Risk Management Plan AIT Waste Water Treatment Facility
AIT Waste Water Treatment Facility: Risk Management Plan
Document History Version
Description
Number
Date
Author
Checked
1
Original
17/03/13
T.S
N.McH
2
Updated following formation of Risk
22/03/13
TS
LM
Register
2
AIT Waste Water Treatment Facility: Risk Management Plan
Table of Contents Document History ............................................................................................................................. 2 1.0
Introduction .......................................................................................................................... 5
1.1 Purpose of the Risk Management Plan ................................................................................. 5 2.0
Risk Management Procedure................................................................................................ 5
2.1 Process .................................................................................................................................. 5 2.2 Roles and Responsibilities..................................................................................................... 5 2.3 Risk Identification ................................................................................................................. 6 2.3.1
Methods for Risk Identification ................................................................................. 6
2.4 Risk Analysis .......................................................................................................................... 7 2.4.1
Qualitative Risk Analysis ............................................................................................ 7
2.4.2
Quantitative Risk Analysis .......................................................................................... 9
2.5 Risk Response Planning ......................................................................................................... 9 2.6 Risk Monitoring, Controlling, and Reporting ...................................................................... 10 2.7 Risk Contingency Budgeting................................................................................................ 11 3.0
Tools and Practices ............................................................................................................. 11
4.0
Closing a Risk....................................................................................................................... 11
Sponsor Acceptance......................................................................................................................... 13
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AIT Waste Water Treatment Facility: Risk Management Plan
List of Tables Table 2.1 Roles and Responsibilities .................................................................................................................. 5 Table 2. 2 Impact ............................................................................................................................................... 7 Table 2.3 Probability and Impact Matrix ........................................................................................................... 9
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AIT Waste Water Treatment Facility: Risk Management Plan
1.0
Introduction
1.1 Purpose of the Risk Management Plan A risk is an event or condition that, if it occurs, could have a positive or negative effect on a project’s objectives. Risk Management is the process of identifying, assessing, responding to, monitoring and controlling, and reporting risks. This Risk Management Plan defines how risks associated with the AIT Waste Water Treatment Facility project will be identified, analysed, and managed. It outlines how risk management activities will be performed, recorded, and monitored throughout the lifecycle of the project and provides templates and practices for recording and prioritising risks by the Risk Manager and/or Risk Management Team.
2.0
Risk Management Procedure
2.1 Process TNLS working with the project team and project sponsor will ensure that risks are actively identified, analysed, and managed throughout the life of the project. Risks will be identified as early as possible in the project so as to minimise their impact. The steps for accomplishing this are outlined in the following sections. TNLS will serve as the Risk Manager for this project.
2.2 Roles and Responsibilities Table 1 - Roles and Responsibilities
Role
Responsibilities
Project Sponsor (AIT)
The Project Sponsor assists in identifying and determining the context, consequence, impact, timing, and priority of the risk.
Risk
Manager
or The Risk Manager or PM is a member of the Integrated Project Team
Project Manager (TNLS)
(IPT).
The Risk Manager or PM determines if the Risk is unique,
identifies risk interdependencies across projects, verifies if risk is internal or external to project, assigns risk classification and tracking number. During the life of the project, they continually monitor the projects for potential risks.
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AIT Waste Water Treatment Facility: Risk Management Plan
Integrated
Project The IPT is responsible for identifying the risks, the dependencies of the
Team
risk within the project, the context and consequence of the risk. They are also responsible for determining the impact, timing, and priority of the risk as well as formulating the risk statements.
Risk Owner(s)
The risk owner determines which risks require mitigation and contingency plans, he/she generates the risk mitigation and contingency strategies and performs a cost benefit analysis of the proposed strategies. The risk owner is responsible for monitoring and controlling and updating the status of the risk throughout the project lifecycle. The risk owner can be a member of the project team.
Other Key Stakeholders
The other stakeholders assist in identifying and determining the context, consequence, impact, timing, and priority of the risk.
2.3 Risk Identification Risk identification will involve the project team, appropriate stakeholders, and will include an evaluation of environmental factors, organisational culture and the project management plan including the project scope, schedule, cost and quality. Careful attention will be given to the project deliverables, assumptions, constraints, WBS, cost/effort estimates, resource plan, and other key project documents.
2.3.1 Methods for Risk Identification The following methods will be used to assist in the identification of risks associated with the AIT Waste Water Treatment Facility:
Brainstorming
Interviewing
SWOT (Strengths, Weaknesses, Opportunities and Threats)
Diagramming
Etc. 6
AIT Waste Water Treatment Facility: Risk Management Plan
A Risk Register will be generated and updated as appropriate as the project progresses.
2.4 Risk Analysis All risks identified will be assessed to identify the range of possible project outcomes. Risks will be prioritised by their level of importance.
2.4.1 Qualitative Risk Analysis The probability and impact of occurrence for each identified risk will be assessed by the project manager, with input from the project team using the following approach: Probability
Very High - Greater than 80% probability of occurrence
High – Between 61% and 80% probability of occurrence
Medium – Between 41% and 60% probability of occurrence
Low – Between 21% and 40% probability of occurrence
Very Low - Less than 20% probability of occurrence
Impact Table 2 - Impact
Project Objective
Cost
Very Low
Less
than €2'000
€2'000
Insignificant Time
Low
Time increase
€10'000
Moderate
- €10'000 - €20'000 €20'000
Less than 1 1 Week
High
-
€40'000
2
Weeks
Very High
-
Greater than €40'000 Greater
2 - 4 Weeks
than Weeks
7
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AIT Waste Water Treatment Facility: Risk Management Plan
Scope
Scope
Minor
Major
Decreases
Areas
of Areas
Barely Scope
Scope
Unacceptable Effectively
Affected
to Sponsor
Useless
Quality
Completed
Reduction
Project is
are
Noticeable
Quality Degradation
Quality
Barely Noticeable
Score
1
Affected Only
Scope
Completed
of Reduction
Project is
Very Quality
Demanding
Reduction
Applications Requires are
Sponsor
Affected
Approval
2
3
Unacceptable Effectively to Sponsor
Useless
4
5
Probability and Impact Matrix In addition, a probability and impact matrix shall be developed by the project manager and will be used to determine which combinations of probability and impact would warrant a risk being assessed as “low” “moderate” or “high”. A representative matrix is shown below in figure 2.3. From this matrix risks shall be scored on the basis of the multiplication of their probability and impact scores. Risks shall be ranked as follows:
Any score below 5 is green or low risk to the project
Any score between 5 and 9 is yellow or moderate risk to the project
Any score above 10 is red or high risk to the project
Risks that fall within the RED zone, high ranked risks, will be subject to further analysis and monitoring.
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AIT Waste Water Treatment Facility: Risk Management Plan
Table 2.3 Probability and Impact Matrix
Probability and Impact Matrix Probability Prob. (%) Score Very High 5 (81 - 100) High (61 4 80) Mod (41 3 60) Low (21 2 40) Very Low 1 (1 - 20) Impact Score
Impact 5
10
15
20
25
4
8
12
16
20
3
6
9
12
15
2
4
6
8
10
1
2
3
4
5
1 Very Low
2
3
4
Low
Moderate
High
5 Very High
2.4.2 Quantitative Risk Analysis Analysis of risk events that have been prioritised using the qualitative risk analysis process and their effect on project activities will be estimated, a numerical rating is applied to each risk based on quantitative analysis, and then documented in the risk register.
2.5 Risk Response Planning Each major risk (those falling in the Red & Yellow zones) will be assigned to a risk owner for monitoring and controlling purposes to ensure that the risk will not “fall through the cracks”. For each major risk, one of the following approaches will be selected to address it: Avoid – Eliminate the threat or condition or to protect the project objectives from its impact by eliminating the cause Mitigate – Identify ways to reduce the probability or the impact of the risk Accept – Nothing will be done Contingency – Define actions to be taken in response to risks Transfer – Shift the consequence of a risk to a third party together with ownership of the response by making another party responsible for the risk (buy insurance, outsourcing, etc.)
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AIT Waste Water Treatment Facility: Risk Management Plan
For each risk that will be mitigated, the project team will identify ways to prevent the risk from occurring or reduce its impact or probability of occurring. This may include adding tasks to the project schedule, adding resources, etc.
Any secondary risks that result from risk mitigation
response will be documented and follow the risk management protocol as the primary risks.
2.6 Risk Monitoring, Controlling, and Reporting The level of risk on the project will be tracked, monitored and controlled and reported throughout the project lifecycle. Risks will be assigned a risk owner who will track, monitor and control and report on the status and effectiveness of each risk response action to the Project Manager and Risk Management Team on a weekly basis. A “Top 10 Risk List” will be maintained by TNLS and will be reported as a component of the project status reporting process for this project. All project change requests will be analysed for their possible impact to the project risks. As Risk Events occur, the list will be re-prioritised during weekly reviews and risk management plan will reflect any and all changes to the risk lists including secondary and residual risks. Management will be notified of important changes to risk status as a component to the Executive Project Status Report every two weeks. TNLS will:
Review, re-evaluate, and modify the probability and impact for each risk item as necessary
Analyse any new risks that are identified and add these items to the Risk Register
Monitor and control risks that have been identified
Review and update the top ten risk list as required
Escalate issues/problems to management
The Risk Owner will:
Help develop the risk response and risk trigger and carry out the execution of the risk response, if a risk event occurs.
Participate in the review, re-evaluation, and modification of the probability and impact for each risk item on a weekly basis. 10
AIT Waste Water Treatment Facility: Risk Management Plan
Identify and participate in the analysis of any new risks that occur.
Escalate issues/problems to PM that, o
Significantly impact the projects triple constraint or trigger another risk event to occur.
o
Require action prior to the next weekly review
o
Risk strategy is not effective or productive causing the need to execute the contingency plan.
2.7 Risk Contingency Budgeting A risk contingency budget has been established to prepare in advance for the possibility that some risks will not be managed successfully. The risk contingency budget contains funds that can be tapped so that the project doesn't go over budget. There is a total of €109k allocated in the budget for Project Management, which includes Risk Management activities. These activities may include, but are not limited to, identifying, analysing, tracking, controlling, managing, and planning for risks. This also includes creating and updating the risk response strategies and contingency plans.
3.0
Tools and Practices
A Risk Register will be maintained by the project manager and will be reviewed as a standing agenda item for project team meetings. Also this Risk Management Plan will be maintained throughout the project lifecycle.
4.0
Closing a Risk
A risk will be considered closed when it meets the following criteria:
Risk is no longer valid
Risk Event has occurred
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AIT Waste Water Treatment Facility: Risk Management Plan

Risk is no longer considered a risk

Risk closure at the direction of the TNLS
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AIT Waste Water Treatment Facility: Risk Management Plan
Sponsor Acceptance
Approved by the Project Sponsor:
____________________________________________
Project Sponsor: AIT
13
Date: _____________________