project exceptions

There are 3 possibilities:
Firstly, that the impact of the change does not exceed the sub-project tolerance. In this case the decision rests with appropriate sub-project manager.
Secondly, that the impact of the change falls outside of sub-project tolerance but within project tolerance. In this case the decision rests with the overall project manager, who may wish to consult the project owner. Finally, the impact of the change may exceed the project tolerance - in which case the decision is the responsibility of the project sponsor.

Project Exceptions Report.
The change control process begins with a project exception report being raised by a member of the project team. This signifies that someone has voiced a serious concern about some aspect of the project. It may be concerned with a perceived problem or a suggestion for an improvement to an area of the work, documentation or project organization. The project exception report should be recorded in an appropriate log, allocated a unique identifier and distributed to all relevant members of the team. Designated members of the project team should investigate the cause of the project exceptions report in order that appropriate action can be recommended at the next meeting. All unresolved project exception reports are reviewed at regular meetings, called and chaired by the project manager and attended by all of the relevant team members. Following the meeting the project exceptions reports together with their recommended actions are forwarded to the project manager, whose responsibility it is to determine the status of each project exceptions report.

Document Update Request.
Once it has been assessed a project exception report may be classified as a document update request. This is a standard form that is used to update a product design to reflect how it is in its current implementation, rather than how it was in its original design. Even though the document update request indicates a change (update) to the documentation rather than a change to a product or procedure it will usually still warrant an impact analysis - in order to record the ramifications of the identified product deviation on the project as a whole. A document update request can only be raised on the authority of the Project Manager. It should refer to the project exception report which originated it and should contain sufficient detail to enable the fault it is concerned with to be recreated. The document update request should then be passed to an appropriate person to analyze it. A technical member of the team, with assistance from others as required, should perform a technical analysis on the document update request and establish the resources required for its implementation.

They should also assign the document update request with a priority rating – either: high, medium or low. The technical team member should also conduct an impact analysis to ensure no implications of the proposed change have been overlooked. A copy of the document update request should then be returned to the project manager for further action. The project manager should decide whether or not they need to refer it to the project owner for consideration, or whether they themselves can determine its status. When the status of a document update request is changed from 'outstanding' - which is its original status, it should be returned to the configuration management system. The appropriate project manager is responsible for scheduling all of the work for approved document update requests. This work must take into account all of the changes to every configuration item that requires change. This work should be monitored and if planned resources and/or deadlines may be violated then this should be brought to the attention of the overall project manager. On receiving a completed document update request the person responsible for the configuration management system should ensure that all of the products that should have been changed are returned and document this.

Change Request.
Once it has been assessed a project exception report may be classified as a change request. This is a standard form that is used to change a product design - to reflect a significant amendment to the original design. It records a proposed modification to the products to be developed, or a change in the management or technical approach adopted. A change request can only be raised on the authority of the project manager. The document should refer to the project exception report which originated it and should contain sufficient detail to enable the fault it is concerned with to be recreated. The change request should then be passed to an appropriate person to analyze it.

A technical member of the team, with assistance from others as required, should perform a technical analysis on the change request and establish the resources required for its implementation. They should also assign the change request a priority rating – either: high, medium or low. The technical team member should also conduct an impact analysis to ensure no implications of the proposed change have been overlooked. A copy of the change request should then be returned to the project manager for further action. The project manager should decide whether or not they need to refer it to the project owner for consideration, or whether they themselves can determine its status.

The appropriate project manager is responsible for scheduling all of the work for approved change requests. This work must take into account all of the changes to every configuration item that requires change. This work should be monitored and if planned resources and/or deadlines may be violated then this should be brought to the attention of the overall project manager. On receiving a completed change request the person responsible for the configuration management system should ensure that all of the products that should have been changed are returned and document this. Also for any 'outstanding' or 'held-over' change requests they should ensure the return of any configuration items that were released for this, postponed, work.

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