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Looking At Risk Assessments In Project Planning Information Technology Essay

Risk assessment participants: All stakeholder, project team members and proposed target groups will be assessed through the Early Starter development Project risk assessment. This will provide detailed statistics on the general risk assessment as well as detailed reports on each participant.

Risk assessment techniques used:

Table 1: Risk Classifications

Risk Level

Risk Description & Necessary Actions

High

A high probability that an event if not addressed can lead to the decrease in quality of the Early Starter Development Project; have a severe or adverse effect on the success of the organizational objectives, organizational assets or resources involved.

Moderate

A probability that if an event is not addressed can lead to the substantial decrease in quality of the ESDP project and have a moderate effect on the success of the organizational objectives, organizational assets or resources involved.

Low

A low probability that this event if not addressed can lead to minimal but equally important decrease in quality of the ESDP project.

2 RISK IDENTIFICATION & RISK RESPONSE ANALYSIS

2.1 Identification of Risks

Risks for the project were identified to be:

Table 2: Risks

Risk

No.

Risk Summary

1

Sufficient Planning to Ensure Success of the ESDP Project

2

Prevention of Scope Creep

3

Inefficient Use of Resources

4

Inefficient Communication System

5

Peer Educators

6

Sufficient Qualified Resource Personnel

7

Preconceived Ideas About Sexual reproductive Health , STIs and AIDS

8

Language Barriers

9

Cultural Issues

COUNTERMEASURE / RISK RESPONSE ANALYSIS

Table 3: RISK RESPONSE PLAN

.

Description of RISK RESPONSE PLAN

Sufficient Planning to Ensure Success of the Project

To ensure good planning gang charts and time schedules should be drawn up as guide to be followed for monitoring. There is the need for there to be sufficient man-power at the project management level as well as proper start up procedures in line with ADEC to tap into their expertise in the planning and running of the project.

Personnel should be trained in house. so that when they finish their training there is an increase to the resource of personnel

Prevent Scope Creep

Due to the lack of Sexual Reproductive Health educational facilities currently in the target areas, there lies a high probability of inhabitants using the resource centres as classrooms and initiating other educational programmes via the ESDP. Also, project team must be conscious of the thirst for proper maternal and infant health facilities in the communities targeted. Project staff must ensure that they are not driven to attend to non sexual reproductive medical needs. This may incur extra costs that have not been budgeted for or planned for at the initiation process. Good monitoring of the execution of project objectives reduces the risk of scope creep as the task of educating the youth on reproductive health is so extensive

Inefficient Use of Resources

Comprehensive realistic budgets should be drawn up. This is to prevent underestimates are not made in an aim to make the project look more attractive. The risk of inefficient use of resources eg. health educational material, financial resources etc can easily lead to the failure of project and can cause the project to run over budget and/ or behind time.

Inefficient Communication System

For efficient lines of communication especially within the project team adopt the analysis of n(n-1) it is important that

2

effective communication is carried out. There are several stakeholders involved in this project eg. ADEC, USAID, traditional leaders and the members of the communities. A careful look should be taken at the lines of communication between all stakeholders to reduce the risk of miscommunications as not to adversely affect, the objectives of the project.

Peer Educators

It is believed that people learn best from their peers. Peer educators must be trained efficiently to prevent misinformation of the target group. This will ultimately defeat the purpose of the project. Training and initial educational seminars should be monitored from an expert in this field of study

Sufficient Qualified Resource Personnel

As reproductive health in the youth is so important in the reduction of diseases, combating social vices and educating the youth, it is important to assess the risk of employing unqualified personnel. C.V’s of all personnel should be verified to ensure that the sufficient qualified personnel are involved

Preconceived Ideas About AIDS and other diseases

The risk of preconceived ideas about STIs and AIDS especially, may prevent people from coming for valuable help from the centre. This will thereby defeat the purpose of the project. The main way to reduce the negative effects of this is to educate people on these diseases to change perceptions. Information should be provided to aid this such as posters, fliers, reading material and adverts.

Language Barriers

Language barriers can make communication futile. It is important to incorporate interpreters. Otherwise, allowance for project personnel should be given to either come from the local area or speak the local language It is important for the person being educated to be able to understand the information given.

Cultural Issues

In some cultures it is taboo to talk about sex .In a typical traditional setting, some communities are extremely reserved. The support to be attain from the members in the community who are in opposition by careful explanation stressing of the advantages of the project and its objectives

Table 4: RISK BREAKDOWN STRUCTURE

Project

 

 

 

 

 

 

 

 

 

Technical

Organisational

Project Management

 

 

 

 

Training

& Requirement of personnel

Project Objectives

Estimating

 

Unclear objectives of the ESDP project

Projects financial analysis must be thorough

 

can cause its failure

To prevent the risk of

 

underestimating costs

 

Quality

which can cause failure

Quality of

Resources

service is vital

Resources if mismanaged

Planning

will bring about a budget crisis and stall project completion

insufficient planning will

be detrimental to the success

and lead to poor

use of resources

Controlling &

Monitoring

These are vital to

keep the project on track

and eliminate scope creep

Communication

lines of communication

are essential for the efficient

transfer of

Information

3 QUALITATIVE ANALYSIS

3.1 RISK PROBABILITY DETERMINATION

Table 5: Risk PROBABILITY Definitions

Effectiveness of Risk Response Measures

PROBABILITY of risk Occurrence

Low

Moderate

High

Low

Moderate

High

High

Moderate

Low

Moderate

High

High

Low

Low

Moderate

Table 6: Risk PROBABILITY Ratings

Risk

No.

Risk Summary

Risk PROBABILITY Evaluation

Risk PROBABILITY Rating

1

Sufficient Planning to Ensure Success of the Project

There are several factors which can cause the project to fail but with the necessary measures these risks will be reduced

MODERATE

2

Prevent Scope Creep

There are several opportunities for the project to deviate but with that unnecessary measures in place deviation should kept to a minimum.

MODERATE

3

Inefficient Use of Resources

The PROBABILITY is high for resources to be mismanaged but the RISK RESPONSE PLAN are moderate

HIGH

4

Inefficient Communication System

It has the potential to be a major problem but with suitable measures it can be reduced

MODERATE

5

Peer Educators

Peer educators must be qualified and well informed . They must be closely monitored

LOW

6

Sufficient Qualified Resource Personnel

The risk of this occurring is moderate but can have a serious effect on the project

MODERATE

7

Preconceived Ideas About AIDS and diseases

Preconceived ideas occur often. Educate People on to know the truth

LOW

8

Language Barriers

Language barriers occur all the time Measures should be put in place to alleviate this as quickly as possibly

MODERATE

9

Cultural Issues

The frequency of this is misconception would occur several times but can be corrected without affecting the outcomes of the project.

HIGH

4. IMPACT ANALYSIS

Table I documents the ratings used to evaluate the impact of risks.

Table 7: Risk Impact Analysis

Table7 documents the results of the impact analysis, including the estimated impact for each risk identified in Table 2 and the impact rating assigned to the risk.

Risk

No.

Risk Summary

Risk Impact Rating

1

Sufficient Planning to Ensure Success of the Project

High

2

Prevent Scope Creep

High

3

Inefficient Use of Resources

High

4

Inefficient Communication System

Moderate

5

Peer Counsellors

High

6

Sufficient Qualified Resource Personnel

High

7

Preconceived Ideas About AIDS

Low

8

Language Barriers

Low

9

Cultural Issues

Low

5 RISK QUANTITATIVE ANALYSIS

Table 8 below assigns an overall risk rating, to each of the risks documented

Table 8: Overall Risk Rating Matrix

Risk PROBABILITY

Risk Impact ( scale 1-100)

Low

(10)

Moderate

(50)

High

(100)

High

(1.0)

Low

10 x 1.0 = 10

Moderate

50 x 1.0 = 50

High

100 x 1.0 = 100

Moderate

(0.5)

Low

10 x 0.5 = 5

Moderate

50 x 0.5 = 25

Moderate

100 x 0.5 = 50

Low

(0.1)

Low

10 x 0.1 = 1

Low

50 x 0.1 = 5

Low

100 x 0.1 = 10

Risk Scale: Low (1 to 10); Moderate (>10 to 50); High (>50 to 100)

Table 9: Overall Risk Ratings Table

Description of process used in determining overall risk ratings:

Risk

No.

Risk Summary

Risk PROBABILITY Rating

Risk Impact Rating

Overall Risk Rating

1

Sufficient Planning to Ensure Success of the Project

MODERATE

HIGH

50

2

Prevent Scope Creep

MODERATE

HIGH

50

3

Inefficient Use of Resources

HIGH

HIGH

100

4

Inefficient Communication System

MODERATE

MODERATE

25

5

Peer Counsellors

LOW

HIGH

10

6

Sufficient Qualified Resource Personnel

MODERATE

HIGH

50

7

Preconceived Ideas About AIDS

LOW

LOW

10

8

Language Barriers

MODERATE

LOW

50

9

Cultural Issues

HIGH

LOW

10

Table 10

Risk Assessment Annual Document Review table

Review Date

Reviewer

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