Business Workflow project

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Determine appropriate methods to monitor and communicate the status of a project
Scenario
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 told you that:

Feature 2 (F2) development is more complex than thought initially. It will take at least 10 workweeks to be complete.
Feature Customization 3 (C3) will take close to five workweeks.
The complete system testing will take a minimum of one-and-a-half weeks due to the complexity of the systems involved.
You made some necessary resource and schedule adjustments in your plan and obtained stakeholder approval for the same.

However, due to delays in getting client approvals, UI design and development took one week more than estimated, which has now pushed all dependent tasks out by a week. Moreover, 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.

Directions
Project Status Report
Create a presentation for stakeholders describing relevant aspects of the current project status. Your presentation must include the following: original and current project schedule, current project status, updated risk register, and any 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. However, remember to choose a tool that will help you complete all parts of the project, like the Gantt chart.

Specifically, your presentation must include the following:

General project information

Project goal and objectives
Team information
Initial schedule with milestones and end dates
Current project status
Gantt chart that shows the project’s progress and current schedule
Updated risk/issues register that shows:
Status of risks from the project planning phase including whether and how they have affected the project plan and schedule so far
Any issues facing the team currently and how you are managing them
Any new potential risks and proposed mitigation
Project summary
Updated milestone and end dates
Action items to ensure the project stays on track
What to Submit
To complete this project, you must submit the following:

Project Status Report
Create a presentation of 8 to 12 slides to share the project status report at a stakeholders’ meeting.

Sample Solution

  • Regular status meetings. This is the most common way to monitor and communicate the status of a project. Regular status meetings should be held with all of the key stakeholders, including the project manager, team members, and clients. These meetings should be used to discuss the progress of the project, identify any risks or challenges, and make sure that everyone is on the same page.
  • Project management software. There are a number of project management software programs available that can help to track the status of a project. These programs can be used to track tasks, deadlines, and resources. They can also be used to generate reports that can be shared with stakeholders.
  • Communication tools. There are a number of communication tools that can be used to communicate the status of a project. These tools include email, instant messaging, and video conferencing. These tools can be used to keep stakeholders updated on the progress of the project and to answer any questions that they may have.
  • Dashboards are a visual way to track the status of a project. Dashboards can be used to display key metrics, such as the project’s progress, budget, and timeline. Dashboards can be a helpful way to keep stakeholders informed about the status of the project.
  • Risk registers. Risk registers are used to track the risks associated with a project. Risk registers should be updated regularly to reflect any changes in the project’s risk profile. Risk registers can be a helpful way to identify and mitigate risks before they impact the project.

The best method for monitoring and communicating the status of a project will vary depending on the specific project. However, the methods listed above are a good starting point.

Here are some additional tips for monitoring and communicating the status of a project:

  • Be clear about the objectives of the project. This will help to ensure that everyone is on the same page and that progress is being made towards the desired outcome.
  • Set clear deadlines and milestones. This will help to track the progress of the project and identify any potential delays.
  • Communicate regularly with stakeholders. This will help to keep them informed about the status of the project and address any concerns that they may have.
  • Be flexible and adaptable. Things don’t always go according to plan, so it’s important to be able to adjust the project’s scope or timeline as needed.
  • Document everything. This will help to track the project’s progress and make sure that everyone is on the same page.

By following these tips, you can ensure that your project is monitored and communicated effectively. This will help to keep the project on track and ensure that it is completed successfully.

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