12/13/2021 Project Management: A Systems Approach to Planning, Scheduling, and Controlling Twelfth Edition Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Chapter Seventeen Risk Management Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 1 12/13/2021 Learning Outcomes After careful studying this chapter You should be able to • Explain what is meant by a risk • Describe the components of a risk • Define and construct the payoff table • Discuss who is performing risk management throughout the project • Differentiate between types of risks • Clarify what is meant by one’s tolerance for risk • List different sources of a risk Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Learning Outcomes (cont.) • Define what is meant by a risk event • Describe the components of a risk management plan • Discuss some risk gathering techniques such as the Delphi technique and brainstorming • Compare between quantitative risk analysis qualitative risk analysis • Discuss some risk response modes Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 2 12/13/2021 Basic Concept Risk management focuses on: • Known unknowns • Proactive management Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. The alternative to proactive management is reactive management, also called crisis management. This requires significantly more resources and takes longer for problems to surface. Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 3 12/13/2021 Risk Management • Risk management focuses on the future • Risk and information are inversely related Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Risk Management (cont.) • Historically, we focused our attentions on schedule and cost risk management. • Today, our primary emphasis is on technological risk management: • Can we design it and build it? • What is the risk of obsolescence (uselessness)? Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 4 12/13/2021 Definition of Risk Risk = f (Likelihood, Impact) event • Likelihood is the probability of occurrence. • Impact is the amount at stake and can be favorable or unfavorable. Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Tolerance for Risk • Risk avoider • Risk neutral • Risk lover Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 5 12/13/2021 Decision-Making Categories • Complete uncertainty • Relative uncertainty (partial information) • Complete certainty A payoff table is a matrix that allows decisionmakers to look at the impact various courses of action called alternatives, as opposed to defaults, which are the status quo actions. Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Developing and Using Payoff Tables Establishing the procedure to follow Construct the payoff table Decision making under certainty Decision making under complete uncertainty Decision making under risk Maxi-min approach Maxi-max approach Mini-max regret approach Insufficient reason approach Expected Monetary Value (EMV) approach Expected Opportunity Loss (EOL) approach Expected Value of Perfect Information (EVPI) approach 6 12/13/2021 FIVE STEPS TO DEVELOP PAYOFF TABLE • List all the alternatives. • List the future consequences of each alternative. • Identify the payoffs associated with each combination. • Assess the degree of certainty that these combinations will materialize. • Decide on a decision criterion. Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Payoff Table Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 7 12/13/2021 Risk Management Processes • Risk planning • Risk assessment • Risk identification • Risk analysis/quantification • Risk handling • Risk monitoring Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Developing Contingency Plans Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 8 12/13/2021 Types of Risks (General) • Business risks • Insurable (pure) risk • • • • Direct property damage Indirect consequential loss Legal liability Personnel Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Types of Risk (PMI Method) • • • • • External – unpredictable External – predictable Internal – nontechnical Internal – technical Legal Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 9 12/13/2021 Risk Types at Boeing • • • • Financial risks Market risks Technical risks Production risks Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Risk Quantification STAGE I STAGE II GUID- WARHEAD ANCE PROGRAM SUMMARY DESIGN LEGEND TEST HIGH MANU. MEDIUM COST LOW Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 10 12/13/2021 Risk Handling • • • • • • Assumption (retention) Avoidance Reduce Control (mitigation)/ (Engineering controls or administrative control) Transfer Accept Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 11 12/13/2021 Risk Problem Solving Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Idea Generation: Brainstorming Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 12 12/13/2021 Special Topics in Risk Management Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Future Risks Inexperienced Customer’s Knowledge Experienced Simple Complex Contract Type Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 13 12/13/2021 How Much Risk Is Acceptable? • High tolerance for risk • Medium tolerance for risk • Low tolerance for risk Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Degrees of Downstream Risk Low Risk R&D Manufacturing Marketing Time Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 14 12/13/2021 Degrees of Downstream Risk Moderate Risk Information Exchange R&D Manufacturing Marketing Time Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Degrees of Downstream Risk High Risk R&D Manufacturing Marketing Time Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 15 12/13/2021 Prioritization of Risks Schedule Cost Technical Performance or Quality First (Highest) Priority Second Priority Third Priority Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Risk Controls Schedule Length Too Long Appropriate Too Many Risk Management Filters and Gates No Risk Plan High Low Risk Controls Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 16 12/13/2021 Risk Control Measures Range of Controls Intensity of Controls Extreme Standard Controls Low Low High Risk Intensity Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Which Method to Use? Project Procedural Documentation Rigid Policies/ Procedures Avoidance Transfer Reduction Assumption Guidelines High Low Tolerance for Risk Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 17 12/13/2021 The Risk-Reward Matrix High Risk Medium Low Low Medium High Reward Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Interacting Risks Specification Limit on Characteristic B Product Feature A Desirable Undesirable Undesirable Product Feature B Desirable Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 18 12/13/2021 Risk Planning Performance Poor Risk Management Technical Inability Time Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Need for Risk Management • To create an understanding of the potential risks and their effects • To provide an early warning system when the risk event is imminent • To provide clear guidance on how to contain the risk event, if possible • To restore the system after the risk event occurs • To provide a means for escape and rescue should all mitigation attempts fail Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 19 12/13/2021 Perfect Planning DANGER HAZARDS LOSSES AND DAMAGES CONTINGENCY PLANS AND MITIGATION STRATEGIES Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Imperfect Planning DANGER HAZARDS LOSSES AND DAMAGES CONTINGENCY PLANS AND MITIGATION STRATEGIES Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 20 12/13/2021 Investment in Risk Management High Potential for Financial Disaster Parity $ Invested in Risk Management Potential for Project Failure Low Low Hazards High Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Scope Risks Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 21 12/13/2021 Scope Risks OPTIMISTIC APPROACH UNCLEAR REQUIREMENTS IMPROPER INTERPRETATION ALLOWING INTERNAL ALLOWING EXTERNAL CHANGES CHANGES PROCESS NOT USED NO CHANGE PROCESS CONCURRENT ENGINEERING SCOPE REDUCTION Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. Accepting Unclear Requirements UNCLEAR REQUIREMENTS • Provide statement of work checklists to customers. • Rewrite in your own terminology and get customer approval. • Early on interface meetings with the customer. 22 12/13/2021 Misinterpretation of Requirements IMPROPER INTERPRETATION • Request clarification from the customer. • Make effective use of your subject matter experts. • Provide education and training on writing/ interpreting the statement of work. Highly Optimistic Technical Approach OPTIMISTIC APPROACH • Implement technical risk management. • Understand the customer’s definition of success and your definition of success. • Maintain control over value-added ideas. 23 12/13/2021 Allowing Your Team to Make Unnecessary Changes INTERNAL CHANGES • Emphasize the customer’s objectives to the team (both technical and business). • Discourage going off on tangents. • Maintain control over value-added ideas. Allowing Unnecessary CustomerGenerated Changes to Occur EXTERNAL CHANGES • Verify the contract wording concerning scope changes. • Determine the impact on the constraints. • Evaluate the use of some enhancement projects to be accomplished later. 24 12/13/2021 Improper Use of Concurrent Engineering CONCURRENT ENGINEERING • Explain the risks to the customer with overlapping work. • Be conservative when overlapping activities. • Using committee sponsorship may be necessary. Having No Change Control Process NO CHANGE PROCESS • Establish a structured configuration management plan. • Explain the plan to the customer. • Make sure that the configuration management plan is part of the contract. 25 12/13/2021 Not Using the Change Control Process PROCESS NOT USED • Force compliance to the change control process. • Identify change control stakeholders and their roles. • Evaluate continuous changes versus using some enhancement. projects Avoid Scope Reductions to Lower Cost SCOPE REDUCTION • Avoid highly optimistic technical approach. • Avoid highly optimistic scheduling. • Try to avoid costscope trade-offs. 26 12/13/2021 Drivers on Scope Improper use of concurrent engineering Highly optimistic technical approach Cost Risks 27 12/13/2021 Cost Risks LABOR ESCALATION MATERIAL ESCALATION OVERHEAD ESCALATION NO HISTORY OVEROPTIMISM PENALTY CLAUSES SCOPE CHANGES BUY-INS MANAGEMENT RESERVE Escalating Labor Rates ESCALATING LABOR • Use forward pricing rates. • Use industry surveys and union surveys. • Review past history • Accurately define the required skill levels for the activities. 28 12/13/2021 Escalating Overhead Rates ESCALATING OVERHEAD • Use forward pricing rates. • Look at the business base over the life of the project (new versus old business). • Review past history • Consider using a management reserve. Escalating Material Costs ESCALATING MATERIALS • Use forward pricing rates. • Use industry surveys and union surveys. • Review past history. • Consider using a management reserve. • Maintain primary and secondary sources (i.e., backup). 29 12/13/2021 No Data Base Or Prior History NO HISTORY • Establish lessonslearned files. • Frequent or weekly analysis of costs. • Make effective use of the intranet. • Maintain continuous communications with the team and line management. High Risk Penalty Clauses PENALTY CLAUSES • Explain penalty clauses to the team at the kickoff meeting. • Continuously remind the team of penalties. • Understand the risks during negotiations. • Penalty clauses require more detailed scheduling. 30 12/13/2021 Management Buy-Ins A management buy-in (MBI) is a corporate action in which an outside manager or management team purchases a controlling ownership stake in an outside company and replaces its existing management team. This type of action can occur when a company appears to be undervalued, poorly managed, or requires succession. • Avoid, avoid, and avoid. • Document buy-ins. • Understand the risks during negotiations. • Prepare contingency plans and tradeoffs. • May be necessary to perform scope—cost trade-offs. Overoptimistic Estimating OPTIMISTIC ESTIMATING • Know basis for optimism. • Develop management reserves. • Understand the risks. • Closely monitor the work and progress. • Be prepared for tradeoffs, perhaps continuously. 31 12/13/2021 High-Impact Scope Changes SCOPE CHANGES • Follow configuration management protocols. • Evaluate future enhancements versus continuous improvement. • Need proper evaluation of valueadded changes. Improper Use of Management Reserve MANAGEMENT RESERVE • Limit size of the management reserve. • Make sure the size of the reserve is proper for the risks expected. • Do not use the reserve for scope changes. • The management reserve should not be applied to all projects. 32 12/13/2021 Driver on Cost Too many scope changes Scheduling Risks 33 12/13/2021 Scheduling Risks WRONG ESTIMATES ROLLING WAVE PLANNING NO RISK MANAGEMENT UNAVAILABLE RESOURCES UNLIMITED RESOURCES WRONG RESOURCES SCOPE CHANGES CHANGING PERSONNEL EXTERNAL DEPENDENCIES Using Wrong Estimates WRONG ESTIMATES • Use your subject matter experts. • Develop history and lessons-learned files. • Be prepared for reassessment during execution. • Admit when wrong and be willing to update estimates. 34 12/13/2021 Estimating without Considering Risks and Uncertainty NO RISK ANALYSIS • Must review past history. • Must use subject matter experts correctly. • Must evaluate schedule risks. • Make effective use of templates and the project office. Using Rolling Wave Planning Incorrectly ROLLING WAVE PLANNING • Must reevaluate time to complete. • Must be prepared for tradeoffs, possibly on a continuous basis. • Must respond rapidly to problems. • Senior management must understand the rolling wave concept 35 12/13/2021 Resources Are Not Available UNAVAILABLE RESOURCES • Must have good communications with line managers. • Changing priorities may be necessary. • Need strong project sponsorship. • Company decisions may override the project decision. Wrong Resources Assigned WRONG RESOURCES • Must have a clear definition of the requirements and skill levels needed. • Must have functional accountability for meeting deliverables. • Must monitor and assess resources frequently. 36 12/13/2021 Constantly Changing Personnel CHANGING PERSONNEL • Carefully evaluate skill set needed. • May need to prioritize work packages. • Be prepared for problems. • Company fire-fighting may over-ride the best interest of the project. Assuming Unlimited Resources UNLIMITED RESOURCES • Avoid unlimited resource planning. • Negotiate for deliverables, not people. • Establish firm deliverables and dates. • Consider use of rolling wave planning. 37 12/13/2021 Unnecessary Scope Changes SCOPE CHANGES • Must control changes using the change control process. • Evaluate the proposed change’s impact on the schedule. • Reassess the scheduling risk. Too Many External Dependencies EXTERNAL DEPENDENCIES • Avoid when possible. • Try to minimize the risk impact on the schedule. • Closely monitor the contractor’s performance. • Consider the use of penalty clauses. 38 12/13/2021 Driver on Schedule Improper or inadequate use of risk management Quality Risks 39 12/13/2021 Quality Risks MISSING SPECS CHANGING SPECS UNCLEAR SPECS CUSTOMER INVOLVEMENT MISMATCHING CHANGING OBJECTIVES LACK OF REVIEWS UNPROVEN TECHNOLOGY ONBOARD LATE Missing Specifications MISSING SPECS • Carefully review requirements. • Use your subject matter experts. • Carefully evaluate impact of missing data before proceeding. • Inform the customer of the risks. 40 12/13/2021 Unclear Specifications UNCLEAR SPECS • Use your subject matter experts for assessment. • Don’t be afraid to ask for clarification. • Inform customer of the risks. • Continuous feedback to the customer is mandatory. Changing Specifications CHANGING SPECS • Evaluate risk impact on time, cost, and scope. • Involve the customer quickly • Be willing to terminate and start over. • Expect this to happen on long-term projects. 41 12/13/2021 Lack of Customer Involvement CUSTOMER INVOLVEMENT • Must keep the customer involved right from the onset of the effort. • Invite the customer to participate in meetings/decisions. • Invite the customer to participate in risk management. Changing Objectives CHANGING OBJECTIVES • Avoid if possible. • Must reassess potential impact quickly. • Must be willing to replan. • The business may dictate changing objectives, especially with time-to-market. 42 12/13/2021 Use of Unproven Technology UNPROVEN TECHNOLOGY • Avoid if possible. • Must be willing to reassess impact on constraints and objectives. • Must be willing to reevaluate risks on a continuous basis. • Profitability may be worth the risk. Mismatching of Requirements and Needs MISMATCHING • Use your subject matter experts. • Must have continuous reviews with the customer. • Must have a willingness to accept necessary changes. • Must have a rapid response team. 43 12/13/2021 Lack of Quality Personnel Involvement at Gate Reviews LACK OF REVIEWS • Quality personnel must participate in gate reviews. • Bring the quality personnel on board early. • Quality personnel must participate in risk assessment. Quality Personnel Brought Onboard Too Late ONBOARD LATE • Quality personnel must be part of the planning process. • On quality, overmanagement is better than undermanagement. • Must look at costbenefit of when to bring quality personnel on board. 44 12/13/2021 Driver on Quality Lack of customer involvement Management Risks 45 12/13/2021 Management Risks UNCLEAR OBJECTIVES CHANGING PRIORITIES INSUFFICIENT RESOURCES NO PROJECT CHARTER LACK OF INFORMATION MICROMANAGEMENT ORGANIZATIONAL INSTABILITY SCOPE CHANGES UNRESPONSIVE MANAGEMENT Accepting Unclear Objectives UNCLEAR OBJECTIVES • Need both business and functional components. • Involve sponsor early • Ask for clarification from the customer. • Use a template or checklist for the characteristics of the objectives. 46 12/13/2021 Insufficient Resources Exist INSUFFICIENT RESOURCES • Request prioritization of projects. • Be willing to develop and also update contingency plans regularly. • Involvement of the sponsor is necessary • Scope reduction may be necessary. Changing Priorities Likely CHANGING PRIORITIES • Develop and also implement the contingency plans. • Sponsorship support may be necessary. • Must have a rapid response team. • Must have a cooperative culture. 47 12/13/2021 No Project Charter NO PROJECT CHARTER • Must use assumed or implied authority. • Education of sponsor may be necessary. • Compare formal versus informal project management approach. • Have a detailed management plan. Allowing Micromanagement to Occur Micromanagement is a negative term that refers to a management style characterized by extremely close supervision and control of the minor details of an individual’s workload and output. • Ask for documented role clarification. • Adhere to the methodology, if available. • Limit information flow if necessary. • Be sure that micromanagement is unnecessary. 48 12/13/2021 The Scope Change Policy SCOPE CHANGES • Prepare and also document the impact analysis study of the scope change. • Adhere to the configuration management plan. • Use risk management. • Have a good methodology. Lack of Information LACK OF INFORMATION • Prepare for continuous impact analysis. • Develop a risk management plan. • Use the risk management plan. • Rolling wave planning may be necessary. 49 12/13/2021 Organizational Instability ORGANIZATIONAL INSTABILITY • Seek executive buy-in from the start. • Seek out strong project sponsorship. • May be necessary to use formal project management. • A well-structured methodology is mandatory. Unresponsive Management UNRESPONSIVE MANAGEMENT • Formalized documentation and audit trail. • Carbon copy to other executives. • “Forced” decisionmaking may be necessary. • Be willing to make decisions yourself. 50 12/13/2021 Drivers on Management Unclear objectives Unresponsive management Excerpted from Project Management 12E by Harold Kerzner. Copyright 2017 by John Wiley & Sons, Inc. All rights reserved. 51