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PRINCE2 - Controlling a Stage (CS) part 4



Capturing Project Issues (CS3)

Fundamental principles

Problems, queries and changes will occur throughout a project in a haphazard manner.
These must be recorded in a consistent and reliable way.
In this way they can be assessed and managed properly.

Project Issues must be captured and not forgotten if no immediate solution exists.

Context

This information can come from a wide variety of sources (both internal and external) and will be ad hoc in nature.

This sub-process provides information to go forward to Examining Project Issues (CS4) and should be read in conjunction with Change Control and the Change Control Technique.

This sub-process provides the entry point for all external stimuli such as changes of scope, notification of problems or advice of new risks.

Process description

The objectives are to capture, log and categorise all Project Issues.

This involves several steps:

Enter all Project Issues in the Issue Log as soon as they are identified. (See Change Control Technique for suggestions on method).

Assess whether the Project Issue is:

  1. A Request for Change
  2. An Off-Specification
  3. A new risk
  4. A general issue

See Change Control for an explanation on the types of Project Issue.

Suggested structures for a Project Issue and an Issue Log are given in the files ‘Project issue.doc’ and ‘Issue log.doc’ which are in the product package.

Any relevant information from the Project Board should be captured as a Project Issue on receipt.

Responsibilities

The Project Manager is responsible for this sub-process with a Project Support role (Configuration Librarian) may be nominated to act as the central focus for receiving and documenting Project Issues.

Information needs
Management information Usage Explanation
New Project Issues Input Any Project Issues being raised against the project from whatever source to be logged in the Issue Log and the type of Project Issues to be decided.
Issue Log Update Repository of all Project Issues and their status.

These are given in tabular form in the file ‘CS3 capturing project issues.doc’ in the product package.

Key criteria

  • Are all significant Project Issues being documented?
  • Is this a new Project Issue or a previous one differently worded?
  • Is the source of the Project Issue identified?
  • Does the Project Issue affect the Project Plan as well as the Stage Plan?
  • Is the Project Issue an enquiry that can be answered without changing the Stage Plan?

On occasion the Project Issue may be too complex and require splitting into several smaller Project Issues.

If the project is part of a programme the Project Issues must be copied into them so that they can assess the impact on the programme or an other related projects.

Even if a Project Issue seems simple it is still worth recording it and the response for later auditing purposes.

Non - PRINCE2 information

This product contains EVERYTHING in the publications:

Managing Successful Projects with PRINCE2 - 2005 edition
Managing successful Projects with PRINCE2 – 2009 edition
Directing Projects with PRINCE2.
plus:
The Complete Project Management package.

And much more besides - at a fantastic price.