Risk Analysis and Mitigation Memo Sample Assignment

I. Introduction

The aim of this report is to highlight on the aspects related to the delivery for the students leverage a web portal to access university-related information and resources. Content within it can be targeted to all users or to those within a pre-specified role (e.g., students at a particular campus). The purpose of the project is to promote student awareness and provide students easy access to their degree progress.

Project Description

Preliminary Scope Statement

The purpose of this project is to create an area that displays user-specific academic progress within the appropriate roles, leveraging data through a back-end system. This project will include the necessary modifications to the back end to relay this information. More specifically, this project will include the following:

Creating the graphical elements in a web-friendly format
Creating the necessary web view to accommodate the graphical elements
Creating the necessary changes to the back end to prepare data supporting the student information
Creating the necessary web service to securely expose the student’s information to the graphical elements and web view

Out of Scope

Due to business-specific processes, some students, particularly those who have been pursuing a degree for over four years, may not be able to see their academic progress using the deliverables of this project. Changes to the back end to expand this functionality are out of scope, as are any changes intended to enhance functionality to provide additional data beyond the academic progress already captured in another system.

Project Objectives and Success Criteria

The project will provide the functionality described within the preliminary scope statement.
The project will be delivered without incurring any additional expenses.
The project will be delivered free from any significant defects or without causing any down time.
The project will be delivered no later than two weeks from the target time frame defined within the milestone schedule below.

Constraints

Additional funding is not available.
The information available to students is derived from data within the back end and is as accurate, timely, and available as the source data and its structuring.

Assumptions

No major changes in formatting or scope will be presented during the life of the project.

Stakeholders Roles and Responsibilities

*Stakeholders*	Roles	Responsibilities	Impact	Interest
Students	The student will be availing the services being introduced by this approach and better and their role will be to utilize the proposed solutions	It is the responsibility of the student to utilize the web portal and report it to the University if certain bugs or glitches identified in the Web Portal	Very High	High
Professors	The professors will have to continuously update and ensure that the students get all the necessary resources for the study and continue the flow of study	It will be their responsibility to make sure that students are getting all the resources on the web portal and web portal is regularly updated	Medium	High
University executives	The decision-making on the tough decisions will be delivered by the Executives including the approval of the budget and schedule	It will be his or her responsibility to make sure that the taken decision is beneficial for every other stakeholder involved in the project.	Low	Medium
Sponsor	Sponsors will be funding the necessary budget and allowing the university to achieve the accomplishments needed for the successful delivery of the project	It is their responsibility to make sure that the funding will be enough for the development and execution of the project	High	Medium
Government	The government is the biggest donor for the university so it will be their responsibility to provide necessary subsidiary and allow students to read and learn in the university	It will be their responsibility to make sure that the students can easily join the university and allow them to learn in the university	Medium	Low
IT technicians	Their role will be to implement all the necessary details necessary for the development of the project	It is their responsibility to ensure the security and privacy of the data or information related to the students and make sure that the setup has enough hardware and software available	High	High

II. Project Risk:

Risk three, delay in the sig-off on the project deliverables

The risk matrix states it as a low likelihood in context of the ‘go-live’ project; however, the impact could cause major effect in the delivery of the project. This is the first milestone after the planning phase and there are three other major milestones of the project after this. Considering the execution of the project on any methodology, it can be stated that this will be influencing the further schedule and budget of the project and hence, influence the project in negative manner.

A. Risk Requires Attention

The likelihood of the project is low but the impact could be placed at higher standard as it is capable affecting the rest of the activities mentioned in the WBS. This is the crucial phase for the execution, monitoring controlling, and project closeout as, after the completion of this milestone only, the project will be executed and further activities can be accomplished.

B. Describe any dependencies

Except the initiation and planning phase, rest of the phases and milestones are vulnerable with the delay in the sign-off as, the project would neither be executed nor be closed without signing-off the planned documents (Marcelino et al. 2014). In simple words, the execution and controlling phase can only be executed if the project sign-off has been accomplished and delay in this milestone will affect the overall execution of the project.

C. Implications

It will no doubt first of all affect the schedule of the project resulting in the escalation of the schedule and hence the resources will be utilized for more days that will be alternatively resulting in the enhancement of the budget for the project (Kerzner and Kerzner 2017). Since the project will not be executed but the resources made available for the evaluation and estimation of the project constraints will be already spent and waited until it gets signed-off. The quality will be untouchable, as the executives will deliver the same quality after the sign-off.

III. Risk Mitigation:

Meeting and proper communication with the stakeholders: this is the only way to eliminate the risk of the time escalation from the project and thus, deliver the sign-off on time (Meredith et al. 2016). Every stakeholder should be ensured to meet at the meeting place, there should be proper, and effective communication should be delivered in relation with the project constraints.

A. Mitigation

Regular face-to-face meeting will ensure that the stakeholders positively understand the constraints related to the project.
contacting with the stakeholders, executives and heads, will ensure that they are well aware with the procedures and activities involved for the delivery of the project.
Importance can be given on the better understanding and positively signature of the stakeholders.

B. Impact of mitigation strategy

It will make sure that every stakeholder is well known and aware with the project constraints and activities involved for the execution of the project and hence, the sign-off will be completed within the expected time and the project will be delivered as per the planning (Ashuri et al. 2015).

C. Best Assignment of Action

Best Assignment of action would be regular meeting and in contact with the executives and heads for ensuring that they are well aware with the activities,, budget, schedule and other constraints of the project ensuring effective and efficient delivery of the project within the estimated time

IV. Conclusion

The report can be delivered in an efficient and effective manner through the consideration of the facts presented in the above report. The risks associated with the project as represented in the appendix of the project. Among them, a single risk has been explained clearly considering every aspect of the project those could be practiced for the successful delivery of the project. The information related to project constraints should be spread among every stakeholder for the successful accomplishment of the project delivery and thus, enhancing the performance and output of the project.

V. Communication

Subject Line: Introducing Go-Live Project

Hello John Doe, Arthur Bowman, Shila Cole, Ana Fisher, and John Jones

I am feeling excited to inform you all that we are in the midst of kicking off the system analysis for the project Go-Live.

Advancement in the technology has provide us the opportunity of enhancing the experience of the students through introducing an user friendly interface design and efficient web portal that can allow them to better interact with the tutor and study materials.

His project is the development of the web portal that can improve the study experience of the students through utilizing the web portal services.

I have been assigned for the system analyst and following are my responsibilities:

To identify the existing capabilities of the system

To implement technical requirements

To develop documentation

References

Ashuri, B., Kingsley, G., Rogers, J., Gahrooei, M.R., Ilbeigi, M., Sung, E.J.Y. and Toroghi, S.S.H., 2015. Streamlining Project Delivery through Risk Analysis (No. FHWA-GA-15-1305).

Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project Management Institute.

Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach. Routledge.

Heizer, J., 2016. Operations Management, 11/e. Pearson Education India.

Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Laudon, K.C. and Laudon, J.P., 2016. Management information system. Pearson Education India.

Marcelino-Sádaba, S., Pérez-Ezcurdia, A., Lazcano, A.M.E. and Villanueva, P., 2014. Project risk management methodology for small firms. International journal of project management, 32(2), pp.327-340.

Meredith, J.R., Shafer, S.M., Mantel Jr, S.J. and Sutton, M.M., 2016. Project management in practice. Wiley Global Education.

Schwalbe, K., 2015. Information technology project management. Cengage Learning.

Appendix:

Project charter

Executive Summary

Students leverage a web portal to access university-related information and resources. Content within it can be targeted to all users or to those within a pre-specified role (e.g., students at a particular campus) or it can be user-specific.

As an academic institution, one piece of information critical to students is their current progress in their degree program or programs.

The purpose of the student degree progress project is to create an area to display user-specific academic progress.

Project Purpose/Justification

University leadership requested this project to promote student awareness and provide students easy access to their degree progress.