Producing an Exception Plan

A stage is deemed to be in exception as soon as current forecasts for the end of the stage deviate beyond the delegated tolerance bounds. The project is in exception if the whole project is likely to go beyond tolerance bounds.

If either stage or project is forecast to deviate beyond its agreed tolerance boundaries, it no longer has the approval of the Project Board. A new plan must be presented to take the place of the current plan.

Context

The deviation should have been recognised during Controlling a Stage. The Project Manager will have brought the situation to the attention of the Project Board through an Exception Report. The Project Board will have requested the Project Manager to produce an Exception Plan. The Exception Plan will then be presented to the Project Board at a Mid-Stage Assessment.

Process Description

If a stage or the project is forecast to go outside the tolerances agreed with the Project Board when the plan was approved, and the situation cannot be rectified, the Project Manager has no further mandate to carry on with the work. The Project Board must be advised of the situation at the earliest possible moment.

The Exception Plan will have the same structure as other PROMISE plans. It should run from the present time to the end of the stage. If it is the Project Plan that is in exception, a revised Project Plan should be created, taking into account the actuals to date.

Responsibilities

The Project Manager is responsible for producing Exception Plans with the help of any project support, and would work with those responsible for project assurance to check it.

Information Needs

Management information	Usage	Explanation
Current Stage Plan	Input	This is the plan from which the deviation has occurred and which will define the tolerances and the extent of the deviation. It can also be used to extrapolate what would happen if the deviation were allowed to continue
Issue Log	Input	This may contain details of the reasons for the project or stage going into exception
Actions Log	Input	Contains details of all actions raised, whether open or closed.
Exception Report	Input	This warning should have been sent to the Project Board at the first indication of a probable deviation. It is the trigger for the start of this process
Risk Log	Update	What is the impact of the deviation and Exception Plan on the risks?
Exception Plan	Output	The product of this process, a plan which replaces the current Stage Plan

Key Criteria

	Has the deviation adversely affected the Business Case for the project?
	What extra risks does the approved option bring?