Read The Following Scenario: Dr. Bili Mattes, The Provost

Read The Following Scenariodr Bili Mattes The Provost For Harrisbur

Read the following scenario: Dr. Bili Mattes, the Provost for Harrisburg University (HU), is hosting a campus event and she wants to ensure it is a complete success. Your group has been asked to manage risks associated with the planning for the event. The project team leader, Virat Kohli, is new to project management and has about 6 months to plan and execute the project. The budget for the entire project is $20,000.

An outdoor site venue will be used for the event, which includes a live band for entertainment. The finance department has allocated funds; additional funding is needed (through sponsorship of the event and by selling tickets) to meet the total cost burden of the event. Promoting the event will be important to raising funds. The outdoor event site used must be returned in the condition it was found. Security is also important as alcohol will be served.

Neighbors are already concerned about noise and vandalism. Dr. Mattes has a risk-neutral personality. She is the project sponsor and has asked that $500 be used from the project budget to manage risks. The university has a culture of risk seeking (as evidenced by their recent decision to pursue e-Sports).

For this event, the senior management at HU has no tolerance (or appetite) for risks that can impact the project schedule. "The schedule must be protected," Dr. Mattes stated, "because we can't hold an event any later than the planned weekend." Senior management has high tolerance for risks that can impact the project budget. "We've come through the challenging times of the early years and are now in great shape, particularly with the high enrollment numbers of foreign students," said Joe Dokes, Chief Financial Officer at HU.

For this 6-month long project, Dr. Mattes has asked for risk and other project status reports each month. These are low-key meetings using the relevant elements of the risk register. Dr. Mattes is not familiar with the risk register, so it will be important for your group to spend some time explaining in the RMP how to use it, and to provide examples of how to write a proper risk statement.

Using the techniques described in Chapter 11, CPM 4e and Chapter 11, PMBOK 6e, identify five threats and five opportunities (a total of 10 risks), one each for the different types of risk responses (e.g., accept, enhance, mitigate, share, transfer, exploit, avoid escalate).

Paper For Above instruction

The scenario presents a comprehensive risk management challenge for a university-hosted outdoor event scheduled over six months with a budget of $20,000. The project’s success hinges on meticulous risk identification, assessment, and response planning, especially given the stakeholders’ differing risk tolerances and the critical emphasis on the project schedule. This paper discusses five threats and five opportunities based on the scenario, employing techniques from Chapter 11 of CPM 4e and PMBOK 6e. It also illustrates appropriate risk response strategies for each identified risk, providing a framework for effective risk management in this context.

Introduction

Effective risk management is crucial for project success, especially when dealing with complex stakeholder interests, limited budgets, and tight schedules. The scenario involving Harrisburg University’s outdoor event encapsulates these challenges, requiring proactive strategies to mitigate threats and exploit opportunities. The risk management process begins with identifying risks, analyzing their potential impact, and developing appropriate responses. This paper leverages established techniques from project management literature to analyze potential risks and responses relevant to the scenario.

Threats Identification and Responses

1. Adverse Weather Conditions Affecting the Event (Mitigate)

- The outdoor venue is vulnerable to weather disruptions such as rain, wind, or storms, which can cause delays or cancellations. Mitigation involves developing contingency plans, such as tents or alternative indoor options, and monitoring weather forecasts closely. Insurance coverage can further reduce financial loss.

2. Noise Complaints Leading to Noise Ordinance Violations (Avoid)

- Community noise concerns pose a risk of legal action or shutdowns. To avoid this, the event can be scheduled during permissible hours, and sound levels can be strictly monitored. Liaising with neighbors beforehand fosters goodwill and reduces the likelihood of complaints.

3. Security Incidents, Including Alcohol-Related Vandalism or Violence (Mitigate)

- Serving alcohol increases security risks such as vandalism or altercations. Using professional security personnel, implementing ID checks, and establishing clear protocols for alcohol service mitigate these risks and safeguard guests and property.

4. Funding Shortfalls Due to Lower-than-Expected Ticket Sales and Sponsorship (Accept)

- Insufficient funds could jeopardize the event’s scope or success. Since senior management has high tolerance for budget risks, this risk can be accepted, with the understanding that contingency funds or sponsorship efforts will address shortfalls if they occur.

5. Damage to the Venue and Environmental Impact (Mitigate)

- The requirement to return the outdoor site in its original condition poses a risk of environmental or property damage. Using protective flooring, signage, and assigned cleanup crews mitigates damage, aligning with the university’s responsibility to the venue.

Opportunities Identification and Responses

1. Increased Sponsorship Revenue Through Promotions (Enhance)

- Effective marketing could attract more sponsors, increasing funds beyond initial estimates. Enhancing promotion efforts, leveraging social media, and engaging local media can capitalize on this opportunity to maximize sponsorship income.

2. Developing a Unique Event Theme Enhancing Campus Reputation (Exploit)

- The event can highlight university culture, boosting attractiveness and future sponsorship or attendance. Planning for interactive activities and themed branding exploits this opportunity to elevate the university’s profile.

3. Partnerships with Local Security Firms for Cost Savings and Enhanced Safety (Share)

- Collaborating with local security providers can share risks and reduce costs. Engaging a trusted partner allows the university to benefit from proven expertise and potentially negotiate better terms, sharing the risk of security incidents.

4. Incorporating Technology for Virtual Participation and Broader Reach (Enhance)

- Live streaming the event or offering virtual tickets can increase attendance and revenue streams. Investing in quality streaming technology enhances engagement, creating broader exposure and attracting remote audiences.

5. Positive Community Relations Boosted by Responsible Noise and Vandalism Management (Exploit)

- Effective communication and proactive noise control can turn neighbors into allies, enhancing community relations. This opportunity facilitates future collaborations and reduces the risk of protests or complaints escalating.

Conclusion

Proactive risk management is vital for the event's success, balancing threats to the schedule and budget with opportunities to maximize benefits. Using risk mitigation, exploitation, sharing, and acceptance strategies within the risk management plan enhances the probability of a successful event. Clear communication, vigilant monitoring, and stakeholder engagement underpin these efforts, enabling Harrisburg University to deliver an engaging, safe, and financially sound outdoor event.

References

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