Risk Identification - Excel

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					                                                 NC Budget System Risk Identification
                                                                Likelihood                                Severity
                                                                                                                  Very
                                                  Very Somewhat 50-50 Highly Nearly Minor Moderate Significant Significant Disastrous
                                                 Unlikely Unlikely Chance Likely Certain Impact Impact Impact    Impact      Impact
  Identified Risk                                   1        2       3       4     5       1      2      3         4           5
1 Large project scope replacing multiple
  legacy systems and affecting numerous
                                                                                   5                                            5
  business processes results in poor or
  failed outcome.
2 Decisions on program budgeting and other
  policy changes are not resolved resulting                                  4                                                  5
  in an ineffective budget system.
3 Failure to manage expectation across
   state government including incorrectly                                    4                                                  5
   interpreting Governor's desired outcomes.
 4 Configured system does not meet core
                                                                             4                                                  5
   system requirements.
 5 Problems or delays associated with
   achieving proper authorization of project       1                                                                 4
   funding.
 6 Contractor failure to provide experienced,
   qualified staff who understand the
                                                                      3                                                         5
   requirements and how to deliver those
   requirements on time.
 7 Intense training needs for both program
   budgeting and new budget system are not
                                                                                   5                                 4
   adequately provided due to time and staff
   constraints.
 8 Conflicting priorities. Project
   implementation and/or other mission-
   critical responsibilities (e.g. budget                                          5                                 4
   preparation) suffer from staff time
   constraints.
 9 Fixed delivery date of Sept. 2010 is
                                                                             4                                       4
   aggressive and not achieved.
10 Complexities or complications related to
   data migrations and integrations from
                                                                             4                                       4
   multiple systems, including the current
   budget system.
11 Resistance or lack of cooperativeness
   from key partners to secure external                               3                                              4
   resources (e.g. OSC, ITS, NCGA)
12 Loss or burnout of staff responsible for
                                                                      3                                              4
   implementing system.
13 Agencies resist or stall program budgeting.
                                                                                   5                       3
14 Lack of user participation, cooperation and
                                                                             4                             3
   buy-in.
15 Software has limited history of application
                                                                             4                             3
   in state government.
16 Unanticipated system requirements or
   process changes are discovered late in the                                4                             3
   implementation process.
17 Phasing of project results in the need to
                                                                             4                             3
   operate dual systems during rollout.
18 Political or legal risk associated with
                                                                      3                                    3
   software selection.
19 Project cost overruns                                              3                                    3
20 Unanticipated events (i.e., major weather
                                                            2                             1
   events, outbreak of illness).
                                                     Budget System Project Risk Identification


                                                    Likelihood
                       Nearly        Highly        50-50    Somewhat       Very
                       Certain       Likely       chance     Unlikely     Unlikely
         Disastrous
                          1          2, 3, 4        5, 6
Severity Impact
         Very
         Significant    7, 8         9, 10         11, 12
         Impact
         Significant
                         13      14, 15, 16, 17    18, 19
         Impact
         Moderate
         Impact
         Minor
                                                                 20
         Impact




                                 Extremely High Risk (Risk Mitigation Plan Developed)
                                 High Risk
                                 Moderate Risk
                                 Low Risk



**The mitigation plans have been developed only to address those risks that fell into the Extremely High Risk category as depicted in the graph above**
                               Budget System Project Risk Identification




epicted in the graph above**
                                                                                                                              Budget System Project Risk Identification


                      Risk                                                     Strategy                                 Strategy Lead      Task Lead             Other Task     When to take actions Intended result of this                                        Comments
                                                                                                                                                                 Participants                               action
1 Large project scope replacing multiple                                                                                Names
  legacy systems and affecting numerous                                                                                 suppressed
  business processes results in poor or
  failed outcome.
                                               a Management and Project Team need to identify and involve subject                       Names              Names suppressed     Immediately and           Individuals with            Action Item: Subject matter experts should be identified and
                                                 matter experts in OSBM and agencies throughout implementation.                         suppressed                              continuing throughout     appropriate knowledge       contacted about participation early in the project.
                                                                                                                                                                                the project as needed     are selected for            This strategy is extremely important during the documentation of
                                                                                                                                                                                                          participation in project    business processes that are external to OSBM.

                                               b Identify and map all business processes and interfaces (ex. NCAS,                      Names              Names suppressed     Immediately               All current business     Subject matter experts at OSBM and within agencies need to be
                                                 CMCS, ).                                                                               suppressed                                                        processes and            heavily involved. Participation of OSC technical staff will be
                                                                                                                                                                                                          interfaces internal and  extremely important.
                                                                                                                                                                                                          external to OSBM will be
                                                                                                                                                                                                          documented
                                               c Legacy systems are maintained and able to produce the Governor's                       Names              Names suppressed     July 2010                 Governor's
                                                 FY 2011-13 non-program budget should the new system fail.                              suppressed                                                        recommended budget
                                                                                                                                                                                                          will still be produced if
                                                                                                                                                                                                          new system is not
                                                                                                                                                                                                          available
                                               d Project is properly scoped/phased to accomplish expected                               Names              Names suppressed     Prior to RFP being        System will be properly
                                                 outcomes of the system by Sept. 2010.                                                  suppressed                              issued for integrator     scoped/phased so that
                                                                                                                                                                                                          implementation is
                                                                                                                                                                                                          achieved by desired
                                                                                                                                                                                                          date

                                               e Program budget information needs to be identified.                                     Names              Names suppressed     See Risk #2 below for     See Risk #2 below for
                                                                                                                                        suppressed                              more detailed             more detailed
                                                                                                                                                                                information               information

2 Decisions on program budgeting and                                                                                    Names
  other policy changes are not resolved                                                                                 suppressed
  resulting in an ineffective budget system.

                                               a Project Team will recommend policy and business process changes                        Names              Names suppressed     Prior to vendor on site   Required policy and         * Project Team should communicate to the Management Team
                                                 to the Management Team, giving management sufficient time to                           suppressed                              and then ongoing          business process            when decisions are needed.
                                                 review and report decisions back to the Project Team and to                                                                                              changes will be given       *Project Team should not be sidetracked by debating and
                                                 communicate changes to analysts.                                                                                                                         proper review and           formulating policy decisions (e.g., program budgeting) that are not
                                                                                                                                                                                                          evaluation prior to         part of the scope of work.
                                                                                                                                                                                                          implementation and they
                                                                                                                                                                                                          will be communicated to
                                                                                                                                                                                                          stakeholders.


                                               b Program budgeting. Data elements required for program budgeting                        Names              Names suppressed     Mid January               All stakeholders will       * Very specific listing and description of all data items involved,
                                                 in the new system and in the budget document will be developed,                        suppressed                                                        know the exact              along with benefits of having these elements now and in future.
                                                 agreed upon by management, and communicated to analysts.                                                                                                 expectations for            * Specify which elements relate to agencies and which relate to
                                                                                                                                                                                                          program budgeting in        programs/funds/RCCs and any other dependencies.
                                                                                                                                                                                                          writing and these
                                                                                                                                                                                                          specific requirements
                                                                                                                                                                                                          will be in place for the
                                                                                                                                                                                                          Integrators. They will
                                                                                                                                                                                                          know what elements are
                                                                                                                                                                                                          going to be presented in
                                                                                                                                                                                                          the budget document
                                                                                                                                                                                                          and which will not.


                                               c Program Budgeting. Monitoring of progress for program budget                           Names              David                     February 15, 2010 Because failure/inability      * Need review and signoff from analysts, ASBOs, and Erin's team
                                                 mapping to funds will be tightly controlled with enforced deadlines,                   suppressed                                                     to convert SOME                for mapping to be used.
                                                 management intervention as appropriate, and management                                                                                                current fund/RCCs to           * Indicate which programs are at RCC level.
                                                 reporting to project team on weekly basis until complete.                                                                                             programs will jeopardize       * Make sure all funds are covered in mapping
                                                                                                                                                                                                       success of new system,         * Make sure all agencies have enough details in mapping to reflect
                                                                                                                                                                                                       OSBM must use the              actual programs.
                                                                                                                                                                                                       approved mapping from
                                                                                                                                                                                                       the beginning and
                                                                                                                                                                                                       ensure there are no
                                                                                                                                                                                                       exceptions that will
                                                                                                                                                                                                       jeopardize statewide
                                                                                                                                                                                                       coverage of program
                                                                                                                                                                                                       budgeting.
                                                                                                                          Budget System Project Risk Identification


                    Risk                                                      Strategy                              Strategy Lead      Task Lead           Other Task      When to take actions Intended result of this                                   Comments
                                                                                                                                                           Participants                                    action
                                              d Changes to incorporate program budgeting and other changes to                       Names              Names suppressed   January 31, 2010 and There is improved              * OSBM needs to work from one set of vision-goals-expectations for
                                                business processes will be communicated to agency contacts in a                     suppressed                            ongoing as needs arise chance of success with       program budgeting (and for entire new budget system) so that all
                                                timely manner with one version of vision, goals, and expectations                                                                                cooperation from             communications with external stakeholders reference the same
                                                for capturing and displaying data in new budget system.                                                                                          agencies in                  expectations.
                                                                                                                                                                                                 implementation of the        * Project team will ensure that press-release/information bulletin is
                                                                                                                                                                                                 new system when              prepared for OSBM and Governor's office use in informing others
                                                                                                                                                                                                 agencies know what is        about the new budget system, including program budgeting.
                                                                                                                                                                                                 planned well ahead of
                                                                                                                                                                                                 schedule. OSBM needs
                                                                                                                                                                                                 to work from one set of
                                                                                                                                                                                                 vision-goals-
                                                                                                                                                                                                 expectations for
                                                                                                                                                                                                 program budgeting (and
                                                                                                                                                                                                 for entire new budget
                                                                                                                                                                                                 system) so that all
                                                                                                                                                                                                 communications with
                                                                                                                                                                                                 external stakeholders
                                                                                                                                                                                                 reference the same
                                                                                                                                                                                                 expectations.


                                              e Lay out recommended budget publication in sample document and                       Names              Names suppressed               22-Jan-10 All stakeholders will    * Need general agreement from management and OSBM analysts.
                                                get sign off by management (include program budgeting elements                      suppressed                                                  know exactly how         * Ensure that presentation makes sense and is useful
                                                and new formats for fiscal data, follow up on suggestions for                                                                                   program budgeting fits * No major changes after mockup is finalized.
                                                summary relating capital to operating, etc.). Include options for                                                                               into the Governor's
                                                fallback document if new system is not ready in time.                                                                                           recommended budget
                                                                                                                                                                                                document. The mock-up
                                                                                                                                                                                                will be available to the
                                                                                                                                                                                                Integrators for initial
                                                                                                                                                                                                planning purposes.


                                              f All budget development business process changes must be                             Names              Names suppressed   ongoing                 Allowing one agency an * When Charlie or other management is asked for exceptions by
                                                enforced at agencies with no exceptions prior to discussion and                     suppressed                                                    exception to adopted   agencies, these requests should be taken to the project team for
                                                evaluation of repercussions by project team.                                                                                                      business processes can evaluation and recommendation to management.
                                                                                                                                                                                                  jeopardize the success
                                                                                                                                                                                                  of the whole project.



                                              g Project Team must be the advocate at OSBM for keeping the                           Names              Names suppressed   ongoing                 The compressed time         * Re-evaluate time line periodically and recommend actions to
                                                project on the accepted schedule.                                                   suppressed                                                    frame for                   management to rectify slippages as they occur.
                                                                                                                                                                                                  implementation allows       * With Charlie's support, re-brief ASBOs as needed to stress office
                                                                                                                                                                                                  almost no slippage -- the   priorities
                                                                                                                                                                                                  project team has to take    * Keep internal staff informed of timeline, progress, and slippages
                                                                                                                                                                                                  responsibility for          * Call full staff meetings if/when needed
                                                                                                                                                                                                  ensuring that slippage      * Strategize with management to balance the work load
                                                                                                                                                                                                  does not occur,             * Periodic project status reports are critical
                                                                                                                                                                                                  especially slippage due     * Vendor's progress will be tightly monitored
                                                                                                                                                                                                  to changes in business
                                                                                                                                                                                                  processes.


                                              h All business process changes will be communicated to the vendor.    Names                                                                                                     * Periodic meetings with vendors and formal reports will document
                                                                                                                    suppressed                                                                                                all business process changes.
                                                                                                                                                                                                                              * Progress in implementing changes will be reflected in periodic
                                                                                                                                                                                                                              progress reports.

3 Failure to manage expectation across                                                                              Names
  state government including incorrectly                                                                            suppressed
  interpreting Governor's desired outcomes.

                                              a Communicate goals and expected results of the new budget system                     Names                                 One time at beginning  Goals are stated and     Action Item: Develop a Communication Plan
                                                to all stakeholders at the beginning of the integration process.                    suppressed                            of project             understood at the outset This strategy should be addressed in the Communication Plan.
                                                                                                                                                                                                 of the project
                                              b Executive Talking Points (what the project is and is not)                           Names                                 One time with possible Management is clear      See Communications Plan
                                                                                                                                    suppressed                            updates as needed      and consistently states
                                                                                                                                                                                                 goals
                                              c Clearly define project benefits                                                     Names                                 One time with possible Stakeholders clearly      See Communications Plan
                                                                                                                                    suppressed                            updates as needed      understand the benefits
                                                                                                                                                                                                 of the new budget
                                                                                                                                                                                                 system
                                              d Formal conversation with the Governor's Office                                      Names              Names suppressed   Monthly                Governor's needs are      See Communications Plan
                                                                                                                                    suppressed                                                   met & project results are
                                                                                                                                                                                                 understood
                                                                                                                                Budget System Project Risk Identification


                     Risk                                                       Strategy                                  Strategy Lead      Task Lead           Other Task     When to take actions Intended result of this                               Comments
                                                                                                                                                                 Participants                                      action
                                               e Routine communication with all OSBM staff                                                Names              Names suppressed   Periodically, not weekly Staff clearly             See Communications Plan
                                                                                                                                          suppressed                            & at least monthly or as understands benefits of
                                                                                                                                                                                needed                   new system
                                               f Agency communications across government                                                  Names              Names suppressed   As needed                State level system        See Communications Plan
                                                                                                                                          suppressed                                                     benefits are specific and
                                                                                                                                                                                                         understood by all

4 Configured system does not meet core                                                                                    Names
  system requirements                                                                                                     suppressed
                                               a Identify customizations as early as possible by having existing                                                                Jan-Feb 2010            Integrator will not waste
                                                 business processes documented before the Integrator arrives.                                                                                           time documenting
                                                                                                                                                                                                        processes

                                               b Document the anticipated future state of the budget development                                                                Jan-Feb 2010            Integrator will not wast
                                                 process that includes any potential process efficiencies before the                                                                                    time documenting
                                                 Integrator arrives.                                                                                                                                    processes
                                               c Ensure that the RFP and contract include provisions that hold the                        Names                                 December 1, 2009        Makes vendor
                                                 contractor responsible for meeting core system requirements and                          suppressed                                                    responsible
                                                 provide the state with options to seek relief if requirements are not
                                                 met.
                                               d Delay implementation of new functions until new system is                                                                                              OSBM/Agency budget
                                                 satisfactory                                                                                                                                           staffs will not be
                                                                                                                                                                                                        overwhelmed

5 Contractor failure to provide experienced,                                                                              Names
  qualified staff who understand the                                                                                      suppressed
  requirements and how to deliver those
  requirements on time.
                                               a Include provisions in the contract with the Integrator that requires a                   Names              Names suppressed   March 10th 2010-        Having competent
                                                 specific time commitment of experienced consultants and quick                            suppressed                            throughout project/Or   consultants available
                                                 replacement of ineffective consultants.                                                                                        as soon as the          when needed
                                                                                                                                                                                integrator comes on
                                                                                                                                                                                board
                                                 Status Report created and shared with project team on a weekly                           Names              Names suppressed   March 10th 2010-        Timely implementation
                                                 basis                                                                                    suppressed                            throughout project/Or   of budget software
                                                                                                                                                                                as soon as the
                                                                                                                                                                                integrator comes on
                                                                                                                                                                                board
                                                 Monthly summary of deliverables and constant updating of                                 Names              Names suppressed   March 10th 2010-        Ensure adherence to
                                                 deliverable schedule                                                                     suppressed                            throughout project/Or   deliverable schedule
                                                                                                                                                                                as soon as the
                                                                                                                                                                                integrator comes on
                                                                                                                                                                                board

6 Intense training needs for both program                                                                                 Names
  budgeting and new budget system are not                                                                                 suppressed
  adequately provided due to time and staff
  constraints.
                                               a Develop a training plan for the new budget system.                                       Names              Names suppressed   May-June 2010           Timely/Comprehensive        - Bill Stockard has volunteered to help with this effort.
                                                                                                                                          suppressed                                                    training                    - Timing of training for OSBM and for agency users is important.
                                                                                                                                                                                                                                    - Need to identify enough trainers and involve people who have
                                                                                                                                                                                                                                    experience in training.

                                               b Provide a help desk for new system.                                                      Names              Names suppressed   May-June 2010           Allow end user a
                                                                                                                                          suppressed                                                    resource to answer
                                                                                                                                                                                                        questions when the user
                                                                                                                                                                                                        manual or on-line help is
                                                                                                                                                                                                        not sufficient.
                                               c Develop a user manual for the new system.                                                Names              Names suppressed   May-June 2010           Comprehensive               Integrator should provide a technical writer to assist with develop of
                                                                                                                                          suppressed                                                    information guide that      training/user manual.
                                                                                                                                                                                                        will allow the system
                                                                                                                                                                                                        user to find answers to
                                                                                                                                                                                                        their own questions-
                                                                                                                                                                                                        Eliminate/Reduce
                                                                                                                                                                                                        budget system related
                                                                                                                                                                                                        calls to OSBM
                                                                                                                                Budget System Project Risk Identification


                      Risk                                                     Strategy                                   Strategy Lead      Task Lead           Other Task     When to take actions Intended result of this                                    Comments
                                                                                                                                                                 Participants                                   action
                                              d Develop content-specific on-line user help for the new system.                            Names              Names suppressed   May-June 2010        Online information guide
                                                                                                                                          suppressed                                                 that will allow the system
                                                                                                                                                                                                     user to find answers to
                                                                                                                                                                                                     their own questions-
                                                                                                                                                                                                     Eliminate/Reduce
                                                                                                                                                                                                     budget system related
                                                                                                                                                                                                     calls to OSBM



7 Conflicting priorities. Managing project                                                                                Names
  implementation and/or other mission-                                                                                    suppressed
  critical responsibilities (e.g. budget
  preparation) result in burnout or loss of
  staff.
                                              a Work activities that are not mission-critical should be placed on                         Names              Names suppressed   As Needed               To allow adequate          Management support of this strategy is critical.
                                                hold.                                                                                     suppressed                                                    participation on project
                                                                                                                                                                                                        & develop staff
                                                                                                                                                                                                        resouces
                                              b Standing item on Oversight Committee meeting to discuss work                              Names              Names suppressed   Weekly                  To identify and resolve
                                                conflicts on teams and within sections. Two way conversation of                           suppressed                                                    matters quickly
                                                project team to OC and OC to management team.

                                              c Standing agenda item with team to discuss priorities, conflicts and                       Names                                 Weekly                  To identify and resolve
                                                any problems with getting participation.                                                  suppressed                                                    matters quickly
                                              d Team to develop and submit ideas to the Oversight Committee for                           Names              Names suppressed   One time                To have options
                                                backfilling or addressing conflicts.                                                      suppressed                                                    available for
                                                                                                                                                                                                        management action
                                              e Management should take risks in reassigning staff resources to                            Names              Names suppressed   As Needed               To allow adequate
                                                reduce regular work duites from interfering and causing stress on                         suppressed                                                    participation on project
                                                project team members.                                                                                                                                   & develop staff
                                                                                                                                                                                                        resouces
                                              f Management should replace the loss of a team member quickly with                          Names              Names suppressed   As Needed               To avoid lost time,
                                                another experienced staff member.                                                         suppressed                                                    project delays/costs.
                                              g New team members should be provided with previous agendas and                             Names                                 As Needed               To avoid lost time,
                                                notes from those meetings to expedite their ability to function as part                   suppressed                                                    project delays/costs by
                                                of the team.                                                                                                                                            keeping staff updated
                                                                                                                                                                                                        and informed.
                                              h Plan for staff outages and off load work.                                                 Names              Names suppressed   As Needed               To allow staff to take
                                                                                                                                          suppressed                                                    planned time off and
                                                                                                                                                                                                        continue project
                                                                                                                                                                                                        progress
                                              i Need a strategy room where the project team can regularly and                             Names              Names suppressed   One time at project     To facilitate
                                                comfortably work without interruption.                                                    suppressed                            outset                  communication, team
                                                                                                                                                                                                        work, and efficiency.

8 Fixed delivery date of Sept. 2010 is                                                                                    Names
  aggressive and not achieved.                                                                                            suppressed
                                              a Project must be managed and all staff must commit to achieving                            Names              Names suppressed   Immediately             Ambitious project        Charlie and the Management Team must continue to make this
                                                tasks by the date on the project schedule. Time should be used                            suppressed                                                    schedule does not allow project the top priority even if other important work activities get
                                                efficiently. Team should use emails to communicate instead of                                                                                           for delays if Sept. 2010 delayed.
                                                meeting, and when necessary, meetings should be brief and                                                                                               deadline will be met.
                                                focused.
                                              b When a delay is unavoidable, develop a plan of action to get back                         Names              Names suppressed   As soon as the problem Ambitious project
                                                on schedule.                                                                              suppressed                            or delay is identified. schedule does not allow
                                                                                                                                                                                                        for delays if Sept. 2010
                                                                                                                                                                                                        deadline will be met.

                                              c Prepare for and schedule subject matter experts well in advance of                        Names              Names suppressed   At least two weeks prior Ensure that subject
                                                when the Project Team actually needs their participation.                                 suppressed                            to needed participation. matter experts are
                                                                                                                                                                                                         available when they are
                                                                                                                                                                                                         needed in order to keep
                                                                                                                                                                                                         project on schedule.

                                              d Develop a fall back plan in case the new system is not able to                            Names              Names suppressed   See Risk #10 for more   See Risk #10 for more      See Risk #10 for more detail.
                                                produce the Governor's Budget by Sept. 2010.                                              suppressed                            detail.                 detail.
                                              e Project is properly scoped/phased to accomplish expected                                  Names                                 During RFP              Ensure that scope of       See Risk #1, Strategy D for more detail.
                                                outcomes of the system by Sept. 2010.                                                     suppressed                            development.            work is realistic and
                                                                                                                                                                                                        achieveable by
                                                                                                                                                                                                        deadline.

9 Complexities or complications related to                                                                                Names
  data migrations and integrations from                                                                                   suppressed
  multiple systems, including the current
  budget system.
                                                                                                                                Budget System Project Risk Identification


                      Risk                                                      Strategy                                  Strategy Lead      Task Lead           Other Task     When to take actions Intended result of this                                 Comments
                                                                                                                                                                 Participants                                   action
                                              a Document current state of data interfaces and integration of                              Names              Names suppressed   Before Integrator    Integrator will have clear * Explain how Oracle and BPS currently interact
                                                systems                                                                                   suppressed                            arrives              detailed description of    * Explain timing, scope, and purpose of external inputs and outputs.
                                                                                                                                                                                                     all data flows to and
                                                                                                                                                                                                     from current mainframe
                                                                                                                                                                                                     and Oracle systems.


                                              b Document expected future state related to data integration and                            Names                                 Before Integrator         Integrator will have clear * Explain timing, scope, and purpose of external inputs and outputs.
                                                interfaces                                                                                suppressed                            arrives                   detailed description of    * Explain steps needed in loading data from mainframe and Oracle
                                                                                                                                                                                                          all data flows to and      new system.
                                                                                                                                                                                                          from anticipated new
                                                                                                                                                                                                          budget system, i.e.,
                                                                                                                                                                                                          including features not in
                                                                                                                                                                                                          current system.


                                              c Develop fall-back plan for data migration of appropriate Oracle data                      Names                                 Before Integrator         Project Team and             * Explain steps required for each adopted fall-back plan for
                                                if new system is not ready in time for biennial budget document.                          suppressed                            arrives                   Integrator will know what    producing the performance management elements of the budget
                                                                                                                                                                                                          actions to take and          document and for tying the document together in the new system.
                                                                                                                                                                                                          critical time for changing   * Address the possibility that the document has to be produced from
                                                                                                                                                                                                          course if it appears that    the current Oracle system.
                                                                                                                                                                                                          the new system will not
                                                                                                                                                                                                          be ready for use in
                                                                                                                                                                                                          collecting and
                                                                                                                                                                                                          presenting performance
                                                                                                                                                                                                          management
                                                                                                                                                                                                          information.




10 Resistance or lack of cooperativeness                                                                                  Names
   from key partners to secure external                                                                                   suppressed
   resources (e.g. OSC, ITS, NCGA)
                                              a Identify and contact key external partners early in the process to                        Names                                 At beginning of project   To identify and secure       Action Item: Develop a Communication Plan
                                                encourage cooperation and make sure experienced staff within                              suppressed                            and ongoing               the best resources for       This strategy should be addressed in the Communication Plan.
                                                those agencies are available to assist OSBM with this project.                                                                                            the project to insure
                                                                                                                                                                                                          success.

                                              b Make sure these external partners are included on any distribution                                                              Ongoing                 In order to keep people        See Communications Plan
                                                list for newsletters or email updates about the project.                                                                                                informed and ready to
                                                                                                                                                                                                        work
                                              c Clearly define project benefits                                                           Names                                 One time with possible Stakeholders clearly            See Communications Plan
                                                                                                                                          suppressed                            updates as needed       understand the benefits
                                                                                                                                                                                                        of the new budget
                                                                                                                                                                                                        system
                                              d Address ITS lag times (start hardware procurement asap, request                           Names                                 At beginning of project To keep the project on         See Communications Plan
                                                ITS expedited timelines).                                                                 suppressed                                                    schedule
                                              e Contact management in agencies where delays occur. Escalate                                                                     Ongoing                 To keep the project on         See Communications Plan
                                                and/or publically identify if necessary.                                                                                                                schedule

11 Loss or burnout of staff responsible for                                                                               Names
   implementing system.                                                                                                   suppressed
                                              a Management should reassign staff resources to reduce regular                              Names              Names suppressed   At project outset and as To allow key staff time       This is challenging for team members that have unique roles in the
                                                work duites from interfering and causing stress on project team                           suppressed                            needed                   and focus to deliver          office with little backup support (ex. Mercidee, Francine)
                                                members.                                                                                                                                                 results
                                              b Management should replace the loss of a team member quickly with                          Names              Names suppressed   As Needed                To avoid lost time,
                                                another experienced staff member.                                                         suppressed                                                     project delays/costs.
                                              c New team members should be provided with previous agendas and                             Names                                 As Needed                To avoid lost time,
                                                notes from those meetings to expedite their ability to function as part                   suppressed                                                     project delays/costs by
                                                of the team.                                                                                                                                             keeping staff updated
                                                                                                                                                                                                         and informed
                                                Team to develop and submit ideas to the OC committee for                                  Names                                 One time                 To have options
                                                backfilling or addressing conflicts and burnout (compensations, flex                      suppressed                                                     available for
                                                schedules, temp staffing).                                                                                                                               management action
                                                Encourage management to take risks in placing key assignments                             Names              Names suppressed   As Needed                To allow key staff time
                                                with other staff.                                                                         suppressed                                                     and focus to deliver
                                                                                                                                                                                                         results
                                                Make meetings on target, focused and as brief as possible.                                Names                                 Every Meeting            To use time wisely and
                                                                                                                                          suppressed                                                     to encourage efficiency
                                                                                                                                                                                                         and clarity
                                                Utilize email to communicate.                                                             Names                                 As Needed                To use time wisely and
                                                                                                                                          suppressed                                                     to encourage efficiency
                                                                                                                                                                                                         and clarity
                                                                             Budget System Project Risk Identification


Risk                                 Strategy                          Strategy Lead      Task Lead           Other Task     When to take actions Intended result of this   Comments
                                                                                                              Participants                                   action
       Plan for staff outages and off load work.                                       Names              Names suppressed   As Needed            To allow staff to take
                                                                                       suppressed                                                 planned time off and
                                                                                                                                                  continue project
                                                                                                                                                  progress
       Need a strategy room where the project team can regularly and                   Names              Names suppressed   One time at project  To facilitate
       comfortably work.                                                               suppressed                            outset               communication, team
                                                                                                                                                  work, and efficiency.

				
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