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PRINCE2 (TM) Exception Report by Mind Map: PRINCE2 (TM) Exception
Report
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PRINCE2 (TM) Exception Report

Document information

Project Name

[name]

Date

[date]

Release

Draft/Final

Author

[author]

Owner

[owner]

Client

[client]

Document Number

[number]

Revision, Approvals & Distribution

Revision History, Revision # [....], Revision Date, [date], Previous Revision Date, [date], Summary of Changes, [change], Changes Marked, [change mark], Revision # [....], Revision Date, [date], Previous Revision Date, [date], Summary of Changes, [change], Changes Marked, [change mark], Revision # [....], Revision Date, [date], Previous Revision Date, [date], Summary of Changes, [change], Changes Marked, [change mark], Date of next revision:, [....]

Approvals, Approval # [....], Name, [name], Signature, [signature], Title, [title], Date of Issue, [date], Version, [version], Approval # [....], Name, [name], Signature, [signature], Title, [title], Date of Issue, [date], Version, [version], Approval # [....], Name, [name], Signature, [signature], Title, [title], Date of Issue, [date], Version, [version]

Distribution, Distribution # [....], Name, [name], Title, [title], Date of issue, [date], Version, [version], Distribution # [....], Name, [name], Title, [title], Date of issue, [date], Version, [version]

Overview

Purpose

An Exception Report is produced when a Stage Plan or Project Plan is forecast to exceed tolerance levels set. It is prepared by the Project Manager in order to inform the Project Board of the situation, and to offer options and recommendations for the way to proceed.

Contents

The Exception Report should cover the following topics.

Title

Cause

Consequences

Options

Recommendation

Lessons

Advice

The Exception Report is derived from the: Current plan and actuals; Issue Register, Risk Register and Quality Register; Highlight Reports (for stage/project-level deviations) or Checkpoint Reports (for team-level deviations) and Project Board advice of an external event that affects the project.

An Exception Report can take a number of formats, including as an Issue raised at a minuted progress review (physical meeting or conference call), as a document or email issued to the next-higher level of management or as an entry in a Project Management Tool. For urgent exceptions, it is recommended that the Exception Report is oral in the first instance, and then followed-up in the agreed format.

The following quality criteria should be observed:, The current plan must accurately show the status of time and cost performance, The reason(s) for the deviation must be stated, the exception clearly analysed, and any impacts assessed and fully described, Implications for the Business Case have been considered and the impact on the overall Project Plan has been calculated, Options are analysed (including any risks associated with them) and recommendations are made for the most appropriate way to proceed, The Exception Report is given in a timely and appropriate manner.

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How to complete this template

Complete the sections in square brackets, [....]

Read these sections for help on the template, Purpose, Advice

Navigate using the links in Contents, Contents

Attribution

Copyright © AXELOS Limited 2009. All rights reserved. Material is reproduced with the permission of AXELOS

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Report

Title

An overview of the exception being reported

[Given overview of the exception being reported]

Cause

A description of the cause of a deviation from the current plan

[Describe the cause of the deviation from the current plan]

Consequences

What the implications are if the deviation is not addressed for; The project; Corporate or Programme Management

[Describe what the implications are if the deviation is not addressed for; The project; Corporate or Programme Management]

Options

What are the options that are available to address the deviation and what would the effect of each option be on the Business Case, risks and tolerances

[Describe the options that are available to address the deviation and what would the effect of each option be on the Business Case, risks and tolerances]

Recommendations

Of the available options, what is the recommendation, and why

[From available options, provide a recommendation, and explain why]

Lessons

What can be learned from the exception, on this project or future projects

[Detail what can be learned from the exception, on this project or future projects]