Risk Management in Project Planning

This assignment focuses on risk management within a project context. It presents a table outlining identified risks, their potential impact, likelihood, seriousness level, and assigned grades. The document also includes details on recommended actions for different risk grades, changes in grading since the last assessment, and a breakdown of specific risks with descriptions, impact assessments, mitigation strategies, responsible parties, costs, timelines, and work breakdown structures.

<Project Title>
Project Management Plan
Name of Organisation
(including Department if applicable)
Version 0.0 (dd mmm yyyy)
Version Date By whom

Acknowledgements
The contribution of the following individuals in preparing this document is gratefully
acknowledged:
<contributors/reviewers/developers>
The following paragraph should be included in the documents where these templates have been
used as a basis for development.
This document has been derived from a template prepared by the Department of Premier and
Cabinet, Tasmania. The structure is based on a number of methodologies as described in the
Tasmanian Government Project Management Guidelines.
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DOCUMENT ACCEPTANCE and RELEASE NOTICE
This is <release/version> <n.n> of the <Project Title> Project Business Plan.
The Project Plan is a managed document. For identification of amendments each page contains
a release number and a page number. Changes will only be issued as a complete replacement
document. Recipients should remove superseded versions from circulation. This document is
authorised for release once all signatures have been obtained.
PREPARED: DATE:___/___/___
(for acceptance) (<name>, <Project Title> Project Manager)
ACCEPTED: DATE:___/___/___
(for release) (Project Sponsor, <name, title>)
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Executive Summary
The project has been based on the process of development of a small gym facility in the ABC
mental facility for the patients who are having an increase in their weight due to the use of high
amount of antipsychotic medication. The project would look after the complete study and the
completion of the project as per the requirement of the client. The budget of the project has
been determined to be around $700,000 and the project is to be completed within a period of 5
months. This report consists of all the details of the project process.
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Table of Contents
1. Overview........................................................................................................................................ 6
1.1. Project Title............................................................................................................................................ 6
1.2. Project Background.............................................................................................................................. 6
2. Scope................................................................................................................................................ 6
2.1. Aim.......................................................................................................................................................... 6
2.2. Objective(s)............................................................................................................................................ 6
2.3. Outcome(s)/Benefits............................................................................................................................ 6
2.4. Output(s) / Deliverables...................................................................................................................... 7
2.5. Assumptions and Constraints............................................................................................................. 7
3. Work Breakdown Structure, Schedule / Milestones........................................................7
3.1 Timeline estimation.............................................................................................................................. 7
4. Project Management Office Structure................................................................................... 8
4.1. Governance Structure.......................................................................................................................... 8
4.2. Project Sponsor/Steering Committee................................................................................................8
4.3. Project Manager.................................................................................................................................... 9
4.4. Project Team.......................................................................................................................................... 9
4.5. Working Parties/Groups...................................................................................................................... 9
4.6. Reporting Requirements................................................................................................................... 10
5. Stakeholder Management & Communication Management Plan..............................10
6. Human Resources and Cost Management Requirements............................................10
6.1. Budget and Expenditure.................................................................................................................... 10
6.2. Other Resources................................................................................................................................. 11
7. Risk Management Plan............................................................................................................ 11
7.1. Quality Management......................................................................................................................... 12
8. Project Closure & Outcome Realisation............................................................................. 12
9. Bibliography............................................................................................................................... 13
10. Appendices.............................................................................................................................. 14
10.1. Appendix 1 – Work Breakdown Structure / GANTT.....................................................................14
10.2. Appendix 2 – Project Budget............................................................................................................ 17
10.2.1. Project Budget Template........................................................................................................................17
10.3. Appendix 3 – Risk Analysis and Risk Register................................................................................19
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Appendices
1. Overview
1.1. Project Title
The topic is about Antipsychotics Medications and How to reduce weight gain. To exercise
and provide a small exercise room in the facility with few gym equipment.
1.2. Project Background
The class of Antipsychotics medications are used for the management of the primary form
of psychosis with the inclusion of bipolar disorder and schizophrenia. These medicines have
also been used for the curing of psychosis in the short term basis. However the long term
use of the medicine have shown the side effect of weight gain in the patients. Based on this,
this project is to help in the development of a small exercise room for the patients in the
ABC Mental Facility. The room would be filled with a small number of gym equipment’s for
the patients to work out. The weight gain has been seen in the patient who are using the
antipsychotic drugs for the process of maintenance therapy. The weight gains have been
found to be with the use of olanzapine, zotepine and clozapine.
2. Scope
The scope of this project includes the process of implementation and installation of a small
scale gym facility at the ABC Mental Facility for the combat of the side effect of weight gain
for the patient who are currently consuming the Antipsychotics medications.
2.1. Aim
The aim of the project is to analyse the adverse effect of the use of Antipsychotics
medications for the patient with the main emphasis on the aspect of weight gain. The
analysis is to be used for the development of the small gym with equipment’s for the
patients to work out. The system is to be implemented in ABC Mental Facility.
2.2. Objective(s)
For the completion of the project as per the requirements of the project the following list of
objectives had been set:
 To assess the probable use of the Antipsychotics medications
 To assess the side effect of weight gain of the patients due to the use of the
Antipsychotics medication
 To install a small gym facility at the ABC Mental Facility.
 To complete the whole project within a specified timeline of 5 months.
2.3. Outcome(s)/Benefits
The main outcome of the project is to provide the ABC Mental Facility with a small gym
facility for the patients to work out the extra weight that has been gained due to the use of
the antipsychotic medications.
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Appendices
The main benefit which will be able to be achieved with the help of the gym installation
would be the maintenance of the weight of the patients. This would help them to keep
themselves healthy as well as keep the doctors in check of the progress of the patient.
2.4. Output(s) / Deliverables
The output of the project can be said to be the following list:
 A new gym facility with fully equipped machines
 A group of well trained nurses who would be able to assist the patients
 Faster processing of weight management of the patients of the mental health
facility.
2.5. Assumptions and Constraints
Assumptions
The assumptions that has been made for the completion of this project are as follows:
 The completion of the project would be able to be completed with the prescribed
budget of the project
 The nurses who would be operating the machines would know the exercise process
to follow for the proper treatment of the patients
 The new equipment’s of the gym facility would help the patients to keep their health
in check and reduce the weigh that has been gained due to the use of the
antipsychotic medications.
 The project is to be completed within a period of 5 months.
Constraints
The constraints for the completion process of this project are discussed below:
 The gym equipment’s that are to be used are expensive and would require a certain
budget for the company to bear. The facility has to look after the equipment’s later
on during the lifetime of the machines so that they do not malfunction when the
patients are using it.
 For the training of the patients there needs to the presence of trained employees or
nurses who would be able to train the patients properly for them to maintain their
physique.
 There would be the presence of many different equipment’s which would require a
lot of maintenance.
3. Work Breakdown Structure, Schedule / Milestones
3.1 Timeline estimation
Time management if the process that is to be followed by the project manager for the
proper division of the time for each of the task that is required for the completion of the
project. Good time management in a project is essential for the smart management of the
work in the project as well as in the process of keeping the work in a smart process. The
proper use of the time in the project would also help in the reduction of the total time. The
proper management of time is essential for the completion of the project as per the
requirement of the client and with the proper follow up with the client. Proper time
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Appendices
management results in a greater amount of productivity and efficiency in the project
working process.
The estimated timeline which has been devised for the completion of the project has been
found to be equal to 5 months. The project is to take place between the times of January
2018 to May 2018.
4. Project Management Office Structure
4.1. Governance Structure
Figure 1: the governance structure followed for the implementation process of the gym
facility at the ABC mental health facility
For the above given governance structure, one of the most important party that will be the
workers in the consultant group and the working party. The consultant of the project will be
responsible for the assessment of the existing system that is being used in the hospital. They
will then provide a detailed documentation of the findings. The working party of the
governance team will be in the inclusion of procurement staff and other technical experts
who would be in charge of looking after the procurement process and the implementation
of the system in the facility. They will collect the materials required for the project and
develop the complete facility of the gym room at the ABC mental health facility.
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Appendices
4.2. Project Sponsor/Steering Committee
The project is to be sponsored by Mr Julian Kauper. He is the CEO of one of the leading
pharmaceutical companies in Australia, The Art of Healing. Mr Kauper would be helping in
the collection of the materials and the provision of the materials for the development of the
gym facility at the ABC mental health facility. The facility and Mr Kauper would be signing a
business deal on the basis of which the complete gym system and facility is to be developed
by him. Following this, the facility would be using the equipment’s that are designed and
manufactured by The Art of Healing.
(<Mr Julian Kauper >, <CEO, The Art of Healing >)
4.3. Project Manager
The project needs to be managed by a leading head who would have the responsibility of
maintaining the working progress and the man power working for the project. The project
manager would be responsible for the decision making processes in the form of daily activity
distribution to the workers of the project. The major activities of a project manager can be
described as follows:
 The initial planning of the project
 Budget development for the completion of the project
 Reporting of daily working progress of the project to the stakeholders of the project
 To keep an up dated finance tracker for the project to manage the resources.
 To log every activity that is happening in the project
 To conduct weekly meeting with the team of workers and the stakeholders to
discuss the working of the project
Nominee for the position of project manager: Mr Jonathan Radcliffe Brown, Operational
Manager, ABC Mental Facility
4.4. Project Team
The project would require a group of skilled workers as well as workers who would decide
the working process of the project. The following list are the team members for the project:
 [Mr Jonathan Radcliffe Brown], [Operational Manager], [ABC Mental Facility] – [full time]
 [Beau Dann], [Project Manager], [ABC Mental Facility] – [full time]
 [Mr Julian Kauper], [Sponsor], [The Art of Healing] – [full time]
 [Benjamin Sinnett], [Supplier], [Gym Equipment Suppliers Pvt. Ltd.] – [part time]
 [Nicholas Krefft], [Technical Expert], [ABC Mental Facility] – [full time]
4.5. Working Parties/Groups
The project working party makes use of the involvement of a collection of technical
specialist and experts who are able to take care of the working progress of the project as
well as keep the project work under the checking of the timeline of the project that had
been proposed. The team of working party will be led by the expertise of Nicholas Krefft. He
is the technical expert at the ABC Mental Facility who will have three experts working under
him for the designing of the gym room as well as installing and checking of the gym
equipment’s for the facility. They would be responsible for looking after the requirements of
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Appendices
the facility. The team of experts would also be responsible for the provision of the training
to the nurses and the technicians who would be responsible for the maintenance and the
process of providing training to the patients of the facility.
4.6. Reporting Requirements
Report development and sharing is an integral part of any project. This is used for the
proper sharing of information with the stakeholders of the project and the other workers of
the project. This is also used for the monitoring of the project for the proper maintenance of
the project timeline and resources. The data is collected from various sources of the work
floor and then compiled into a single document for the generation of the project
documentation. The file is then shared on a weekly basis with the stakeholders and the
managers of the project. At the end of the meeting the feedback is used for the changes
that are to be required in the following week. Often team meetings are called upon to share
the status of the project as thus follow the work as per the requirement of the client.
5. Stakeholder Management & Communication Management Plan
Stakeholders can be said to be the main investors of the project. Any kind of project require
the support of people who would be able to help the developers with the financial help
when needed. The stakeholders of the project seek to take a certain percentage of the
investment as a method of profit from the company when the project ends.
Stakeholder Communication Need Communication
Method
What and when Who is
responsible?
Project
Manager
They are responsible
for the sharing of
details about the daily
working of the
project.
Weekly Progress
Reports
End of every
week and project
Project Working
Team
Financial
Manager
They looks after the
financial budget of
the project
Project Finance Report Whenever asked
for
Project Manager
Sponsor They provide the
project with the
financial support.
Telecommunication Planning phase
of the project
Project Manager
Supplier They provide the
project with the
resources required for
the project
Requirement list Resource
gathering phase
Project Manager
Technical
Expert
They look after the
technical aspect of
the project.
Verbal Execution phase
of the project
Project Manager
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Appendices
6. Human Resources and Cost Management Requirements
6.1. Budget and Expenditure
For the proper completion of a project there is the requirement of proper amount of
resources. These resources are gathered with the help of money. However as a project
becomes large in size the process of management of the finance and money is essential to
keep a track of the use of the money and resources in the project completion process.
Another form of tracking the resources being used is to create a budget at the start of the
project. The following of the budget would help the financial manager to look after the
expenses of the project. The budget for the project has been kept around $700,000. This has
been set with the idea of purchasing better equipment’s for the gym and to provide the best
equipment’s for the patients at the ABC Mental facility. The project budget has been shared
in the appendix section of this project report.
6.2. Other Resources
Other than the basic requirements of the project the resources that are to be required for
the project completion are:
Human Resource Material Resource
Technical Expert Gym Equipment’s
Implementation Team Laptops
Training Team Training schedules
7. Risk Management Plan
During the process of project development there can be times when the manager may face
some difficulties in the project. These difficulties are termed as risks for the project. It has
been seen that risks in a project can result in the failure of the project. Thus it is essential for
the manager to look after the proper follow up of the project and make sure that there are
no risks in the project while it is under development. The risks which can be associated with
the development of this project can be listed down as follows:
 Delay in the delivery of the resources by the shop
 Delay by the workers
 Loss of financial money due to wrong process implementation
These form of risks can be easily assessed and cleared before they even occur if the project
manager is able to study the project carefully and assess the situations which might arise.
The process of mitigation of the risks which are being generated is essential for the project
to be completed within the dedicated timeline. Apart from the danger in the process of
delay of the work which would result in the changing of the timeline of the project there is
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Appendices
the risk of an increase in the budget of the project. Both timeline and budget are essential
for the project to be in proper shape for the project to be successful in nature.
For this project the process to be followed had been analysed and checked with the other
stakeholders of the project. The project had been cleared with the proper follow up of the
project life cycle which would be used for the completion of this project. This helped in the
clearing the project as per the requirement of the client. Apart from this the mitigation of
the risk helped in the completion of the project within the deadline and as per the budget
sheet created for the project. The final budget sheet of the project has been included into
the appendix section of this report.
7.1. Quality Management
The quality of a project can be said to be the form of presentation of the project. The
highest amount of quality I expected by the client from the developers of the project at the
end of the project. The quality management planning of this project would comprise of the
following list of aspect:
 Methodologies and standards: During the phase for the planning of the project
there are certain standards which would be set out to be followed for the project.
These standards would be the inclusion of the quality that has been assessed for the
tools that has been used for the completion of the project and the working feature
that were present for the tools which prompted the project manager to opt for the
tool. The completion of the project would be done as per the order that has been
discussed and shared with the client and shown in the work breakdown structure.
 Monitoring procedures: The project manager has to keep in mind to make regular
follow up on the work that has been done on the project and record the collected
data for the development of the documentation of the project. This documentation
of the project is essential to be shared with the client and the project stakeholders
for the sharing of information. The meeting for the discussion about the work that
has been done and the future work left should be discussed on a weekly basis so that
no information is left unshared.
 Review processes: After the sharing of the progress report of the project with the
project stakeholders in the meeting the project manager should wait for the proper
feedback from the persons present at the meeting. The process of collecting
feedback and review from others would help in the completion of the task related to
the project would help in the designing of the project more closely related to the
requirement of the client.
 Change/issues/problem management: The changes related to the working of the
project should be kept in mind and changed accordingly.
 Review and acceptance procedures: Thee review of the project should be
considered as per the acceptance of the project requirement.
 Documentation and record keeping: The complete documentation of the project is
available and should be shared with the stakeholders of the project after the
completion of the project. This helps in the process of record keeping of the project.
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Appendices
8. Project Closure & Outcome Realisation
The target result of the project is to be checked with the end deliverables checklist. This
helps in the study of the project conclusion so that all the factors are included into it. At the
end of the project there is to be the inclusion of a project training delivery service for the
nurses at the facility to make them understand the working process of the machines. An end
review process would then be help with the project manager to understand the complete
requirement of the project.
9. Bibliography
Bellelli, G., Morandi, A., Davis, D.H., Mazzola, P., Turco, R., Gentile, S., Ryan, T., Cash, H.,
Guerini, F., Torpilliesi, T. and Del Santo, F., 2014. Validation of the 4AT, a new instrument for
rapid delirium screening: a study in 234 hospitalised older people. Age and ageing, 43(4),
pp.496-502.
Boud, D., Cohen, R. and Sampson, J. eds., 2014. Peer learning in higher education: Learning
from and with each other. Routledge.
De, J. and Wand, A.P., 2015. Delirium screening: a systematic review of delirium screening
tools in hospitalized patients. The Gerontologist, 55(6), pp.1079-1099.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Fox, C., 2017. Protocol for validation of the 4AT, a rapid screening tool for delirium: a
multicentre prospective diagnostic test accuracy study. BMJ Open.
Hendry, K., Quinn, T.J., Evans, J., Scortichini, V., Miller, H., Burns, J., Cunnington, A. and Stott,
D.J., 2016. Evaluation of delirium screening tools in geriatric medical inpatients: a diagnostic
test accuracy study. Age and ageing, 45(6), pp.832-837.
Hosie, A., Lobb, E., Agar, M., Davidson, P.M., Chye, R. and Phillips, J., 2015. Nurse
perceptions of the Nursing Delirium Screening Scale in two palliative care inpatient units: a
focus group study. Journal of clinical nursing, 24(21-22), pp.3276-3285.
Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring
and monitoring project performance. John Wiley & Sons.
Kudchadkar, S.R., Yaster, M. and Punjabi, N.M., 2014. Sedation, sleep promotion, and
delirium screening practices in the care of mechanically ventilated children: a wake-up call
for the pediatric critical care community. Critical care medicine, 42(7), p.1592.
Leach, L.P., 2014. Critical chain project management. Artech House.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and
technology. Taylor & Francis.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Snyder, C.S., 2014. A Guide to the Project Management Body of Knowledge: PMBOK (®)
Guide. Project Management Institute.
Turner, R., 2016. Gower handbook of project management. Routledge.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
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Appendices
10. Appendices
10.1. Appendix 1 – Work Breakdown Structure / GANTT
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Appendices
Appendix 1
WBS / GANTT Chart Template
Project Title
Location: Project Manager:
Work Breakdown Structure (WBS) Gantt Chart
WBS ID
Level
Activities / tasks /
milestones
% Assigned to Duration Predecessor WEEK 1 -
2
WEEK 3 -
4
WEEK 5-
6
WEEK 7-
8
WEEK 9-
10
WEEK
11-12
WEEK
13-14
WEEK
15-16
WEEK
17-18
WEEK
19-20
WEEK
21-22
WEEK
23-24
WEEK
25-26Complete (in weeks)
1 deliverable initial pahase of
planning 100% PM 4
1.1 Requirement analysis 100% PT 2
1.2 feasibility study 100% PT 1 2
1.3 documentation of the
proejct plan 100% PT 1 3
2 deliverable Project intiation 75% WG, PT 4
2.1 approval of plan 100% PM 1 4
2.2 Budgeting 100% FM 1 6
2.3 sponsor contact 50% FM 1 7
2.4 scheduling of the
work 0% PT 1 8
3 deliverable Project Execution 0% PT 4
3.1 Procurement of
equipment 0% PT 1 9
3.2 Deployment of Team 0% PT 1 11
3.3 Analysis of current
Technical setup 0% PT 2 12
4 deliverable Project
Implementation 0% WG 8
4.1 Implementation of
Device 0% WG 1 13
4.2 Testing of Device 0% WG 2 15
4.3 Demo Trials 0% WG 1 16
4.4 Final Work 0% WG 1 17
4.4.1 Final Testing of the
project 0% WG 1 18
4.4.2 Training Session 0% PT, WG 1 19
4.4.3 Final Review 0% PM 1 20
5 deliverable Project Closing 0% PM 2
5.1 Review of the project 0% PM 1 21
5.2 Sign off 0% PM 1 23
Assigned to Abbreviatio
n
Project
Manager PM
Project team PT
Working
Party WP
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Appendices
Consultant C
Finance
Manager FM
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Appendices
10.2. Appendix 2 – Project Budget
10.2.1. Project Budget Template
Version No: <n.n> Date: <dd-mm-yyyy>
Project: <Project XYZ Stage: <X>
Financial Year: C/D (delete as appropriate)>
Items in this list are intended as example only. Delete items from the following table as required. Add in
relevant items to your project.
Resource Itemised Funds sought from
Department of health In-kind Donation
2017 -
2018 2018-2019 2017-
2018
2018-
2019
Staffing
Salary Project Manager $17000 $17000
Admin support $2500 $2500
Other Employee related expenses $2500 $2500
Total for salaries and other related expenditure $3000 $3000
etc
(1) Total – Salary $25000 $25000
Staff training & skill Development
Half day CPR training $1500
etc
(2) Total training & Skill Development Costs $1500
Administrative Costs
Consultancies $5000 $15000
etc
(3) Total Admin Costs $20000
Operating Costs
Rent and Accommodation related expenses $5000 $5000
Communications $1500 $1500
Travel (including motor vehicle expenses) $2000 $2000
Advertising and promotion - -
Catering - -
Information Technology $50000 $40000
etc
(4) Total – Operating Costs $75000 $17000
Capital Costs
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Appendices
Laptop computer and software $35000 $25000
Office furnishing $20000
telephones $7500
Data Projector rental $2500
etc
(5) Total – Capital Costs $90500
Promotional costs - - - -
Poster & brochure design - - - -
Printing Poster - - - -
Printing of training materials $1500
etc
(6) Total Promotional Costs $1500
Evaluation costs
Internal or external evaluation costs $1500
etc
(7) Total Evaluation costs $1500
Total cost
Total funds being sought from DoH $690000
Total donations in-kind $20000
Total Budget $690,000
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Appendices
10.3. Appendix 3 – Risk Analysis and Risk Register
Risk Management Fact sheet available at www.projectmanagement.tas.gov.au.>
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<Project Title>
Risk Register as at <Date>
Report for: (Optional) eg <Project Name> Steering Committee
Project Manager: <Name>
Project Objective: As stated in the Project Business Plan.
Rating for Likelihood and Seriousness for each risk
L Rated as Low E Rated as Extreme (Used for Seriousness only)
M Rated as Medium NA Not Assessed
H Rated as High
Grade: Combined effect of Likelihood/Seriousness
Seriousness
Likelihood
low medium high EXTREME
low N D C A
medium D C B A
high C B A A
Recommended actions for grades of risk
Grade Risk mitigation actions
A Mitigation actions, to reduce the likelihood and seriousness, to be identified and implemented as
soon as the project commences as a priority.
B Mitigation actions, to reduce the likelihood and seriousness, to be identified and appropriate
actions implemented during project execution.
C Mitigation actions, to reduce the likelihood and seriousness, to be identified and costed for
possible action if funds permit.
D To be noted - no action is needed unless grading increases over time.
N To be noted - no action is needed unless grading increases over time.
Change to Grade since last assessment
NEW New risk  Grading decreased
— No change to Grade  Grading increased

Id Description of Risk
(including any identified ‘triggers’)
Impact on Project
(Identify consequences )
Assessment of
Likelihood
Assessment of
Seriousness
Grade (combined
Likelihood and
Seriousness)
Change Date of Review Mitigation Actions
(Preventative or Contingency)
Responsibility for
mitigation action(s)
Cost Timeline for
mitigation action(s)
Work
Breakdown
Structure
1 There might be a risk with the
budget of the project
The project might stop
without the proper amount
of budget
H E A The sponsor paid
the extra budget
15/1/2018 Convincing the sponsor that
the budget was necessary
for the project
Project manager $20,000 15 Days Yes
2 The machines bought were of
low quality and unsafe
The machines were not up
to the mark and might
affect the patients
M H B Appointment of a
new technical
expert
20/1/2018 Reviewing of the gym
requirements
Project manager $15,750 10 Days Yes
3 The trainees had not been able
to grasp the concept of the
training process
Insufficient training is
dangerous for the patient
M M C Increasing the
number of days for
the training
24/1/2018 Training to be extended for
more than one week
Technical expert $18,000 8 Days Yes