Mgt5Ipm Project Management: Ata’S East Assessment Answers
Scenario
Google has agreed to fund ATA’s East Timor Solar project, but has requested a copy of the Project Risk Management Plan as part of their due diligence before final ‘sign-off’. Since you are a diligent international project manager assistant, you have already discussed the need for a risk management plan with Kate. In light of Google’s request, Kate has asked you to put together a risk management brief for consideration.
Background
In Module 3, we discussed project planning and explored the impact of cultural diversity on planning. We examined issues relating to scheduling, resource planning and cost estimation that are peculiar to international projects. In Module 4 we discussed risk management from an international project management perspective. Since international projects are by nature characterised by their high uncertainty, risk management is an important element of international project management.
Scope of the task
You are expected to use the risk management cycle as a guide and describe how the ATA should proceed with each stage of the cycle in order to come up with a sound project risk management plan for this project. You are expected to use the information provided to you on Kate’s video(s) and information from a credible source in relation to East Timor’s environment. For example, who would you include in risk workshop during the risk identification stage to find out more about importing licencing requirements? After ascertaining the requirements, and assuming there may be potential delays, how would you analyse and prioritise the risk? You are allowed to make some assumptions, provided you can justify how and why you make those assumptions. Using the fictitious import licencing example again, you may wish to mandate that any risks that cause a delay in the activity completion date greater than five working days is identified as critical, and structure the risk matrix accordingly. The reason could be you have assumed the Australian installation expert could only be in East Timor for a fixed period of time, therefore there is no ‘float’ for the installation activity on the schedule. There is room for some assumptions since you don’t have all the facts at hand but they need to be sensible, logical and based on certain facts (which require referencing) – don’t just make things up!
Again, it must be stressed that the aim of this task is for you to demonstrate how well you understand the concepts and well you can apply them in this semi-realistic case study. Simply repeating the generic processes taught in the Modules would earn you very little marks.
Please note this is a brief on what you believe should contain in the Project Risk Management Plan. You are not expected to draft a comprehensive Risk Management Plan, there isn't sufficient word allowance for you to do that. Similar to the PEP, there should be an introduction and the outline of the sections/sub-sections accompanied by an explanation and justification, and also the potential risk exposure.
Present your brief in an essay format, but as if you are actually working for Kate. It should look and sound professional and to be suitable for tabling in an official meeting.
Answer:
Vision of the case study:
The fund is raised by the Google to give support to the development of the ATA’s east Timor solar project. The risks management plan is the initial requirement of the Google to sponsor the project of ATA. The company is looking forward to design risk identification and mitigation plan to fulfil the demand of the Google. The interview was arranged with the owner of the project to focus on the current scenario.
Overview:
The sustainable technologies will be used for deploying the ATA’s east Timor solar project. The synchronization between the activities, resources, skills, and availability of the material should be managed to accomplish the project within the allocated time and budget.
Scope of the project:
The development of the risks identification and mitigation plan is the core concern of the project. The cause of potential delay should be analysed in the starting phase of the project development life cycle to provide fruitful result in the end of the project completion. The logical and fact based assumption should be used for carrying over the project activities.
Project risks and challenges:
ATA’s east Timor solar project is equipped with some risks which should be given consideration for developing proactive action plan or risks mitigation strategies.
Information gathering: “The data collected should be relevant and accurate for laying down the business activities” (Ma, 2011). The improper use of research methodologies tools can affect the working of the project.
Problem associated with the transportation of the goods: Lots of crucial time is wasted in the transportation of the equipment. “The non-availability of the relevant equipment on time can affect the working of the processes” (Moser, 2017).
Communication platform: The inefficiency in the communication platform and integration of the employees can affect the on-time completion of the project.
Division of roles and responsibilities: The inappropriate division of the responsibility can raises the level of frustration in th working employees. The skills should be measured for providing responsibility.
Relationship with local organization: The cultural difference is the core concern for the enterprise which should be resolved to overcome the problem of conflicts.
External organization: The relationship with the external organization can affect the sponsorship program of the project. The money and funds is the basic need for completing the project on time.
Labour skills: The availability of the unskilled labour can affect the project completion within the time limit.
Barrier of language: The language is the tool used for communication. The difference in language can affect the working condition of the project which can leads to project failure.
Local Supplier: “The local suppliers are not providing the raw material and other resources required for the completion of the project” (Owens, 2010).
Health and safety issues: The working capability of the employees decreases with the unhealthy and security issues associated with the working environment.
Risks Management plan:
We have discussed above the risks associated with the ATA’s east Timor solar project. The focus should be given on managing risks, developing the risks mitigation plan, and setting out priorities associated with the risks identified.
|
Stages of the Risk management cycle |
Activities |
|
Phase of risks identification |
Analysis of the physical site associated with the ATA’s east Timor solar project.
Identification of risks associated with the transportation, communication, language, local supplier, external organization, and others |
|
Assessment of risks |
“The identification of risks leads to setting the priority to the risks identified” (Muller, 2015). The priority should be set according to the magnitude of effect on the working condition of the project. “The handling of the risks with ease helps in improving decision making proficiency of the manager” (Kamane, 2014). |
|
Resource management and development of the plan |
The on-time delivery of the resources helps in resolving risks. “The proactive plans should be developed to resolve the identified risks in advanced” (Cabral, 2012). |
|
Monitoring and controlling of the process |
The monitoring and control helps in completing the project on-time with minimum number of risks associated with it. |
The following diagram shows the risks management cycle plan which helps in completing the project within allocated time and budget.
The procedure of handling the risks and processes associated with the completion of the is depicted in the figure below:
Risk Mitigation and Priority action Plan:
|
Identification of risks |
Identification of Probability |
Identification of Frequency |
Setting of Priority |
Risk Mitigation action plan |
|
Good Transportation |
Low |
Weekly |
High |
The goods and resources required for the project should be made available by the local organization and suppliers |
|
Managing the Communication platform |
High |
Periodic |
High |
Formal and informal communication
Use of interpreter
Giving values to the culture of the working people |
|
Division of role and responsibilities |
High |
Monthly or according to requirement |
Low |
The roles and responsibilities should be provided according to the skills of the employees. “The responsibilities should be changed periodically according to the requirement of the project” (Reddy, 2017). The proper distribution helps in overcoming the problem of chaos and conflicts |
|
Local Supplier |
Medium |
Periodic |
Low |
“They should be motivated to provide the material on demand” (Rao, 2014). The demand should be raised in advance to the local supplier |
|
External organization |
Low |
Once |
Low |
“The collection of funds can be raised by developing good and health relationship with external agencies and organization” (Tooley, 2012) |
|
Barrier of language |
Medium |
Daily |
Low |
The problem of language barrier can be resolved with the use of an Interpreter for translation and to carry healthy communication between the two participating units. |
|
Health and safety of the employees |
High |
Periodic |
Medium |
The health and safety standards should be developed for resolving the health and safety issues. The follow up of the action plan should be organized periodically. |
Stakeholders:
The consideration should be given on the participating stakeholders because the active stakeholders helps in achieving fruitful result at the end of the project and helps in satisfying their requirement. The key performance indicators should be used in the working culture to measure the performance of the employees and motivate them with rewards. The solar project should be completed within the period of 18 months by increasing the efficiency of the stakeholders.
Sign Off:
The project should be approved with the sign of the project sponsors.
References:
Cabral R. (2012). A Review of risk management in construction. Retrieved from https://file.scirp.org/pdf/ME_2014041514072361.pdf
Kamane, S. (2014). Risk management in construction industry. Retrieved from https://www.iosrjournals.org/iosr-jmce/papers/sicete(civil)-volume2/25.pdf
Ma, T. (2011). Project risks analysis of solar energy project delays in India. Retrieved from https://search.ror.unisa.edu.au/media/researcharchive/open/9915909479901831/53108456620001831
Moser, D. (2017). Best practice guidelines for risk identification, assessment, and mitigation. Retrieved from https://www.tuv.com/content-media-files/master-content/services/industrial-services/pdf/tuv-rheinland-solar-bankability-final-report.pdf
Muller, G. (2015). Risks management and resolution strategies for establishing small hydropower market. Retrieved from https://search.ror.unisa.edu.au/media/researcharchive/open/9915909479901831/53108456620001831
Owens, J. (2010). Risk management. Retrieved from https://agile.csc.ncsu.edu/SEMaterials/RiskManagement.pdf
Rao, R. (2014). A systematic framework of schedule risks management for power grid engineering project. Retrieved from https://www.google.co.in/url?sa=t&rct=j&q=Research%20paper%20odf%20on%20Risks%20management%20cycle%20plan%20for%20the%20solar%20project&source=web&cd=1&cad=rja&uact=8&ved=0ahUKEwibgJKN8J7WAhWIpI8KHbdfAqkQFggoMAA&url=https://www.mdpi.com/2071-1050/6/10/6872/pdf&usg=AFQjCNFJKRZJRZlIx_GLIYpelN_fnxwDAQ
Reddy, V. (2017). Risk management cycle or procedure. Retrieved from https://www.simplilearn.com/risk-management-cycle-article
Tooley, W. (2012). Risk management hand book. Retrieved from https://www.adelaide.edu.au/legalandrisk/docs/resources/Risk_Management_Handbook.pdf
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