Recover and manage a client system implementation project

What is going on

Project PRJ-26-031, the student management system implementation for Brightwater Community College, has slipped a week in stage 2 because the vendor's only consultant was unavailable. The risk is in the register as RC-26-020. The sponsor, the college's business manager, wants a recovery plan at the next status meeting and has asked whether the December target date still holds. The budget is 96,000 dollars with milestone 2 just invoiced. Some data migration work the college asked for in stage 2 was not in the original scope. The Projects Office Manager wants the stage 3 schedule and budget rebaselined, a change request prepared if scope has moved, the risk treatment updated and an honest status report written.

Your brief

Rebaseline stage 3 scope, schedule and cost, prepare a change request for the out of scope work, strengthen the vendor risk treatment, manage stakeholder expectations through an accurate status report and update the project and risk records.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

• Read the Project Plan Template and the project record PRJ-26-031, and summarise the current baseline, what has slipped and why, using the stage 2 report supplied by your assessor.
• Assess whether the data migration work requested by the college is within scope and prepare a change request with impact on scope, time and cost and the approval required under the delegations register.
• Rebaseline the stage 3 schedule with tasks, durations, dependencies and milestones, and state a realistic completion date with the assumptions behind it.
• Rebaseline the stage 3 budget against the remaining funds, including contingency use and the change request cost, and identify the next invoice milestone.
• Update RC-26-020 in the Risk and Compliance Register with a stronger treatment for the vendor dependency and add any new risk from the replan.
• Prepare a stakeholder engagement plan for the sponsor, the college staff affected and the vendor, stating what each needs to know and how often.
• Write the status report for the sponsor covering progress, the slip, the recovery plan, the change request and the decisions needed, and update the Projects Register.
• Record the status meeting using the Meeting Agenda and Minutes Template with decisions and actions.

What someone in this role would produce

• Baseline and slip summary
• Change request
• Rebaselined stage 3 schedule and budget
• Updated risk register entries and stakeholder plan
• Sponsor status report and meeting minutes