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MPM344 Project Risk Management Replacing Computers in an Office Building Kristina Dorrough 5/21/18

2 Table of Contents Project Outline ................................................................................................................................. 3 Project Description ...................................................................................................................... 3 Method (Agile or Waterfall) ........................................................................................................ 3 Overall Risk Management Strategy ............................................................................................. 3 Risk Categories ............................................................................................................................ 5 Project Risk Identification ............................................................................................................... 6 Project Risks ................................................................................................................................ 6 Risk Register ................................................................................................................................ 7 Project Risk Analyses ...................................................................................................................... 8 Qualitative Risk Analysis ............................................................................................................ 8 Quantitative Risk Analysis .......................................................................................................... 9 Project Risk Response Strategy ..................................................................................................... 10 Risk Response Strategy ............................................................................................................. 10 Project Risk Controlling ................................................................................................................ 11 Plan for Reviewing Risk Responses .......................................................................................... 11 Identification of New Risks ....................................................................................................... 11 Project Risk Communications Plan ............................................................................................... 12 Communications Matrix ............................................................................................................ 12 Memo to the Project Sponsor .................................................................................................... 12 References ...................................................................................................................................... 13

3 Project Outline Project Description A business has decided to replace all its existing computers with newer computers to stay up-to-date and increase production. The first step is to review the project and its intended use for the business. The clients should be a part of the planning and reviewing of the project to verify it meets their required specifications. The business currently supports bulky and outdated computer systems running Windows XP. To increase business functionality and production, the company has decided to upgrade to newer desktops and update their operating system to Linux (Ubuntu). Method (Agile or Waterfall) The method that will be used during this project will be the agile method. With the Agile method, the company will be able to project what risks might occur and prepare in advance, and focus on continuous improvement. Using this project management method will function on team input and delivering quality projects. Continuous delivery of the software will help determine if the customer is satisfied with the direction the company will take. Having face-to-face interactions will help determine exactly what the customer wants and if the project is successful according to their specifications. Following the 12 principles and Roadmap to Value (Layton) will give the project a guideline to help distribute the project in a timely and accurate manner. Overall Risk Management Strategy The Roadmap to Value has seven stages that outline a strategy for the overall risk management. Stage one has already been addressed; Determine the clients project specifications and plan to give continuous improvement. Stage two is to create structured plan for the development of the project. In our current project, the client has already determined what

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4 upgrades they want for their business, as well as the system that will be used. The plan for development is to create a plan of action:  Decide which brand will be used (Asus, Acer, Dell, HP, etc.)  Determine the Operating System that will be used (Windows, Linux, Apple)  Buy the products (Hardware and software)  Back up all data on current systems  Replace the current computers with the new systems  Replace data on new system  Continue to improve system over time In stage three, the client determines a deadline for the project, but also develops a time line of each step created in stage two. The client has asked for each step to be completed as quickly as possible to have the job completed in 30 days. The client will be handing the project off to a software manager/developer to get all the necessary programs and other information installed. Stage four is planning how long each step will take, which should be paced to assure quality. Stage five counts on all individuals involved in the project coming together daily to work together on completing the task. The team will discuss what they will be working on each day:  Week One: Determine brand and operating system  Week Two: Order the products and back up all current data  Week Three: Replace the current systems and replace the data  Week Four: Work out any issues and make plan for continuous improvements Stage six will have the team review at the end of each week on what has been done and any issues that may have occurred during that phase. With each meeting and end review, any project problems can be addressed in a timely manner to assure quality. Stage seven is determining any

5 future improvements that can be made, possibly even during the software management/development. Risk Categories Several high risks may occur during the project. It is the teams goal to try and plan by outlining any risks that may occur at any time.  Market Risk : Will the chosen brand (Asus) and operating system (Linux) be the best option for this business in what they are trying to accomplish? Will the final product meet the standards the client desired? (whether spoken or unspoken)  Financial Risk: Can the client afford the new hardware, software, and labor necessary for the project? Will the client be able to afford any additional costs due to unforeseen events, as well as, continuous improvement of the systems?  Technology Risk: Is the technology chosen going to function the way the company needs it to? Is it the best option based on the client’s specifications?  People Risk: Has the client chosen the best team to work on the project? If insourcing, are the individuals properly trained in the necessary steps and procedures? If outsourcing, has the client found the best company to enter the business and handle the precious hardware, software, and secured data?  Structure/Process Risk: What kind of major changes will need to be implemented for the project to meet required specifications? How many systems will be interacting with each other? Some major risks that occur may be due to lack of communication on either side. Inadequate planning, poor timing and management, or even estimating the costs can cause a kink in the

6 project and may even halt its improvement. Continuing to brainstorm, assess risks and make contingency plans will help reduce the risks truly occurring or causing a larger problem in the project. Project Risk Identification Project Risks Risks that might occur during the project:  The client has chosen to buy Asus hardware and use the Linux as its operating system. Currently, the company supports old HP computers supporting Windows XP. Unfortunately, Windows no longer supports the OS XP so an upgrade is necessary to assure functioning software, hardware, and overall security. The risk involved here is that the chosen systems may not function according to the client’s wishes, especially during the transferring of data (see in later description).  The estimated cost has been determined for each hardware and software component:  Computers: This estimate includes the desktops, monitors, cables, mice, keyboards, and other necessary components.  Operating system: Linux is open source, which makes it free to its users however, certain applications and additions may cost extra to make the system top of the line for the company.  Insourcing/Outsourcing costs: The client has decided to outsource this project by hiring a company to make the

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7 transfer of the hardware and data. Labor costs would include replacing and setting up the components, transferring the data, and software management/development costs. Plus, continuous improvement of the system over time will add additional costs further down the road.  During the data transfer (as mentioned above), a risk that would need to be addressed is the security of the transfer and making sure it has been entered correctly and still functions. As with outsourcing, security of the data is especially important. The client must be sure the hired contract is trustworthy before they have access to any data.  An issue that may occur is revolved around the team working on the project. Communication is key for the success of the final product. Individuals should maintain a positive attitude and address all concerns as soon as they occur.  Following the structured guideline set in place by the client is important for project’s success. Failing to do so could cause issues at any stage further on. Risk Register Risk Category Description of Risk Potential Impact on Project Market Systems may not function according to the client’s wishes. High- If it is not to the client’s specifications, a new plan will have to be made, causing a delay in progress. Financial Client may/may not be able to afford to necessary components. High- If the client cannot afford the components or labor, it will delay the progress of the project.

8 Technology Data transfer: Making sure it has been entered correctly and still functions. Security of the data with hired contract. High- Loss of data during transfer, stolen data by hired contract, data that is unable to be transferred. People Lack of communication and planning skills. High- Improperly planning the goals for the project and communicating any findings, errors, questions, concerns, etc., could cause a delay or halt to the progress of the project. Structure/Process Not following set guidelines and goals for the project. Not meeting goals in timely manner. High- The project has a set deadline and a structured plan for each implementation. Falling behind could cause a delay in the project. Project Risk Analyses Qualitative Risk Analysis As described earlier, there are many risks that can occur during this project, some that have been noted and planned accordingly, and other unforeseen risks that could have a major impact on the project’s success. “ A qualitative risk analysis prioritizes the identified project risks using a pre-defined rating scale. Risks will be scored based on their probability or likelihood of occurring and the impact on project objectives should they occur.” (Goodrich) A qualitative risk analysis helps log the forseeable risks, the probability of their acutal occurrence, and the potential impact they could induce during the project. Risk Probability of Occurrence Potential Impact Systems may not function according to the client’s wishes. 50% - Dependent on clients specifications and possible unspoken requirements. Also dependent upon system properly functioning. 3 Client may/may not be able to afford to necessary components. 30% - Client has researched and consulted in order to receive estimate and has put aside extra in case of added expenses. 1

9 Data transfer: Making sure it has been entered correctly and still functions. Security of the data with hired contract. 50% - During this stage, it is critical that the team follows all necessary steps to prevent data loss/theft. 5 Lack of communication and planning skills. 60% - It is very easy for a team to lose focus, especially since it will be their first time changing systems in an office. 4 Not following set guidelines and goals for the project. Not meeting goals in timely manner. 60% - It is important for the team to communicate and lay out a structure for each day. 2 Quantitative Risk Analysis “A quantitative risk analysis is a further analysis of the highest priority risks during a which a numerical or quantitative rating is assigned in order to develop a probabilistic analysis of the project.” (Goodrich) A quantitative risk analysis helps provide a solution for possible outcomes, even when the risk is unforeseeable. In this project, the client has reached out to experts to determine an accurate cost estimate and how long the process will take. The client has also perfomed simulations by testing the operating system on the proposed computer to determine its functionality. A time line has been established for each step, and apporpaiate time has been placed for each process. In the table below, the top 3 risks have been described and beside it, the necessary time needed to complete each task has been listed. Risk Numeric Value (time to complete/procure components) Systems may not function according to the client’s wishes. 4 weeks (entire project duration) – Testing simulation, waiting for components to be purchased and acquired, systems set up/installed, necessary applications installed, etc. Client may/may not be able to afford to necessary components. 7 days – Client should determine costs of components and applications by this time. Data transfer: Making sure it has been entered correctly and still functions. Security of the data with hired contract. 7 to 14 days – Sufficient time should be given to ensure proper data transfer and allow for extra security checks.

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10 Project Risk Response Strategy Risk Response Strategy Describe the risk response strategies for each of your risks. Risk Risk Response Strategy Description of Risk Response

11 Project Risk Controlling Plan for Reviewing Risk Responses Discuss your plan for reviewing the risk responses. Identification of New Risks Discuss the plan for identifying new risks in your project.

12 Project Risk Communications Plan Communications Matrix Complete the communications matrix for discussing risk elements with your stakeholders. Stakeholder Risk Content Method Frequency Memo to the Project Sponsor Write a memo to the project sponsor describing the risk approach, the appropriateness of the risk identification process, an overview of the risk analyses activities, the responses strategies you did not use, and improvement ideas.

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13 References Project Management Institute. (2009). Practice standard for project risk management. [VitalSource version]. Retrieved from https://online.vitalsource.com/#/books/9781933890388/cfi/0!/4/4@0.00:0.00 Project Management Institute, A guide to the project management body of knowledge (PMBOK® guide), Fifth Edition, Project Management Institute Inc. 2013. [VitalSource version]. Retrieved from https://online.vitalsource.com/#/books/9781935589815/cfi/0 Rutgers. (2017). Sample projects. Retrieved from http://www.business.rutgers.edu/mba-team- consulting/samples Alexander, M. (2015, December 30). 6 strategic projects any business can implement in 2016. CIO . Retrieved from http://www.cio.com/article/3017781/project-management/6- strategic-projects-any-business-can-implement-in-2016.html Layton, Mark. “Agile Project Management for Dummies Cheat Sheet.” Dummies , www.dummies.com/careers/project-management/agile-project-management-for-dummies-cheat- sheet/ . Goodrich, Belinda. “Qualitative Risk Analysis vs Quantitative Risk Analysis.” PM Learning Solutions , 11 June 2017, www.pmlearningsolutions.com/blog/qualitative-risk-analysis-vs-quantitative-risk- analysis-pmp-concept-1

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