PRINCE2 Next stage plan and Exception Plan
As a project approaches the end of a current stage, the project manager must produce the Stage Plan for the following management stage. It is important to remember that the project manager should be seen as a facilitator in this respect and not attempt to create the plan independently.
The project manager will want to involve and consult with other vital roles, including the specialist team, the project board, project assurance, and any other stakeholders who can add value and need to be involved.
PRINCE2 will use the product-based planning technique at the start of creating the next Stage Plan or an exception plan and then add other aspects of the document, such as activities, resources, controls, etc.
Stage Plan and Exception Plan – updating the PID
The first step in preparing the Stage Plan or exception plan is to review the components of the Project Initiation Documentation, and this may include updating the following:
Check whether changes are needed to the customer’s quality expectations, acceptance criteria or the project approach.
Next, the nine strategy documents should be reviewed and updated if necessary to ensure that the approaches remain appropriate, and this should also include the use of controls in the next stage.
As a result of performing product-based planning, new or modified Product Descriptions and Configuration Item Records will need to be created, along with the Product Breakdown Structure and Product Flow Diagrams for the next stage.
Different specialist products will need to be created as the project progresses through its various stages. For this reason, the project management team and their role descriptions should be checked and updated if required.
For example, the next stage plan or exception plan may use a different supplier, and that organisation may want to be included on the project board as a Senior Supplier.
The Project Plan must be reviewed as it will contain high-level detail that will be extrapolated into the next Stage Plan or exception plan. However, as a result of the end of the current stage, the Project Plan will need to be updated with the latest actual data and future forecasts.
The Issue and Risk Registers should be reviewed to ensure any actions or responses are either dealt with at this point or included along with their associated resources within the next Stage Plan or exception plan. Both registers should be updated as appropriate.
As a result of creating the schedule within the next Stage Plan or exception plan, key quality management activities and their target review and approval dates for each product should be added to the Quality Register.
Should the stage or project no longer have the forecast to be complete within tolerances, then it no longer has the approval of the project board.
If, after receiving an Exception Report, the project board requests an Exception Plan, this point marks the end of the current stage. Therefore, if the Exception Plan is approved, it marks the next stage’s start.
Apart from the difference in creating an Exception Plan rather than a next Stage Plan, all of the above activities will still need to be carried out.
The only difference is that the Exception Plan will be approved at an Exception Assessment rather than the expected End Stage Assessment.
As a project approaches the end of a current stage, the project manager must produce the Stage Plan for the following management stage. It is important to remember that the project manager should be seen as a facilitator in this respect and not attempt to create the plan independently.
The project manager will want to involve and consult with other vital roles, including the specialist team, the project board, project assurance, and any other stakeholders who can add value to the next stage plan or exception plan and need to be involved.
PRINCE2 will use the product-based planning technique at the start of creating the next Stage Plan (or exception plan if needed) and then add other aspects of the document, such as activities, resources, controls, etc.
The first step in preparing the Stage Plan or exception plan is to review the components of the Project Initiation Documentation, and this may include updating the following:
Check whether changes are needed to the user’s quality expectations, acceptance criteria or the project approach.
Next, the nine management approach documents should be reviewed and updated if necessary to ensure that the approaches remain appropriate, and this should also include the use of controls in the next stage.
As a result of performing product-based planning, new or modified Product Descriptions and Configuration Item Records will need to be created, along with the Product Breakdown Structure and Product Flow Diagrams for the next stage plan or exception plan.
Different specialist products will need to be created as the project progresses through its various stages. For this reason, the project management team and their role descriptions should be checked and updated if required.
For example, the next stage plan or exception plan may use a different supplier, and that organisation may want to be included on the project board as a Senior Supplier.
The Project Plan must be reviewed as it will contain high-level detail that will be extrapolated into the next Stage Plan. However, as a result of the end of the current stage, the Project Plan will need to be updated with the latest actual data and future forecasts.
The Issue and Risk Registers should be reviewed to ensure any actions or responses are dealt with at this point or included along with their associated resources within the next Stage Plan. Both registers should be updated as appropriate, and appropriate activities should be added to the next Stage Plan or Exception Plan.
As a result of creating the schedule within the next Stage Plan, key quality management activities and their target review and approval dates for each product should be added to the Quality Register.
Should the stage or project no longer have the forecast to be complete within tolerances, then it no longer has the approval of the project board.
If, after receiving an Exception Report, the project board requests an Exception Plan, this point marks the end of the current stage. Therefore, if the Exception Plan is approved, it marks the next stage’s start.
Apart from the difference in creating an Exception Plan rather than a next Stage Plan, all of the above activities will still need to be carried out. The only difference is that the Exception Plan will be approved at an Exception Assessment rather than the expected End Stage Assessment.
PRINCE2® 7 Foundation and Practitioner
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The PRINCE2 Foundation examination assesses your knowledge and comprehension of the PRINCE2 project management methodology as detailed in the syllabus. The PRINCE2 Practitioner examination, on the other hand, gauges your ability to apply and tailor the PRINCE2 method. Candidates who pass the Practitioner exam should be able to start implementing the method on an actual project with some guidance. However, their effectiveness may differ based on their experience in project management, the complexity of the project, and the level of support they receive in their work environment.
