Project Plan Doc 4 MBA 509
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Illinois State University *
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Feb 20, 2024
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Project Management Plan: Project Risk, Communication, and Team Resource Plan
Project Assignment 4: Project Risk, Communication and Team Resource Plan
A project risk management plan is a document that helps you identify, evaluate, and plan for potential risk that could come up during your project. A project communication plan is an agreement between the project manager and stakeholders that outlines what, when, and how information will be shared key intervals. Information like status updates, task-related questions, and meeting details should be included in the written plan. A project team resource plan allows you to identify and document project roles, responsibilities, required skills, and reporting relationships. Part 1:
Prepare a risk management plan for your project. The purpose of your risk management plan to identify potential problems before they occur and impact your project objectives. On pages 2 & 3 is a template you can use to complete this assignment.
Part 2:
Prepare a communications plan. The purpose of your communication plan identifies how important information will be communicated to your stakeholders throughout the project. On page 4 is a template you can use to complete this assignment.
Part 3:
Prepare a team resource plan. The purpose of the team resource management plan is a guideline, roadmap that project managers use to allocate and manage team resources required to complete the project. On pages 5-7 is a template you can use to complete this assignment.
This assignment is worth 250 points of your grade and is part four of four requirements. Distinguished / Outstanding 250 points
Competent
175 points
Below Expectations
0-125 points
Submit deliverable by due date
Created all three project planning documents to show that
as a project manager you considered all risks that might hinder the project, communication needs for your stakeholders, and human resource needs for your project team members.
All three plans were complete, clear, and thorough where the directions and templates were followed
Submit deliverable by due date
Entered information into the plans however, the information was somewhat complete, clear, and thorough
Late submission with no communication to the instructor
The project supporting project plans were not complete
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Project Management Plan: Project Risk, Communication, and Team Resource Plan
Risk Management Plan Step One: Risk Analysis
Risk analysis involves examining how project outcomes and objectives might change due to the impact of the risk event. Once the risks are identified, they are analyzed to identify the qualitative and quantitative impact of the risk on the project so that appropriate steps can be taken to manage them. List your project’s potential risks in the space below. Determine your project’s risk impact and the probability of risk occurrence. Calculate a risk score and plot on the risk grid below. Proceed to the next page to identify your risk management plan.
Risk Event
Risk Impact
Probability of
Risk Occurrence Risk Score
1.
Time conflicts with the Logistics team.
Critical
40%
6
2.
Malfunctions with the new system.
Catastrophic
10%
5
3.
Driver or staff resignations.
Catastrophic
5%
0
4.
Inefficiencies with turning in bills of lading.
Marginal
75%
8
5.
Troubles adapting to the new system.
Marginal
80%
10
Risk Impact
High – Catastrophic
Medium – Critical
Low – Marginal Probability of Risk Occurrence
High probability - (80 % ≤ x ≤ 100%)
Medium-High probability - (60 % ≤ x < 80%)
Medium-Low probability - (30 % ≤ x < 60%)
Low probability - (0 % < x < 30%)
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3
2
1
5
4
Project Management Plan: Project Risk, Communication, and Team Resource Plan
Step Two: Risk Response Strategy For each risk identified for your project, enter the calculated score and propose a strategy. Below is a reminder of the four strategies; be specific with your strategy. Do not list what is documented below. Identify who you would assign this strategy to on your project team (including yourself). Risk Response Strategy
Date: 10/12/2023
Prepared by: Aidan Hickey
RISK
EVENT
SCORE
OPPORTUNITY
OR
THREAT
RISK
RESPONSE
ASSIGNED
TO
:
R1: Time conflicts with the Logistics team.
6
Threat
Transfer ownership to a 3
rd
party who can bear the
impact if the threat occurs.
Darren Blakely
R2: Malfunctions with the new system.
5
Threat
Transfer ownership to a 3
rd
party who can bear the
impact if the threat occurs.
Nick Stanko
R3: Driver or staff resignations.
0
Threat
Accept the threat by acknowledging; no action is taken.
Aidan Hickey
R4: Inefficiencies with turning in bills of lading.
8
Threat
Mitigate by taking action to lessen the risk and reduce probability of occurrence or impact.
Aidan Hickey
R5: Troubles adapting to the new system.
10
Threat
Proactively avoid the risk by taking proper action.
Aidan Hickey
If the risk is an opportunity and has a positive impact on the project, then consider one of the following…
If the risk is a threat and has a negative impact on the project, then consider one of the following …
Exploit the opportunity (act on it to gain the benefits) Avoid the risk from occurring by taking appropriate action
Escalate it to another source (not part of the project scope)
Escalate it to another source (not part of the project scope)
Share ownership to a 3
rd
party who can best capture the benefit(s)
Transfer ownership to a 3
rd
party who can bear the impact if the threat occurs
Enhance it to increase probability of occurrence or impact
Mitigate by taking action to lessen the risk and reduce probability of occurrence or impact
Accept the opportunity (or threat) by acknowledging; no action is taken
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Project Management Plan: Project Risk, Communication, and Team Resource Plan
Communications Plan All projects require communication between stakeholders. Communication planning is the process of laying out how communication will take place between team members and stakeholders. Creating a communication plan gives you the exact steps to follow to that everyone on the project team understands what information needs to be share, who will share it, when it must be shared, to who it must be shared with and how information must be shared.
Create your project’s communication plan. List up to 5 communication types for your project. For each communication type, determine who will initiate/send that communication, the target audience, the method or channel that will be used, and the timing/frequency.
Communication Plan
WHAT
WHO
HOW
WHEN
COMMUNICATION
TYPE
INITIATOR
/
SENDER
TARGET
AUDIENCE
METHOD
/
CHANNEL
TIME
/
FREQUENCY
Settlement Report Emails
Aidan Hickey
Douglass Logistics Drivers
Formal Written
Weekly
ACH Payment Call
Aidan Hickey
Douglass Logistics Management Team
Informal Verbal
Weekly
Financial Conference Room Meeting
Mike Deutschmann
Douglass Logistics Management Team
Formal Verbal
Monthly
Tax Code Change
Rex Chang
Illinois Department of Revenue
Formal Written
Annually
IT Microsoft Teams Messages
Aidan Hickey
UPG IT Department
Informal Written
Weekly
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Project Management Plan: Project Risk, Communication, and Team Resource Plan
Team Resource Plan
Step One: Resource Planning It’s important to select and acquire the right team members with the right skills at the right time. Outline your project’s resource needs and techniques to building and managing the team. Proceed to the next page to plan your project team.
Project Staff Acquisition What skill sets are you looking for in your project team members? Will the resources come from within the organization or from external sources?
Training Needs
What training will be required for the project team members?
Team Building What methods of team building will you deploy?
For this project, I will need individuals skilled at performing the following tasks:
Accounting
Meeting Planning
Financial Analysis
Communicating Task Objectives
Do these skills exist within your organization? Are
these resources readily available?
Internal project team members (exists within):
Mike Deutschmann
Milan Davitkov
Outsourced / 3
rd
Party project team resources:
Temporary Accountants
Outside Logistics Specialists/Consultants
To ensure the selected project resources are set up to successfully complete this project, the following training plan is in place:
At the start of the project:
Journal entry basic training
Policies and procedures refresher/training
And if needed, throughout the project, the following training will be provided:
QuickBooks training
Prophesy Dispatch training
To ensure all project team members get acquainted, continue to build relationships, and trust, and celebrate their accomplishments, the following team building methods will be planned:
Ideas for forming the team and building relationships:
Monthly event outside of work (Ex: baseball game)
Weekly meeting assessing group morale
Outlining major milestones and putting those milestones on a board
Ideas for rewarding and recognizing the team:
Reward outings for team members that achieve major milestones
Gift cards for well-performing members
Member of the month award given to a member who has put in the most effort
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Project Management Plan: Project Risk, Communication, and Team Resource Plan
Step Two: Plan Project Team
Create your project team. Identify who you will need on the project to meet the project goals. Determine their role and responsibilities, the amount of time they will dedicate to the project during its entire duration, what authority level you are providing them and for what decisions (i.e., invoice approvals, project changes, schedule changes, etc.), and when you anticipate the person to join and depart the project. Proceed to the next page to display the structure of your project team.
Project Team Member
Role
Key Responsibilities % of Time
Dedicated to
the Project
Authority Level
(Authorized to…)
Start Time
(when will they be
acquired)
End Time (when
they will be released)
Shawn Dennison
Project Sponsor
Approving policies, procedures, and financials.
30%
CFO
10/12/2023
12/1/2023
Mike Deutschmann
Project Manager
Signing off on new improvements to
the accounting procedures and policies, as well as the financials.
50%
Controller
10/12/2023
12/1/2023
Aidan Hickey
Project Lead
Creating a new, improved schedule and system for Douglass Logistics’ accounting.
90%
Staff Accountant
10/12/2023
12/1/2023
Milan Davitkov
Project Team Member
Finding process improvements and efficiencies to the new system.
25%
Senior Staff Accountant
10/12/2023
12/1/2023
Adam Wallace
Project Team Member
Analyzing whether the changes are adding or taking away from the efficiency of the new system.
25%
Staff Accountant
10/12/2023
12/1/2023
Emma Ilukhin
SME
Advise on various accounting related matters as they appear over the course of the project.
25%
Staff Accountant
10/12/2023
12/1/2023
Bruce Zohfeld Project Coordinator
Communicating and implementing the changes to the Logistics division
of Douglass Logistics.
40%
VP of Logistics
10/12/2023
12/1/2023
6 | P a g e
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Project Management Plan: Project Risk, Communication, and Team Resource Plan
Step Three: Project Organization Chart
Display the reporting structure of your project team so that you show the reporting structure of your project team members and project leads. Your reporting structure can be represented in three ways: Hierarchy org chart, matrix, or text. You can create the project team structure in PPT and take an image of it and paste into the space below or use insert the matrix or text approach in the space below.
7 | P a g e
Aidan Hickey
Staff Accountant
Emma Ilukhin
Staff Accountant
Adam Wallace
Staff Accountant
Milan Davitkov
Senior Staff Accountant
Shawn Dennison
CFO
Bruce Zohfeld
VP of Logistics
Mike Deutschmann
Controller