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Institutionalizing Exception Monitoring

By Tam Perepa June 27, 2018 by Reveal
Configuring Exceptions

There are several challenges in an oVo® project especially when it comes to the Realization phase leading up to the Sustain phase. The challenges we face are predominantly people-centric and like it or not that is a make or a break kind of deal in terms of whether we can help the Process Aligned Team accomplish their project objectives.

The challenges we face are typically around PAT discipline, commitment and focus on consistently performing exception monitoring and house-keeping activities. PAT Go To (and rest of the leadership team) is best seen owning, driving or directing the PAT to stay focused on daily rigor. The short supply of such a commitment to management poses an interesting conundrum for Reveal.

Typical Challenges in the Realization Phase:

Daily PAT sessions will indicate if the Realization phase is challenging for the team. Some of the telltale signs that this phase is proven to be challenging are:

  • Lack of focus and divided attention by the PAT members
  • Irregular attendance by the core PAT members
  • Frequent absences, distractions with a computer, phone, etc.
  • Lack of progress with exception monitoring, housekeeping, and optimization
  • Static cost avoidance tracker
  • The phase feels like Business Engagement – education sessions
  • The team is not solid-footed to get going through realization activities on own

Acknowledgment that the team checks off some or all of these points would result that the team is not accomplishing the goals as set out in targets.


Identification and early course correction is the most optimal way to address the challenges of institutionalizing exception monitoring as a daily habit.

A creative, forward approach is to provoke change through a challenge to the PAT: a simple workflow sheet for daily activities for Process Aligned Team is developed and kept at the forefront of all the sessions as a reminder:


Starting this tool from the beginning of the Realization phase and continually referring the team to it on a daily basis is the only way of drilling down the process into a habit. This was corroborated by forming cross-functional groups to own each asset. In turn, this closes all the loops in the process.

In conclusion, Exception Monitoring is a habit that needs to become second nature to PAT’s daily functions. The introduction of a simple, yet effective process of steps that breaks down the tasks in a manageable way is critical to ensuring the success of our efforts. It is also important that each task has a definite and measurable milestone to accomplish so that ownership and accountability can be assigned.


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