pmp pmbok 5th ch 11 project risk management

ABDULLAH ALKHADRAWY, PMP - PMBOK 5TH.

CH11:PROJECT RISK MANAGEMENT

ABDULLAH ALKHADRAWY, PMP

ABDULLAH ALKHADRAWY, PMP - PMBOK 5TH. 2

Course Instructor: BSc. Civil Engineering 2006 (V.Good HD). Graduation Project (Project Management)

2006.(Excellent graded) Certified from PMI® as PMP® April2011 Certified from Primavera Inc. ® :

Advanced user for Primavera P6 (2008). Certified from Primavera Inc. ® :

Advanced user for primavera Contract Manager 12 (2009).

Attended courses (PMP, CCE, FIDIC, Project Management, Arbitration for Engineering Contracts) [2007-2013]

Working as: Sr. Planning Engineer

Abdullah Ahmed Al-Khadrawy


11.1 Plan Risk Management11.2 Identify Risks11.3 Perform Qualitative Risk Analysis11.4 Perform Quantitative Risk Analysis11.5 Plan Risk Responses

conducting risk management planning, identification, analysis, response planning, and controlling risk on a project. The objectives of project risk management are to

increase the likelihood and impact of positive events, and decrease the likelihood and impact of negative events in the project

11. Project Risk Management

11.6 Control Risks


Risk appetitethe degree of uncertainty an entity is willing to take on, in anticipation of a reward

Risk tolerancethe degree, amount, or volume of risk that an organization or individual will withstand

Risk thresholdmeasures along the level of uncertainty or the level of impact at which a stakeholder may have a specific interest. Below that risk threshold, the organization will accept the risk. Above that risk threshold, the organization will not tolerate the risk.

RISK ATT ITUDE


RISK Through the Pro jec t L i f ecyc le


11.1 Plan Risk Management Planning

.1 Project management plan

.2 Project charter

.3 Stakeholder register

.4 Enterprise environmental factors

.5 Organizational process assets

.1 Analytical techniques

.2 Expert judgment

.3 Meetings

.1 Risk management plan

defining how to conduct risk management activities for a project


11.1 Plan Risk Management1. Project management plan2. Project charter3. Stakeholder register4. Enterprise environmental factors5. Organizational process assets


11.1 Plan Risk Management4. Enterprise environmental factors

• risk attitudes, thresholds, and tolerances that describe the degree of risk that an organization will withstand.

5. Organizational process assets• Risk categories, Common definitions of concepts and terms, Risk statement formats, Standard templates, Roles and responsibilities, Authority levels for decision making, and Lessons learned.


11.1 Plan Risk Management1. Analytical techniques2. Expert judgment3. Meetings


11.1 Plan Risk Management1. Analytical techniques• used to understand and define the overall risk management context of the project.

• Risk management context is a combination of stakeholder risk attitudes and the

strategic risk exposure of a given project based on the overall project context.

• For example, a stakeholder risk profile analysis may be performed to grade and qualify the project stakeholder risk appetite and tolerance. Other techniques, such as the use of strategic

risk scoring sheets, are used to provide a high-level assessment

• Depending on these assessments, the project team can allocate appropriate resources and focus on the risk management activities


11.1 Plan Risk Management2. Expert judgment• Senior management, • Project stakeholders, • Project managers who have worked on projects in the same area (directly or through lessons learned),

• Subject matter experts (SMEs) in business or project area, • Industry groups and consultants, and • Professional and technical associations.


11.1 Plan Risk Management3. Meetings• Project teams hold planning meetings to develop the risk management plan.• Attendees: the project manager, selected project team members and stakeholders, anyone in the organization with responsibility to manage the risk planning and execution activities, and others, as needed.


11.1 Plan Risk Management1. Risk Management Plan

• Methodology. • Roles and responsibilities.• Budgeting.• Timing.• Risk categories. • Definitions of risk probability and impact. • Probability and impact matrix.• Revised stakeholders’ tolerances.• Reporting formats.• Tracking.



• Methodology: the approaches, tools, and data sources that will be used to perform risk management on the project

• Roles and responsibilities: the lead, support, and risk management team members for

each type of activity in the risk management plan, and clarifies their responsibilities.



• Budgeting: Estimates * funds needed, based on assigned resources, for inclusion in

the cost baseline and establishes * protocols for application of contingency and management

reserves

• Timing: the lead, support, and risk management team members for

each type of activity in the risk management plan, and clarifies their responsibilities.



• Risk categories : means for grouping potential causes of risk• May be a simple list or RBS (Risk Breakdown Structure)

Example of a Risk Breakdown Structure (RBS)



• Definitions of risk probability and impact. : - The quality and credibility of the risk analysis requires that different levels of risk probability and impact be

defined that are specific to the project context.

- May be applied for positive and/or negative risks

- General definitions of probability levels and impact levels are tailored to the individual project



• Probability and impact matrix. :



• Reporting formats: (1) how the outcomes of the risk management process will be documented, analysed, and distributed (2) describes the content and format of the risk register .

• Tracking: • how risk activities will be (1) recorded. (2) audited.


11.2 Identify Risks Planning


.2 Cost management plan

.3 Schedule management plan

.4 Quality management plan

.5 Human resource management plan.6 Scope baseline.7 Activity cost estimates.8 Activity duration estimates.9 Stakeholder register.10 Project documents.11 Procurement documents.12 Enterprise environmental factors.13 Organizational process assets

.1 Documentation reviews

.2 Information gathering techniques

.3 Checklist analysis

.4 Assumptions analysis

.5 Diagramming techniques

.6 SWOT analysis

.7 Expert judgment

.1 Risk register

determining which risks may affect the project and documenting their characteristics


11.2 Identify Risks• Iterative process, i.e. new risks may evolve or become known as the project progresses through its life cycle.

• The format of the risk statements should be consistent to ensure that each risk is understood clearly and unambiguously.

• Participants from the project members (project manager, project team members, risk management team (if assigned), customers)

• Participants from outside the project:- other project managers, stakeholders, and risk management experts.


11.2 Identify Risks1. Risk management plan2. Cost management plan3. Schedule management plan4. Quality management plan5. Human resource

management plan6. Scope baseline7. Activity cost estimates

8. Activity duration estimates9. Stakeholder register10.Project documents11.Procurement documents12.Enterprise environmental

factors13.Organizational process

assets


11.2 Identify Risks10. Project documents

• Project charter • Project schedule • Schedule network diagrams • Issue log • Quality checklist• Other information proven to be valuable in identifying risks


11.2 Identify Risks12. Enterprise environmental factors

• Published information, including commercial databases• Academic studies• Published checklists• Benchmarking• Industry studies• Risk attitudes


11.2 Identify Risks13. Organizational process assets

• Project files, including actual data• Organizational and project process controls• Risk statement formats or templates• Lessons learned.


11.2 Identify Risks1. Documentation reviews2. Information gathering techniques3. Checklist analysis4. Assumptions analysis5. Diagramming techniques6. SWOT analysis7. Expert judgment


11.2 Identify Risks2. Information Gathering Techniques• Brainstorming • The goal of brainstorming is to obtain a comprehensive list of project risks.• The project team brainstorm, with a multidisciplinary experts who are not

part of the team.• Ideas about project risk are generated under the leadership of a facilitator.• Categories of risk in a risk breakdown structure, can be used as a framework.• Risks are then identified and categorized by type of risk and their definitions

are refined.


11.2 Identify Risks2. Information Gathering Techniques• Delphi technique• The Delphi technique is a way to reach a consensus of experts.• Project risk experts participate in this technique anonymously.• A facilitator uses a questionnaire to solicit ideas about the important

project risks.• The responses are summarized and are then recirculated to the

experts for further comment.• Consensus may be reached in a few rounds of this process.• The Delphi technique helps reduce bias in the data and keeps any

one person from having undue influence on the outcome.

Facilitator

Expert 2

Expert 1


11.2 Identify Risks2. Information Gathering Techniques• Root cause analysis• identify a problem, discover the underlying causes that lead to it,

and develop preventive action..


11.2 Identify Risks5. Diagramming Techniques• Cause and effect diagrams (Ishikawa – Fishbone )


11.2 Identify Risks5. Diagramming Techniques• System or process flow charts• various elements of a system interrelate and the mechanism of causation.


11.2 Identify Risks5. Diagramming Techniques• Influence diagrams• Causal influences,• Time ordering of events, • Other relationships among variables and outcomes


11.2 Identify Risks6. (SWOT) analysis


11.2 Identify Risks7. Expert Judgment


11.2 Identify Risks1. Risk Register (First Entry)


11.3 Perform Qualitative Risk AnalysisPlanning


.2 Scope baseline

.3 Risk register



.1 Risk probability and impact assessment.2 Probability and impact matrix.3 Risk data quality assessment.4 Risk categorization.5 Risk urgency assessment.6 Expert judgment

.1 Project documents updates

prioritizing risks for further analysis or action by assessing and combining their probability of occurrence and impact


11.3 Perform Qualitative Risk Analysis1. Risk management plan2. Scope baseline3. Risk register4. Enterprise environmental factors5. Organizational process assets


11.3 Perform Qualitative Risk Analysis1. Risk probability and impact

assessment2. Probability and impact matrix3. Risk data quality assessment4. Risk categorization5. Risk urgency assessment6. Expert judgment


11.3 Perform Qualitative Risk Analysis1.Risk probability and impact assessment

For each specified RISK: * Risk probability assessment = the likelihood * Risk impact assessment = the potential effect on a project objective such as schedule, cost, quality, or performance, including both negative effects for threats and positive effects for opportunities. ** Project team members and knowledgeable persons external to the project are included.


11.3 Perform Qualitative Risk Analysis2. Probability and Impact Matrixo Risk Rating, is typically conducted using a look-up table or a probability and impact matrix.

o Descriptive terms or numeric values can be used depending on organizational preference.

o The organization should determine the rating classification (high risk, moderate risk, and low risk).

o Risk rating rules can be tailored in the Plan Risk Management process.

o Risks with low ratings will be included within the risk register as part of the watch list for future monitoring.


11.3 Perform Qualitative Risk Analysis2. Probability and Impact Matrix


11.3 Perform Qualitative Risk Analysis3. Risk Data Quality AssessmentThe use of low-quality risk data may lead to a qualitative risk analysis of little use to the project.o If data quality is unacceptable, it may be necessary to gather better data.o Often, the collection of information about risks is difficult, and consumes more time and resources than originally planned.oThe numbers of steps in the scale are usually established when defining the risk attitude of the organization.


11.3 Perform Qualitative Risk Analysis4. Risk Categorization

Some of proposed Categorization Bases

WBS

RBS

useful categories (e.g., project phase)

root causes


11.3 Perform Qualitative Risk Analysis5. Risk Urgency Assessment

o Risks requiring near-term responses may be considered more urgent to address.

o Indicators of priority may include probability of detecting the risk, time to affect a

risk response, symptoms and warning signs, and the risk rating.

o In some qualitative analyses, the assessment of risk urgency is combined with the

risk ranking


11.3 Perform Qualitative Risk Analysis1.Project Documents Updates

1. Risk register updates.

1) assessments of probability and impacts for each risk,2) risk ranking or scores,3) risk urgency information 4) risk categorization, and5) a watch list for low probability risks6) risks requiring further analysis.


11.3 Perform Qualitative Risk Analysis1.Project Documents Updates2. Assumptions log updates. 1) The assumptions log needs to be revisited to accommodate the new information. 2) Assumptions may be incorporated into the project scope statement or in a separate assumptions log.


11.4 Perform Quantitative Risk Analysis Planning


.2 Cost management plan

.3 Schedule management plan

.4 Risk register



.1 Data gathering and representation techniques.2 Quantitative risk analysis and modelling techniques.3 Expert judgment


numerically analyzing the effect of identified risks on overall project objectives


11.4 Perform Quantitative Risk Analysis1. Risk management plan2. Cost management plan3. Schedule management plan4. Risk register5. Enterprise environmental factors6. Organizational process assets


11.4 Perform Quantitative Risk Analysis1. Data gathering and representation techniques2. Quantitative risk analysis and modelling

techniques3. Expert judgment


11.4 Perform Quantitative Risk Analysis1. Data gathering and representation techniques1. Interviewing - Based on experience and historical data to quantify the probability and impact of risks on project objectives. - The information needed depends upon the type of probability distributions that will be used. - E.g. Three points estimation

11-13 Three points estimation


11.4 Perform Quantitative Risk Analysis1. Data gathering and representation techniques2. Probability distributions - Extensively used in modeling and simulation.

- Uniform distributions can be used if all the data are at the same degree of likelihood. * E.g. the early concept stage of design.

The two commonly used Probability distribution


11.4 Perform Quantitative Risk Analysis2. Quantitative Risk Analysis and Modeling Techniques1. Sensitivity analysis - Determine which risks have the most potential impact on the project. - It shows how the variations in project’s objectives correlate with variations in different uncertainties. - It can show the extent limit for each risk, when it individually occurs. - E.G. Tornado Diagram: * a special type of bar chart used for comparing the relative importance of the variables. * In this figure, each uncertainty has a horizontal bar and is ordered vertically to show uncertainties with a decreasing spread from the base values. Example of Tornado Diagram


11.4 Perform Quantitative Risk Analysis2. Quantitative Risk Analysis and Modeling Techniques2. Expected monetary value (EMV) analysis

- calculates the average outcome of the proposed scenarios.

- It gives (+) values for the benefits, while the threats take (-) ones.

- It can show the extent limit for each risk, when it individually occurs.

- EMV requires a risk-neutral assumption— neither risk averse nor risk seeking.

- Decision Tree: - Most important tool, for comparing the EMV for different proposals to validate the choices.

- Can be used to compare: e.g.(Vendor selection, Make or Buy analysis, Project selection,


Decision Tree:


11.4 Perform Quantitative Risk Analysis2. Quantitative Risk Analysis and Modeling Techniques3. Modeling and simulation - Translates the uncertainties of the project into their potential impact on project objectives. - Simulations are typically performed using the Monte Carlo technique. - The project model is computed many times (iterated), with the input values (e.g., cost estimates or activity durations) chosen at random for each iteration from the probability distributions of these variables. - A histogram is calculated from the iterations(e.g., total cost or completion date) . - For a cost risk analysis, a simulation uses 1) cost estimates. - For a schedule risk analysis,1) the schedule network diagram and 2) duration estimates are used.


Monte Carlo simulation technique

Figure 11-17. Cost Risk Simulation Results


11.4 Perform Quantitative Risk Analysis3. Expert Judgment** Identify potential cost and schedule impacts, to evaluate probability, and to define inputs such as probability distributions into the tools.

** Interpretation of the data.

** Identify the weaknesses and strengths of the tools.

** Experts may determine when a specific tool may or may not be more appropriate given the organization’s capabilities and culture.


11.4 Perform Quantitative Risk Analysis1.Project Documents Updates


11.4 Perform Quantitative Risk Analysis1.Project Documents Updates

1. Assumptions log updates.

2. Probability of achieving cost and time

objectives.

3. Prioritized list of quantified risks.

4. Trends in quantitative risk analysis results.


11.5 Plan Risk Responses Planning


.2 Risk register.1 Strategies for negative risks or threats.2 Strategies for positive risks or opportunities.3 Contingent response strategies.4 Expert judgment

.1 Project management plan updates


developing options and actions to enhance opportunities and to reduce threats to project objectives


11.5 Plan Risk Responses -- The aim of Risk Response plan ,

1) Risk Trigger : probable events that –if they happens- raises the probability of each risk (positive or negative).

2) Risk Owner: the person or the team, who will be responsible for risk monitoring, and ensuring that the risk response is carried out.

3) Risk Response: which was decided for each risk, to be applied for.


11.5 Plan Risk Responses -- The common Risk Response Strategies,

OPPORTUNITIS

(+ve risks)THREATS(-ve risks)

ACCEPT

TRANSFER

MITIGATEAVOID

ACCEPTSHARE

ENHANCE

EXPLOIT


11.5 Plan Risk Responses -- Risk Response Strategies

- The strategy or mix of strategies most likely to be effective should be selected for each risk.

- Risk analysis tools, such as decision tree, can be used to choose the responses. - A fallback plan (plan B): can be developed for: 1) implementation if the selected strategy turns out not to be fully effective. 2) or if an accepted risk occurs.


11.5 Plan Risk Responses1. Risk management plan2. Risk register


11.5 Plan Risk Responses1. Strategies for negative risks or threats

2. Strategies for positive risks or opportunities

3. Contingent response strategies

4. Expert judgment


11.5 Plan Risk Responses1. Strategies for negative risks or threats - Avoid, Mitigate, Transfer, or Accept the negative risk (the threat). - Avoidance and mitigation are good for critical risks with high impact, while transference and acceptance are good for threats that are less critical and with low overall impact. Avoid. (-) Eliminate the threat or protect the project from its impact. (-) It involves changing the project management plan to eliminate the threat entirely. (-) The project manager isolates the project objectives from the risk’s impact or change the objective that is in jeopardy. (-) E.g.: extending the schedule, changing the strategy, or reducing scope. (-) The most radical avoidance strategy is to shut down the project entirely.


11.5 Plan Risk Responses1. Strategies for negative risks or threats Mitigate. (-) Reduce the probability of occurrence or impact of a risk, to be within acceptable threshold limits.

(-) Mitigation may require prototype development to reduce the risk (-) E.g.: Adopting less complex processes, conducting more tests, or choosing a more stable supplier. (-) a mitigation might address the risk impact by targeting linkages that determine the severity. For example, designing redundancy into a system.


11.5 Plan Risk Responses1. Strategies for negative risks or threats Transfer. (-) The project team shifts the impact of a threat to a third party. (-) Gives another party responsibility for its management— it does not eliminate it. (-) Transferring liability for risk is most effective in dealing with financial risk exposure. (-) E.g. insurance, performance bonds, warranties, guarantees, etc. (-) The use Contracts or agreements may be used to transfer liability for specified risks to another party. E.g. use of a cost-plus contract transfers the cost risk to the buyer (Owner), while a fixed-price contract transfers risk to the seller (Applicator or Contractor).


11.5 Plan Risk Responses1. Strategies for negative risks or threats Accept. (-) acknowledge the risk and not take any action unless the risk occurs. (-) This strategy is adopted where it is not possible or cost-effective to address a specific risk in any other way.

(-) Passive acceptance requires no action except to document the strategy, the project team deal with the risks as they occur, and to periodically review the threat. (-) Active acceptance strategy is to establish a contingency reserve, including amounts of time, money, or resources to handle the risks.


11.5 Plan Risk Responses2. Strategies for Positive Risks or Opportunities Exploit: Ensure that the opportunity is realized. (-) E.g.: (1)assigning talented resources to reduce the time , or (2) using new technologies to reduce cost and/or duration required to realize project objectives. Enhance: increase the probability and/or the positive impacts. (-) E.g.: adding more resources to an activity to finish early. Share: allocating some or all of the ownership of the opportunity to a third party who is best able to capture the opportunity .

(-) E.g.: risk-sharing partnerships, teams, special-purpose companies, or joint ventures. Accept: willing to take advantage of the opportunity if it arises, but not actively pursuing it.

(-) E.g.: Accepting achievement bonus, was not originally stated in the contract.


11.5 Plan Risk Responses3. Contingent Response Strategies (-) Some responses are designed for use only if certain events occur..

(-) . Events that trigger the contingency response, such as missing

intermediate milestones or gaining higher priority with a supplier, should be

defined and tracked.

(-) Risk responses identified using this technique are often called

contingency plans or fallback plans


11.5 Plan Risk Responses1.Project Management Plan Updates2.Project Documents Updates


11.5 Plan Risk Responses1.Project Management Plan Updates

1. Schedule management plan. 2. Cost management plan. 3. Quality management plan. 4. Procurement management plan. 5. Human resource management plan. 6. Scope baseline. 7. Schedule baseline. 8. Cost baseline.


11.5 Plan Risk Responses2. Project Documents Updates

1. Risk Register Updates :a) Risk owners and assigned responsibilities; Agreed-upon response strategies;

b) Specific actions to implement the chosen response strategy;

c) Trigger conditions, symptoms, and warning signs of a risk occurrence; Budget and schedule activities required to implement the chosen responses; Contingency plans and triggers that call for their execution;

d) Fallback plans for use as a reaction to a risk that has occurred and the primary response proves to be inadequate;

e) Residual risks that are expected to remain after planned responses have been taken, as well as those that have been deliberately accepted;

f) Secondary risks that arise as a direct outcome of implementing a risk response;

g) Contingency reserves that are calculated based on the quantitative risk analysis of the project and the organization’s risk thresholds.


11.5 Plan Risk Responses- Residual risks (Less Important)

that are expected to remain after planned responses have been taken, as well as those that have been deliberately accepted

- Secondary risks (Generated from Risk Responses)

that arise as a direct outcome of implementing a risk response.


11.5 Plan Risk Responses2. Project Documents Updates

2. Assumptions’ log updates

3. Technical documentation updates

4. Change requests


11.6 Control Risks Monitoring&Controlling

.1 Project management plan

.2 Risk register

.3 Work performance data

.4 Work performance reports

.1 Risk reassessment

.2 Risk audits

.3 Variance and trend analysis

.4 Technical performance measurement

.5 Reserve analysis

.6 Meetings

.1 Work performance information

.2 Change requests

.3 Project management plan updates


.5 Organizational process assets updates

implementing risk response plans, tracking identified risks, monitoring residual risks, identifying new risks, and evaluating risk

process effectiveness throughout the project


11.6 Control Risks1. Project management plan2. Risk register3. Work performance data4. Work performance reports


11.6 Control Risks1.Risk reassessment2.Risk audits3.Variance and trend analysis4.Technical performance measurement5.Reserve analysis6.Meetings


11.6 Control Risks1.Risk reassessmentϕIdentification of new risks.

ϕReassessment of current risks.

ϕThe closing of risks that are outdated.

ϕShould be regularly scheduled.


11.6 Control Risks2. Risk auditsϕExamine and document the effectiveness of risk responses in dealing with identified risks and their root causes, as well as the effectiveness of the risk management process. ϕThe project manager is responsible for ensuring that risk audits are performed at an appropriate frequency, as defined in the project’s risk management plan.ϕ Risk audits may be included during routine project review meetings, or the team may choose to hold separate risk audit meetings.


11.6 Control Risks3. Variance and Trend AnalysisϕCompare the planned results to the actual results.

ϕTrends in the project’s execution should be reviewed using

performance information.

ϕEarned value analysis used for monitoring overall project

performance.


11.6 Control Risks4. Technical Performance MeasurementϕCompares technical accomplishments during project execution to the schedule of technical achievement.

ϕIt requires the definition of objective, quantifiable measures of technical performance, which can be used to compare actual results against targets.

ϕ Such technical performance measures may include weight, transaction times, number of delivered defects, storage capacity, etc.

ϕ Deviation, such as demonstrating more or less functionality than planned at a milestone, can help to forecast the degree of success in achieving the project’s scope.


11.6 Control Risks5. Reserve AnalysisϕCompares the amount of the contingency reserves remaining to the amount of risk remaining at any time in the project in order to determine if the remaining reserve is adequate.

6. MeetingsϕProject risk management should be an agenda item at periodic status meetings.ϕThe amount of time required for that item will vary, depending upon the identified risks, their priority, and difficulty of response.

ϕThe more often risk management is practiced, the easier it becomes.ϕFrequent discussions about risk make it more likely that people will identify risks and opportunities.


11.6 Control Risks1.Work performance information2.Change requests3.Project management plan updates4.Project documents updates5.Organizational process assets updates


11.6 Control Risks1.Work performance informationϕWork performance information, as a Control Risks output, provides a mechanism to communicate and support project decision making.


11.6 Control Risks2. Change requests

Implementing contingency plans or workarounds sometimes results in a change request.ϕRecommended corrective actions. - These are activities that realign the performance of the project work with the project management plan. - They include contingency plans and workarounds. - The latter are responses that were not initially planned, but are required to deal with emerging risks that were previously unidentified or accepted passively.ϕ Recommended preventive actions - These are activities that ensure that future performance of the project work is aligned with the project management plan.


11.6 Control Risks5. Organizational Process Assets Updates

The risk management processes produce information that may be used for future projects

ϕ Templates for the risk management plan, including the probability and impact matrix and risk register.

ϕRisk breakdown structure, and ϕLessons learned from the project risk management activities.ϕThese documents should be updated as needed and at project closure. ϕFinal versions of the risk register and the risk management plan templates, checklists, and risk breakdown structure are included.


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pmp pmbok 5th ch 11 project risk management

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