In PRINCE2 7, the 'Capture and examine issues and risks' activity within the Controlling a Stage process is the primary mechanism for managing deviations and changes. An issue is defined as any relevant event that has happened, was not planned, and requires management action. They are categorized a…In PRINCE2 7, the 'Capture and examine issues and risks' activity within the Controlling a Stage process is the primary mechanism for managing deviations and changes. An issue is defined as any relevant event that has happened, was not planned, and requires management action. They are categorized as Requests for Change, Off-specifications, or Problems/Concerns.
The process involves two distinct steps:
1. **Capture**: The Project Manager must formally record the issue. Minor issues may go into the Daily Log, while formal issues are recorded in the Issue Register. An Issue Report is created to describe the issue clearly. This step ensures that nothing is lost and an audit trail is maintained.
2. **Examine**: The Project Manager acts to understand the issue's impact. This involves assessing how the issue affects the six performance targets of the current Stage Plan and the overall Project Plan: time, cost, quality, scope, benefits, and risk. Crucially, the Project Manager checks the impact against the Business Case and sustainability targets.
During examination, the Project Manager prioritizes the issue (often using MoSCoW) and assesses its severity. The critical decision point is checking against **tolerances**. If the proposed solution to the issue can be executed within the agreed Stage Tolerances, the Project Manager can take corrective action. However, if the issue is forecasted to breach stage tolerances, it becomes an 'Exception.' In this case, the Project Manager cannot decide unilaterally; they must escalate to the Project Board via an Exception Report to seek direction.
Guide: Capture and Examine Issues (Controlling a Stage) - PRINCE2 Practitioner v7
Overview In the PRINCE2 v7 Controlling a Stage process, the Project Manager is responsible for day-to-day management, which includes handling unplanned events. Capture and Examine Issues is the specific activity where the Project Manager reviews issues and risks that have arisen, ensuring they are properly understood before any action is taken.
Why is it Important? This activity is the defense against scope creep and uncontrolled change. It ensures that decisions are data-driven rather than reactive. By capturing and examining issues, the Project Manager ensures that the impact on the project's six performance targets (Time, Cost, Quality, Scope, Risk, and Benefits) and the Business Case is fully assessed prior to implementation.
How it Works: The Process This activity typically follows the initial steps of the Issue and Change Control procedure: 1. Capture: The issue is formally recorded in the Issue Register. If the issue is handled informally, it may be noted in the Daily Log, but for Practitioner exams, usually assume formal registration. 2. Categorize: The Project Manager must determine the type of issue: - Request for Change (RFC): A proposal for a change to a baseline. - Off-specification: Something currently missing or incorrect (a failure to meet requirements). - Problem/Concern: Any other issue that the PM needs to resolve or escalate. 3. Assess: The PM performs an Impact Analysis to see how the issue affects the Stage Plan, Project Plan, Business Case, and Project Risks. Priority and severity are assigned at this stage.
Exam Tips: Answering Questions on Capture and Examine Issues To answer Practitioner questions correctly, look for these specific cues in the scenario:
1. Classify the Issue Correctly Many questions ask you to identify how to log an event. If the customer asks for a new button on a website, answer Request for Change. If the supplier calls to say the server is broken, answer Off-specification. If a team member is worried about a deadline, answer Problem/Concern.
2. Distinguish 'Examining' from 'Proposing' Be careful with the timeline. If the question asks what the PM should do immediately after an issue is raised, look for answers related to Impact Analysis or updating the Issue Register. Do not select answers involving 'implementing a fix' or 'updating the Plan' yet—those actions happen in the subsequent activity (Propose Corrective Action).
3. Check Authority Levels Part of 'Examining' is determining if the issue is within the Project Manager's tolerance. If the scenario suggests the change is expensive or risky, the correct answer usually involves preparing information for the Change Authority or Project Board, rather than the PM making the decision alone.