Project Status Report: Create A Presentation For Stakeholder ✓ Solved

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Project Status Report Create a presentation for stakeholders

In this project, you will demonstrate your mastery of the competency: COM-30168: Determine appropriate methods to monitor and communicate the status of a project.

You are in the tenth week of the XYZ Business Workflow project, and things haven’t quite gone according to plan. At the end of the requirements analysis phase, your team informed you that: Feature 2 (F2) development is more complex than initially thought and will take at least 10 workweeks to complete. Feature Customization 3 (C3) will take close to five workweeks. Complete system testing will take a minimum of one-and-a-half weeks due to the complexity of the systems involved.

You made necessary resource and schedule adjustments to your plan and obtained stakeholder approval. However, due to delays in client approvals, UI design and development took one week more than estimated, pushing all dependent tasks out by a week. Additionally, a resource availability issue has added three days to the Feature 1 development effort. You are scheduled to present a project status report at the end of the week at a stakeholders’ meeting that will include the client’s representatives.

Your presentation must include the following: original and current project schedule, current project status, updated risk register, and other relevant project information you believe the stakeholders need to know. You can use any project management software (PMS) tool to create and update the project schedule and status, ensuring it includes a Gantt chart.

Your presentation must include:

  • General project information
  • Project goal and objectives
  • Team information
  • Initial schedule with milestones and end dates
  • Current project status
  • Gantt chart showing the project's progress and current schedule
  • Updated risk/issues register that shows:
    • Status of risks from the project planning phase, including how they have affected the project plan and schedule
    • Any issues facing the team and management strategies
    • New potential risks and proposed mitigation strategies
  • Project summary
  • Updated milestone and end dates
  • Action items to keep the project on track

To complete this project, submit a presentation of 8 to 12 slides that shares the project status report at a stakeholders’ meeting. The presentation should include basic project information, current project status, updated risks and issues, and a project summary.

Paper For Above Instructions

The XYZ Business Workflow project is currently facing significant challenges that necessitate a comprehensive reassessment of our project management strategies and communication methods. This report serves to inform stakeholders of the current status of the project as we enter the tenth week of execution.

General Project Information

The primary objective of the XYZ Business Workflow project is to enhance the operational efficiency of our client's business processes through a tailored software solution. The project initiated on March 1st and is expected to conclude by December 15th. Our project team includes various full-time roles such as a Software Architect, Software Developers, and a UI design and development team. Key milestones and release dates are integral to our project plan, which must adapt to current developments.

Initial Schedule with Milestones

Initially, the project schedule was designed with specific milestones:

  • Completion of Requirements Analysis: Week 1
  • UI Design and Development: Week 4
  • Feature Development: Week 10 to 18, depending on features
  • Complete System Testing: Week 20

Current Project Status

As we assess the project's current status, it is critical to highlight that the development of Feature 2 (F2) has proven more complex than anticipated, requiring an extension of the timeline by at least 10 additional workweeks. Consequently, Feature Customization 3 (C3) is now projected to require close to five workweeks. Furthermore, due to the intricate nature of our system, full system testing will inevitably take a minimum of one and a half weeks.

The approved resource and schedule adjustments have mitigated some issues, yet delays in acquiring client approvals have pushed the UI design and development phase by an additional week, resulting in a cascading effect on dependent tasks. Moreover, an ongoing resource availability issue has necessitated an additional three days for the completion of Feature 1.

Gantt Chart

Attached and shown in the presentation is a Gantt chart illustrating the updated project schedule, highlighting milestones, dependent tasks, and the overall progress of each component within the project timeline.

Updated Risk Register

This project maintains an updated risk/issues register that categorizes risks from the initial planning phase and assesses how they have affected our current plans. Notably:

  • Delays in client approvals have been marked as a risk that affected our timeline significantly.
  • Resource availability remains a critical issue, thereby extending Feature 1’s development timeline.
  • New risks identified include potential budget overruns due to extended timelines and additional resource demands.

To manage identified risks actively, we have implemented strategies such as regular stakeholder communications and efficient resource reallocation wherever feasible.

Project Summary

To summarize, while the XYZ Business Workflow project has encountered unexpected hurdles, the adjustments made in terms of resource allocation and time management have been crucial in keeping stakeholders informed and engaged. The revised milestones and end dates must reflect these changes, and action items have been generated to address current issues effectively.

These action items include:

  • Regular status updates to stakeholders every week.
  • Engagement with additional resources to tackle overloaded tasks.

In conclusion, this project status report is integral for keeping all stakeholders updated and engaged as we navigate these complexities. We remain committed to effective communication and project success through strategic adjustments and updates.

References

  • Project Management Institute. (2017). A Guide to the Project Management Body of Knowledge (PMBOK® Guide)--Sixth Edition. Project Management Institute.
  • Kerzner, H. (2013). Project Management: A Systems Approach to Planning, Scheduling, and Controlling. Wiley.
  • Schwalbe, K. (2015). Information Technology Project Management. Cengage Learning.
  • McCarthy, J. (2019). Risk Management: Concepts and Guidance. CRC Press.
  • Brown, K. A., & McGann, J. (2017). Project Management: A Practical Guide to Planning and Managing Projects. Routledge.
  • Wysocki, R. K. (2014). Effective Project Management: Traditional, Agile, Extreme. Wiley.
  • Gido, J., & Clements, J. P. (2018). Successful Project Management. Cengage Learning.
  • Chua, D. K. H., & Lam, L. W. (2017). Project Risk Management: A Practical Guide for Solving Real-World Issues. Palgrave Macmillan.
  • Cooke-Davies, T. (2002). The "real" success factors on projects. International Journal of Project Management, 20(3), 185-190.
  • Schmidt, C., & Dyer, S. (2020). Building Resilience in Project Management. The International Journal of Project Management, 38(5), 305-315.

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