPLATE FOR

EXCEPTION REPORT

PRINCE 2 Method

HOW TO USE THIS TEMPLATE:

Introduction:

The template reflects the steps set out in the PRINCE 2 Method and is designed to prompt

the Project Manager and help in the creation of the Exception Report. The Product Outline

for the Exception Report can be found at Appendix A of the PRINCE 2 Manual.

Loading the file:

This template has been produced using Microsoft Word 97. To use it, load up the file

either from the Launch Pad or directly from the Directory (Launch2) (the filename is

“EXREPT.DOC”) and starting from page 1 follow the prompts (in [...] brackets).

Completing The Exception Report

Prior to printing, you should should delete all [....] prompt text. The Exception Report

should be sent to the Project Board Members as soon as possible and by the quickest

route; it might be appropriate to discuss the content with the Executive immediately. The

Processes that describe the Exception procedures are “Escalating Project Issues (CS 8)”

and “Giving Ad-Hoc Direction (DP4)”. Appendix A and the Controls Component also

provide information on the procedure.

Saving the Exception Report under its own name:

Save the Exception Report by selecting the “SAVE-AS” commands; this will avoid

overwriting the standard template. You must specify your own Project Directory – Launch

Pad will not do any “housekeeping” for you.

Closing the Publication:

On closing MSWord, you will be returned to the Launch Pad or Windows.

[PURPOSE OF THE EXCEPTION REPORT:]

[An Exception Report is produced when the costs and/or timescales for an approved Stage Plan are forecast

to exceed the Tolerance levels set by the Project Board. It is produced by the Project Manager to inform the

Project Board members of the Exception that has occurred and to obtain direction].

EXCEPTION REPORT (Use to obtain direction from the

Project Board following a significant deviation from an approved Stage Plan)

Document Ref & Version No:

Programme:

Project:

Author:

Date:

Purpose:

[A statement of the purpose of the Exception Report. The following is a “standard format” that may be used

or adapted by the Project Manager:]

This document has been produced to notify the Project Board of a significant deviation from

the approved Management Stage Plan. Its purpose is to provide sufficient information for the

Project Board to give direction (premature closure of the project, creation of an Exception

Plan or other appropriate action.

Description of the Deviation:

[A brief statement of the Exception – forecast to exceed Tolerance, major modification to the work or outcome

]

Cause of the Deviation:

[The reason for the Exception].

Consequences of the Deviation:

[The impact the deviation has on the Management Stage, Project and any other interfaces]

The Available Options:

[A straightforward list of the options that have been considered to get the Management Stage back on course.]

Options Appraisal:

[The effect each option has on the Business Case, Risks, Project and Management Stage Tolerances.]

Recommendations

[Firm recommendations by the Project Manager, based on the information above]

Additional Comment:

[Add any additional information to be brought to the Project Authority’s/Project Board’s attention.]

Decision by the Project Board Member:

[Each individual member of the Project Board must provide a recommended action based on the information

provided by the Project Manager. This will provide direction to the Project Manager for the next action.]

Direction from the Project Board Member:

Name:

Role:

Premature Close:

Comment:

Decision:

Produce Exception Plan

Comment

Comment:

Other:

[ Check this document against the following Quality Criteria:

1. Does the Current Stage Plan show the current status of budget and schedule?

2. Are the reasons for the deviation adequately stated for decision support?

3. If an Exception Plan accompanies this document, does it include both Gantt Plans and

a Resource Report?]

Project Manager’s Signature:

Date:

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