Executive Summary
The key process that gives a success in any project is the
project management and the governance. Every project should be knowing the way
to manage and control the project that will lead to the success should be
understood. For managing the project effectively, the project management
theories and frameworks has been developed and made as a standard to work with
the projects. The project management theories that are used to effectively work
with the project are based on several types and in this report we are
discussing the stakeholder engagement and risk management theory. For effective
understanding of these project management theories, the two real time case
studies has been discussed. The case studied are based on the failures that are
caused and the consequences faced by the project team due to that. The
following report will be discussing each of the involved theories with relevant
to the case involved.
Table of Contents
Case 1 - Destruction of the ancient Aboriginal site – Who is to blame!
Case 2 – Fiona Stanley IAM project has failed
Introduction
The main purpose of this report is to study about the various project management theories with the help of the provided case studied. The case studies that are provided are based on the real project failures that are due to the improper project management activities. The Case 1 here discussed the destruction of the Juukan Gorge caves 1 and 2 as a result of improper engagement with the stakeholders involved. The issues that arouse due to this and the importance of stakeholder communication is discussed. In Case 2, the failure of software project development due to improper risk management in the project is discussed. The risks that are identified in the project are discussed and the reason they are leading to the project failures are discussed in this case. This report will discuss the case studies in detail in addition with the ways to overcome with the help of appropriate project management theories.
Case 1 - Destruction of the ancient Aboriginal site – Who is to blame!
Question 1.
It is clearly understood that the involvement of the aboriginal communities who are Puutu Kunti Kurrama and Pinikura people is important in the initiation and the planning of the project. The reason for the involvement is that each and every stakeholder either directly or indirectly involved in the project should be considered while working with the project. Especially while at the time of project planning and initiation, the involvement of the community people could have reduced the consequences and the failures that the project has faced. The proper relationship with every stakeholder is essential as per the stakeholder management theory since the impacts that could be occurred in the project could be identified at the earlier stages and could be avoided. Based on the theory, it is highly essential to discuss and communicate effectively with all the stakeholders. The need from the stakeholder on the project should be identified, it should be discussed among the team and the message should be delivered to all people who may highly impact from the project. The roadmap that has planned should be discussed with the stakeholder so that they could understand the project effectively (Bernie Roseke, 2018).
The project team which is Rio Tinto has not provided the clear message or they have mislead the Puutu Kunti Kurrama and Pinikura people regarding the destruction of the Juukan Gorge caves 1 and 2. This shows the importance of proper communication with the stakeholders involved in the project to avoid the intermediate disruption or the failure of the entire project. The challenges that are arising could be identified earlier in the project and hence the involvement of the aboriginal communities of the Juukan Gorge caves is important. Thus, stakeholder management plan should be done before the planning and the initiation of the project with all direct and indirect stakeholders of the project. The communication approach and the significant messages that should be delivered to them should also be prepared well before the project planning and the initiation to avoid the issues in the project.
Question 2.
Stakeholder mapping is essential in the project in order to identify the key stakeholders who are involved in the project. The stakeholder map is a visual aid which looks like a four quadrant matrix where the identified stakeholders are categorized based on their influences and the interests they hold in the project. The below is the stakeholder map that is generated for the project of destruction of Juukan caves for iron ore mining. The y axis of the matrix is showing stakeholder interests from low to high and the x axis of the matrix is based on stakeholder involvement from low to high.
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v CEO v Ministerial officials v Government and legal authorities |
v Project Managers v Miners v Other workers |
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v Aboriginal Communities (Puutu Kunti Kurrama and Pinikura people) v Site archaeologists v Public v Outsourced workers |
v Government v Rio Tinto Management |
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Stakeholder Involvement
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Table. Stakeholder Power Grid Matrix.
The above stakeholder power grid matrix identified the involved stakeholders along with their influence and the powers. There are several number of stakeholders involved and this mapping helps in categorizing each of them and their significance in the project.
The stakeholder mapping also helps in communicating with them based on their importance and the key messages that are to be delivered. The strategy here helps in the power of the stakeholders who can make impact and who will be impacted from the project (Ariel Lopez, 2021). The top left quadrant consists of stakeholders who are highly interested in the project and every information in the project should be informed. The top right is the people with higher interest as well as the high influence and they will be working closely in the project. The bottom left consists of people who are to be informed the least and are not impacting highly in the project. The bottom right stakeholders in the map are the stakeholders who must be satisfied with the various processes involved in the project (Mind Tools Content Team, 2021). Thus, the stakeholder mapping based on the power grid helps in understanding the stakeholders with powers and the interests in working with the project.
Question 3.
The engagement of the stakeholder in the project is to be understood for effectively working with the project. The engagement here refers to the work they are involved in the project in order to successful complete the project. The level of engagement should be understood in order to clearly define and discuss the needs of the project. The stakeholders who are engaged should be split based on the five categories. The five categories that are involved are unware, resistant, neutral, supportive and the leading. This matrix helps in understanding the current level of engagement and to improve it. The following is the stakeholder engagement assessment matrix which helps in assessing the stakeholders and their engagement in the Juukan caves destruction project as well as in Rio Tinto project.
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Stakeholders |
Unaware |
Resistant |
Neutral |
Supportive |
Leading |
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Stakeholder 1 |
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|
|
|
CD |
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Stakeholder 2 |
|
|
C |
D |
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Stakeholder 3 |
|
|
|
C |
D |
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Stakeholder 4 |
|
|
|
CD |
|
|
Stakeholder 5 |
|
C |
D |
|
|
|
Stakeholder 6 |
|
C |
D |
|
|
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Stakeholder 7 |
C |
|
|
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D |
|
Stakeholder 8 |
C |
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D |
|
|
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Stakeholder 9 |
C |
D |
|
|
|
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Stakeholder 10 |
C |
|
D |
|
|
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Stakeholder 11 |
|
|
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CD |
|
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Stakeholder 12 |
|
|
|
|
CD |
The stakeholders who are wholly involved in the project of Rio Tinto destruction of Juukan Gorge 1 and 2 caves are as follows,
Stakeholder 1 – CEO
Stakeholder 2 – Ministerial officials
Stakeholder 3 – Government and legal authorities
Stakeholder 4 – Project Managers
Stakeholder 5 – Miners
Stakeholder 6 – Other workers
Stakeholder 7 – Aboriginal Communities (Puutu Kunti Kurrama and Pinikura people)
Stakeholder 8 – Site archaeologists
Stakeholder 9 – Public
Stakeholder 10 – Outsourced workers
Stakeholder 11 – Government
Stakeholder 12 – Rio Tinto Management
The above matrix of assessment helps in understanding the current level as well as the desired level of each and every stakeholder who are involved in the project (Bernie Roseke, 2019). Thus, this is the assessment that is done after the blast which is to make the desirable role for the stakeholder. The involved stakeholders current levels are causing the problem as most of the people are in the state of unaware of the project activities. In order to avoid this situation they are desired to be in the role where at least aware of the situation of the project.
Case 2 – Fiona Stanley IAM project has failed
Question 4.
Once when a project is about to fail, there will be warning signs occurred well before. They will be in several form and should be analyzed and then the necessary actions should be taken in order to prevent from the project failure. The main sign is that feasibility of the project could not be identified while working with the project. In the successive development of the project, the feasibility of the project could not be found out (Adam Bender, 2014). The threats and the risks that are involved in the project are only increasing and there is no positive signs involved in the project. The actions that are taken by the upper level management were also at the less. As per the risk management theory, the risks that could arise should be initially identified and analyzed. The risks from the various phases of the project should be identified and they should be analyzed for finding the ways to control them effectively.
The three signs that are identified at the earlier stages of the project development that may lead to the failure of the project are,
v The feasibility of the project could not be achieved in any of the stages in the project development. There is an increase in the number of risks and the threats that causes the more issue in the project development.
v There is a lag in the identification of the technical solution for each and every requirement in the project. There is no permanent staff involved in the project development and the contract staffs are filled in the project even for the top levels (Robert S. Kaplan, 2012).
v The budget of the project overrun as the costs that are spent are not useful and had caused failure. In addition to that, the time required is also increased which shows that the project could not be completed at the time of the opening of the hospital.
Question 5.
There are several risks that are identified in the project and every risks should be properly analyzed and the respective control measures should be taken. The Identity Access Management (IAM) involved risks should be handled by the authorities who are responsible for it. The first and foremost step that the authority had to take is the identification of the potential risks that are involved in the project. The proper risks management strategy should be developed by the authorities and should be distributed among all the team members to effectively control the risk. The approaches that are used to handle the risks are as follows,
Identification of the risks involved – The risks that are involved in the project should be identified with every activities that are to be processed in the project. Both the external as well as the internal risks of the project should be identified so that it could be handled (Christine Thomas, 2020).
Finding the likelihood of risk – The likelihood of the project risks should be found for how often they will be occurring in the project development. With the help of this, the project risks can be easily classified into categories.
Risk prioritization – In order to handle the risks as per the severity, the prioritization of the risks involved should be done. Risks should be prioritized as per their severity and the likelihood.
Treating the risks with effective measures – The risks should be treated effectively with the help of the proper controlling measures. These measures should be reducing the current impact from the risk as well as to avoid the risks in the future (Wanjiru Gachie, 2017).
Monitoring the risks – The risks that are involved should be monitored for avoiding their severe impacts in the project. In addition to that, the new plans to monitor the system to avoid the new risks should be done.
Question 6.
Five major risks are,
Technical development risks – In related to the staff roles that needed for the ICT access has been lagged towards the technical growing part for acquiring the solution (News.com.au, 2014). Some of the technical dependencies and difficult have intimidate the project feasibility, which could not easily get to complete the project in timely progress.
Response - It can be overcome through proper initiation of the technical system through the developers of the project. Proper dependencies and protocols has to be given towards the development system.
Business case missing – This was another risk evolved towards the Fiona Stanley Hospital (FSH) through identity access management, the project governance was lagging which emerged to be the greatest risks for hospital and could not help in accessing the data without papers.
Response - Some of the case during the development should be initiated properly for the analyzing and initiating the tools towards the project.
Weak passwords – The other risk during the development was weak password initiation, many database were found to be very weak password which emerge to be the greatest attacks for the hospital information system. If the passwords are guessed through the attackers then it can be easily accessed through intruders and patient details might go in missing case.
Response - Strong password strategy must be initiated through the developers so that the attackers will not gain the data from the system or patient’s details will not be missed from the particular area.
Application level firewall – The other one is firewall initiation towards the project development, the firewall is must during the application development. But the team has lagged in initiating these protocols towards the system so the project has led to the main risk factors. This had helped the unauthorized users to access the data from the database system (Adam Bender, 2014).
Response - Initiating some firewall and software is essential during the project development so that the risk will not be emerged and will not affect the system in future.
Software updates – The lagging was lead to the software updates, since the updates during the development of project the developer has lagged for the updating software, which leads to the another issues in the Fiona Stanley Hospital (FSH) software development system.
Response - Each system updates to be done during the development for the complete of project, when this strategy are included the risk or issues could be easily avoided.
Conclusion
The report in the above had discussed the two cases studied that are relevant to the project management. In the first case study, the importance of stakeholder involvement in the project is learnt. The stakeholder management and engagement in the project should be done with proper communication plan. The second case study helps in learning about the project failures due to the various risks involved in it. The risks in the project is studied based on risk management and risk handling measures. The five processes that are used to handle and control the risks in the project are learned.
References
Adam Bender, 2014. Fiona Stanley IAM project has
failed: WA audit. [Online]
Available at: https://www.computerworld.com/article/3486509/fiona-stanley-iam-project-has-failed-wa-audit.html
[Accessed 26 August 2021].
Adam Bender, 2014. Fiona
Stanley IAM project has failed: WA audit. [Online]
Available at: https://www2.computerworld.com.au/article/548824/fiona_stanley_iam_project_has_failed_wa_audit/
[Accessed 25 August 2021].
Ariel Lopez, 2021. Stakeholder
Mapping 101: A Quick Guide to Stakeholder Maps. [Online]
Available at: https://www.projectmanager.com/blog/stakeholder-mapping-guide
[Accessed 24 August 2021].
Bernie Roseke, 2018. Project
Stakeholder Management According to the PMBOK. [Online]
Available at: https://www.projectengineer.net/project-stakeholder-management-according-to-the-pmbok/
[Accessed 23 August 2021].
Bernie Roseke, 2019. 3
Types of Stakeholder Matrix. [Online]
Available at: https://www.projectengineer.net/3-types-of-stakeholder-matrix/
[Accessed 24 August 2021].
Christine Thomas,
2020. Five Steps of the Risk Management Process. [Online]
Available at: https://www.360factors.com/blog/five-steps-of-risk-management-process/
[Accessed 26 August 2021].
Mind Tools Content
Team, 2021. Stakeholder Analysis. [Online]
Available at: https://www.mindtools.com/pages/article/newPPM_07.htm
[Accessed 24 August 2021].
News.com.au, 2014. WA
Department of Health wasted $6 million on Fiona Stanley Hospital identity
access management project. [Online]
Available at: https://www.news.com.au/national/western-australia/wa-department-of-health-wasted-6-million-on-fiona-stanley-hospital-identity-access-management-project/news-story/e91ab3127506d0e21411ade4fb0e3150
[Accessed 26 August 2021].
Robert S. Kaplan, A.
M., 2012. Managing Risks: A New Framework. [Online]
Available at: https://hbr.org/2012/06/managing-risks-a-new-framework
[Accessed 25 August 2021].
Wanjiru Gachie, 2017. Project Risk Management: A Review of an Institutional Project Life Cycle. Risk Governance and Control: Financial Markets & Institutions, 7(4), pp. 163-173.
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