Give Advice
objectives inputs & outputs approach actions exceptions checklist texts
Objectives top
To consider the Project Manager’s routine Status Reports and check that the Project is running according to its Authorised Plan. To Approve these Reports. To discuss and clarify Issues (Changes) and Exception Reports and to issue instructions for appropriate action. To review, Approve, and Authorise an Exception Report when the work to assess and plan its impact does not fall within a Project Manager's Tolerances. To review, and Approve a Change, and to review, Approve, and Authorise a Supplementary Change, when the work to assess and plan the main Change's impact does not fall within a Project Manager's Tolerances. To act as a forum for the exchange of information and advice.
Inputs and Outputs top
|
Inputs |
Outputs |
|
Project Status Report or Highlight Report (draft) |
Project Status Report or Highlight Report (Approved or rejected) |
|
Issue Record (Change) |
Issue Record (Change) Approved (including Authorised expenditure for impact assessment) |
|
Exception Report (draft) |
Exception Report (Approved or rejected) |
|
Risk Folder updated |
|
|
Lessons Learned Log updated |
Approach top
What can happen?
Execution of this Process Step may be arranged:
- for a routine discussion with no specific agenda
- for a non-routine discussion to consider concerns of the Project Board or the Project Manager
- specifically to consider a routine Status Report (a Project Status Report - PSR - or a Highlight Report). The Report may also be an Exception Report. The Project Manager will present the Report, which will then be discussed by those present before deciding on what is to be done
- to review and Approve Issue Records that are Changes (see Manage Issues)
- to Authorise a Supplementary Change for a Change where the Project Manager's Tolerances will not cover assessing its costs (see Analyse Impact of Issue). The Project Manager will present the Change and the Supplementary Change, which will then be discussed by those present before deciding whether to Authorise the Supplementary Change.
Routine and non-routine discussions
Occasional discussions without a fixed agenda can be very helpful for all those involved in managing a Project. They can be used to explore options for dealing with potential problems, for checking assessments and assumptions about the Project and to seek help in implementing decisions that have already been taken.
Considering a routine Status Report
In the case of a routine Status Report, the Board’s objective is to satisfy itself that the Project is running within its Authorised Tolerances. If it is satisfied, the Board will Approve the Status Report and its circulation.
Reviewing an Exception Report
The Project Board and Project Manager will review an Exception Report to establish how it will affect the Project. Once the Project Board is satisfied, it will instruct the Project Manager to prepare an Exception Plan for corrective action.
If planning an Exception is outside the Project Manager's Tolerances
If the estimated costs of preparing the Exception Plan do not fall within the Tolerances in the Project Manager’s Job Description, having Approved the Exception Report, the Project Board will Authorise expenditure of the effort needed to prepare the Exception Plan, and agree a date for later submission for Authorisation of the draft Exception Plan and any other Plan(s) which have been affected.
If costing a Change is outside the Project Manager's Tolerances
For a Change which has significant impact, the effort needed to work out its costs and plan the work (see Analyse Impact of Issue) may be outside a Project Manager's Tolerances. If so the Project Manager must submit to the Project Board both the Change and a supplementary Change. Having reviewed and Approved both Changes, the Project Board will Authorise the Supplementary Change to cover the additional expenditure needed to assess and plan the work of the "main" Change.
Rejection of Recommendations
The Project Board may not accept the Project Manager’s Recommendations, asking that they be revised or even rejecting them outright. In the first case the Project Manager will be asked to revise and resubmit the Status Report, Exception Report or Issue Record. If an Exception Report is rejected the Project Manager may be asked to revise it or instructed to withdraw it and proceed with normal End Phase/Stage reporting (see Recommend Next Activity).
Potential Lessons Learned
The occurrence of Exceptions may be a reason for adding an entry to the Lessons Learned Log
Actions top
|
Item |
Responsible |
Action |
|
1 |
Project Manager |
Submit and present a Project Status Report, Highlight Report, Exception Report or Issue Record |
|
2 |
Project Board and Project Manager |
Review the Project Status Report, Highlight Report, Exception Report, or Issue Record together with the Risk Folder |
|
3 |
Project Board |
Update the Risk Folder if required |
|
4 |
Project Board |
1. Approve the Project Status Report, Highlight Report, Exception Report or Issue Record (by signing it) and/or; 2.Authorise a supplementary Change (signed by the Project Executive) |
|
5 |
Project Manager |
If appropriate update the Lessons Learned Log |
Exceptions top
|
Exception 1 : A supplementary Change is unacceptable |
|
Item |
Responsible |
Action |
|
1 |
Project Board |
Reject (with reasons) the draft supplementary Change, pending its revision and resubmission |
|
Exception 2 : A Status Report is unacceptable |
|
Item |
Responsible |
Action |
|
1 |
Project Board |
Reject (with reasons) the draft Status Report pending its revision and resubmission |
|
Exception 3: An Exception Report is rejected |
|
Item |
Responsible |
Action |
|
1 |
Project Board |
Reject (with reasons) the draft Exception Report, and instruct the Project Manager to withdraw it and proceed with normal End Phase Reporting |
|
2 |
Project Manager |
Withdraw the Exception Report and resume normal End Phase/Stage activities (see Recommend Next Activity) |
|
Exception 4 : An Exception Report is not acceptable |
|
Item |
Responsible |
Action |
|
1 |
Project Board |
Reject (with reasons) the draft Exception Report pending its revision and resubmission |
|
2 |
Project Manager |
Revise and resubmit the Exception Report |
Checklist top
None
Texts top
None