Create PRINCE2 Project › Create Exception Report

Create Exception Report

The PRINCE2 project manager creates an Exception report when a project team, stage, or plan appears to exceed tolerance levels set by the Project Board members. The report serves to both inform the Board members of the situation and obtain direction from them.

Follow these steps:

1. Open the PRINCE2 project.

   The properties page appears.

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

   The exception report page appears.

3. Click New.

   The create page appears.

4. Define the following fields and save the changes:

   Report Name

   Define the name of the exception report.

   ID

   Displays the PRINCE2 ID automatically generated for this 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.

   See the PRINCE2 Workbook for descriptions of the following fields:

   • Description of Deviation
   • Cause of the Deviation
   • Consequences of the Deviation
   • Available Options
   • Options Appraisal
   • Project Manager's Recommendations

5. Save the changes.

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

   Report

   Displays the report name. Click a report name to drill to the properties page. If the report is currently being reviewed, the fields on this page are read-only.

   PRINCE2 Stage

   Displays the current PRINCE2 Stage for the project.

   Approval Status

   Displays the current approval status for 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 of approving the report. If not approved, the field is empty.

   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

   Description of Deviation

   Displays the description of deviation for the report.

   Cause of the Deviation

   Displays the cause of the deviation for the report.