In PRINCE2 7, an Off-Specification is a specific type of issue that occurs when a product or deliverable fails to meet its agreed specification or quality criteria. It represents a situation where something that should have been provided by the project is either missing entirely or does not conform…In PRINCE2 7, an Off-Specification is a specific type of issue that occurs when a product or deliverable fails to meet its agreed specification or quality criteria. It represents a situation where something that should have been provided by the project is either missing entirely or does not conform to the requirements outlined in the Product Description.
Off-Specifications are formally tracked within the Issues Practice, which provides a systematic approach to capturing, assessing, and resolving problems that arise during project delivery. When an Off-Specification is identified, it must be logged in the Issue Register with all relevant details including its description, impact assessment, and proposed resolution options.
There are several ways an Off-Specification might occur. A deliverable could be incomplete, meaning certain features or components were not included. Alternatively, the product might be complete but fail to meet the quality standards defined in its Product Description. It could also represent functionality that was promised but not delivered.
When handling an Off-Specification, the Project Manager must assess its severity and determine the appropriate course of action. Options include requesting a concession from the relevant authority, which allows the project to continue with the non-conforming product, or taking corrective action to bring the product back into specification.
The authority to approve Off-Specifications depends on the tolerance levels set for the project. If the deviation falls within the Project Managers authority, they can make decisions themselves. However, if it exceeds their tolerance, the matter must be escalated to the Project Board through an Exception Report.
Proper management of Off-Specifications is essential for maintaining product quality and stakeholder confidence. By addressing these issues transparently and following established procedures, projects can manage deviations effectively while keeping all parties informed of any compromises to the original requirements.
Off-Specification in PRINCE2 Foundation v7 - Complete Guide
What is an Off-Specification?
An off-specification is a type of issue that documents a situation where a product or deliverable does not meet its agreed specification or requirements, but the project team wants to proceed anyway. It represents a forecast or actual deviation from the specification that has been agreed upon.
Why is Off-Specification Important?
Off-specifications are critical because they:
• Maintain transparency - They ensure all stakeholders are aware when products will not meet original requirements • Enable informed decision-making - The Project Board can decide whether to accept the deviation or request corrective action • Protect project integrity - They create a formal record of deviations from agreed specifications • Support accountability - Clear documentation shows what was agreed and why deviations occurred • Facilitate change control - They integrate with the overall change control approach
How Off-Specification Works in PRINCE2
The process for handling an off-specification follows these steps:
1. Identification - A team member or manager identifies that a product will not or does not meet its specification
2. Capture - The off-specification is recorded in the Issue Register with relevant details
3. Assessment - The impact is analyzed, considering time, cost, quality, scope, benefits, and risk
4. Decision - Based on authority levels, either the Project Manager resolves it or escalates to the Project Board
5. Resolution - The decision is implemented, which may include accepting the deviation or taking corrective action
Key Differences from Other Issue Types
PRINCE2 recognizes three types of issues:
• Request for Change - A proposal to change an approved baseline • Off-Specification - Something that does not meet agreed specification • Problem/Concern - Any other issue requiring management attention
Authority and Escalation
The Project Manager may have authority to accept minor off-specifications within defined tolerances. Major off-specifications that exceed tolerances must be escalated to the Project Board through an Exception Report.
Exam Tips: Answering Questions on Off-Specification
Tip 1: Know the Definition Remember that an off-specification specifically relates to a product NOT meeting its agreed specification. If a question describes a deviation from requirements, this points toward off-specification.
Tip 2: Distinguish from Request for Change A request for change is initiated when someone WANTS to change the specification. An off-specification is raised when the specification CANNOT be met or HAS NOT been met.
Tip 3: Focus on the Issue Register Off-specifications are captured in the Issue Register along with other issues. Questions may ask where they are recorded.
Tip 4: Understand Escalation Rules If an off-specification exceeds the Project Manager's authority, it must be escalated to the Project Board. Look for questions about tolerance breaches.
Tip 5: Remember the Options When an off-specification is raised, possible responses include: granting a concession (accepting the deviation), taking corrective action, or rejecting the product entirely.
Tip 6: Watch for Scenario Keywords Exam scenarios often include phrases like 'does not meet requirements,' 'fails to comply with specification,' or 'quality criteria not achieved' - these indicate an off-specification.
Tip 7: Link to Quality Theme Off-specifications are closely connected to the Quality theme and quality control activities. Questions may combine these concepts.
Common Exam Question Formats
• Identifying when an off-specification should be raised • Selecting the correct issue type from a scenario • Understanding who has authority to accept an off-specification • Knowing where off-specifications are recorded • Recognizing the relationship between off-specifications and tolerances