Managing a Stage Boundary

Question 1

The project is approaching the end of stage 3 and the ‘artwork’ is taking longer to produce than expected. As a result, an exception report has been sent to the project board. The project board has decided to follow the recommendation of the project manager to increase the time tolerance for the stage.
When should the ‘managing a stage boundary’ process be used next?

Answer 1

When preparing the stage 4 plan for approval by the project board.
Correct. As the tolerance has been increased for the current stage, the next action to take would be corrective action. Therefore, the next use of the ‘managing a stage boundary’ process will be when planning the next stage. Ref 17.4.8, 19.4.1

Question 2

This project is part of a larger programme. An exception plan has been produced during the final stage because there has been a delay in the registering of the ‘artwork’. The stage will be delayed, however the project will be completed within the time tolerance set.
Which role, or combination of roles, should approve this exception plan?

Answer 2

Project board.
Correct. Exception plans must be produced to show the actions required to recover from or avoid a deviation from agreed tolerances in the project plan or a stage plan. If a stage plan is being replaced, this needs the approval of the project board. The exception plan has been produced for the final stage, so it must be submitted to the project board. The stage-level exception does not threaten project tolerance, so does not need to be referred to the programme level. Ref 9.2.1.3, tab 19.5

Question 3

Late in stage 3, the project manager has reported that the ‘artwork’ is going to take longer to produce than planned, and the stage is likely to exceed time tolerance. As a result, the project board has requested an exception plan and also wants to establish the status of the current stage.
What action should the project manager take, and why?

Answer 3

Prepare an end stage report, because the project board have asked what is outstanding for stage 3.
Correct. If requested by the project board, an end stage report should be produced in response to the exception report and to accompany the exception plan. The end stage report will include the activities carried out to date. Ref 19.4.4

Question 4

Stage 3 is in exception. The project board has requested an exception plan from the project manager, who has triggered the ‘managing a stage boundary’ process as a result.
Which action is OPTIONAL?

Answer 4

Prepare an end stage report.
Correct. For an exception plan, depending on the point within the management stage when the exception occurred, it may be appropriate to produce an end stage report for the activities to date. Whether this is required will be advised by the project board in response to the exception report. Ref 19.4.4

Question 5

A stage-level exception was identified while recording the sample songs. As a result, the project board instructed the project manager to prematurely close the stage and create a plan to combine the remainder of stage 2 together with the production of the ‘recorded album’ and the ‘artwork’.
Which activity should the project manager carry out in order to produce the combined plan?

Answer 5

Produce an exception plan.
Correct. The stage is in exception. The project board has asked the project manager to produce a plan to replace the remainder of the current stage and incorporate some additional products originally expected to be created during stage 3. The project manager is therefore producing an exception plan, not the next stage plan. Ref 19.4.5, 19.4.1

Question 6

During stage 2, it is found that the graphics design company is in financial difficulty. As a result, another supplier is selected to produce the ‘artwork’ and their account manager is asked to join the project board as a senior supplier with immediate effect.
Is this appropriate, and why?

Answer 6

No, because changes to roles should happen at a stage boundary unless there is an exception.
Correct. As part of ‘plan the next stage’ activity in the ‘managing a stage boundary’ process, the components of the project initiation documentation are reviewed. This is the right time for reviewing and, if necessary, updating any change in the project management team or their role descriptions (in particular the situation with regard to external resources or suppliers). In the situation described there is no urgency or exception that would require an immediate change. Ref 19.4.2