This session should probably be shorter than the first session, because students are now already familiar with the simulations and won’t be surprised by the unexpected events in the scenario. It’s best to allow time to play each scenario, B, C and F, one or two times. These scenarios will be more challenging for students than scenario A, so students may want to play longer, in order to try to master the new challenge. The instructor has some control over how surprised students are likely to be by the staff, crises in Scenario B and the competitor announcements in Scenario C, and the many sources of uncertainty in Scenario F. For example, situation the simulation within a course topic explicitly WWW.YORKVILLEU.CA 4 called something like “Managing Risk and Uncertainty” can obviously forewarn the students. Even without complete surprise, the simulation will be effective. The situation in the simulation will not be much different than the situation facing a real project manager. He or she knows to expect something unexpected but doesn’t know what it might be. Before beginning, suggest some questions that guide student thinking in the direction of managing risk and uncertainty but that do give away too much. Submission Instructions After playing the simulation, students will generate a short debrief summary that responds the following assignment questions: 1. What’s different about the project context in this scenario? 2. In this scenario, how have causal relationships been affected or changed? Why have they changed? 3. What strategies did you use to deal with this scenario? What worked? What didn’t? Were you able to complete the project successfully? 4. Having dealt now with different project scenarios, how would you revise your project management advice? If so, how? Simulation Scenario B: Project has staffing crisis mid-project. Project will lose up to 3 staff members and be unable to hire for 2 weeks. Senior management expects you to release a new printer which will upstage the competitor’s expected new printer announcement. The target schedule is shortened to allow you to ramp up manufacturing and marketing soon enough to pre-empt the competitor announcement with an announcement of your own. The budget will support a cost structure that permits a profit margin which is slightly better than the current printer’s margin. Your own analysis of the work required, and subsequent work breakdown structure has led to you conclude that these targets are difficult but achievable. Market intelligence gathered on the competitor’s plans is considered reliable, so the target specs for your new printer, required to upstage your competitor’s new printer, are reasonably well defined/understood, and expected to remain stable throughout the project. Comparatively, you are pleased that your project is reasonably staffed because other Project Managers are struggling to complete their work with limited resources. Scenario Point Distribution of Scenario B Target Points for Meeting Target Points for Exceeding Target Total Points Project Scope 175 100 275 Project Schedule 175 100 275 Project Resources 250 100 350 Team Process 100 n/a 100 Total Points 1000 Simulation Scenario C: Competitor issues surprise announcement mid-project. Schedule target will move up and points for schedule will increase. Senior management expects you to release a new printer which will allow you to upstage the competitor’s expected new printer announcement. The target schedule is shortened to allow you to ramp up manufacturing and marketing soon enough to pre-empt the competitor announcement with an announcement of your own. The budget will support a cost structure WWW.YORKVILLEU.CA 5 that permits a printer profit margin which is slightly better than that of the current printer. Your own analysis of the work required, and subsequent work breakdown structure has led you to conclude that these targets are difficult but achievable. You’re concerned, however, that the market intelligence gathered about your competitor’s plans might not be reliable. Management has committed to providing stable access to resources during the project. Scenario Point Distribution of Scenario C Target Points for Meeting Target Points for Exceeding Target Total Points Project Scope 200 100 300 Project Schedule 200 100 300 Project Resources 200 100 300 Team Process 100 n/a 100 Total Points Earned 1000 Simulation Scenario F: Chaotic scenario in which students encounter multiple unanticipated events. Use of prototypes is key to project success. Senior management expects you to release a new printer that contains an advanced feature involving new technology. This new technology exists but it is in a nascent state and is still in flux. Your R&D team is working on refining it, but there’s still a lot you don’t know about it. To make matters more complicated, you think your main competitor might also be working on incorporating this technology into their new offering, though your market intelligence on exactly what they’re doing is incomplete and probably unreliable. Schedule is tight on this project, since management would like to release the printer containing this advanced feature before the competition, but your budget is also substantially higher due to expected development complications. There are disagreements among the management team about the wisdom of placing such a big bet on a new technology, and the leaders of other projects are clamoring for resources for their own understaffed projects. Scenario Point Distribution of Scenario F Target Points for Meeting Target Points for Exceeding Target Total Points Project Scope 300 n/a 300 Project Schedule 100 100 200 Project Resources 200 200 400 Team Process 100 n/a 100 Total 1000
In the realm of project management, navigating unexpected challenges and uncertainties is a pivotal skill. Simulations can provide valuable experiential learning opportunities, allowing students to refine their project management strategies and enhance their ability to handle complexities. This debrief summary delves into three project scenarios—B, C, and F—each presenting distinct challenges, requiring adaptability, and addressing risk and uncertainty management.
Staffing Crisis Mid-Project Scenario B thrusts project managers into a challenging situation marked by a sudden staffing crisis. With up to three staff members departing and a two-week hiring freeze, the project’s trajectory is at risk. Moreover, senior management expects the release of a new printer to outshine a competitor’s imminent announcement. The project’s budget and schedule are optimized for success, albeit with considerable pressure.
Different Project Context: The project context in Scenario B is characterized by an urgent need to manage both staffing and competitive pressures. Balancing the staffing crisis and seizing the opportunity to gain a competitive edge demands innovative solutions.
Altered Causal Relationships: The staffing crisis in this scenario directly impacts resource availability and project schedule. The shortage of personnel affects the project’s scope, potentially leading to adjustments in features or quality to meet the timeline. The causal relationship between staffing and project success becomes paramount.
Strategies and Outcomes: To tackle the crisis, project managers can prioritize cross-training to mitigate knowledge gaps. Emphasizing open communication with senior management can secure additional support or resources. Leveraging the available team’s strengths and possibly outsourcing certain tasks can help maintain project momentum. Successful completion relies on adept resource allocation and creative problem-solving.
Revising Project Management Advice: After navigating this scenario, project managers would emphasize the importance of proactive resource management and contingency planning. Incorporating strategies for rapid skill acquisition and fostering a culture of adaptability would better prepare teams for sudden challenges.
Competitor’s Surprise Announcement Mid-Project In Scenario C, project managers must respond to a surprise competitor announcement, accelerating the project timeline. The goal remains to outpace the competitor’s new printer launch. The project’s budget, resources, and schedule are all influenced by this unexpected development.
Unique Project Context: The key difference in Scenario C lies in the emergence of external competition as a driving force. The urgency to preempt a competitor’s launch necessitates swift decision-making and efficient resource allocation.
Impact on Causal Relationships: The surprise competitor announcement reshapes the causal relationships within the project. It accelerates the need for timely execution, placing added pressure on schedule, resources, and scope.
Strategic Approaches and Outcomes: Project managers may need to renegotiate resource allocation and reprioritize tasks to meet the revised schedule. Engaging in scenario planning to anticipate various outcomes and their impacts is vital. Collaboration across departments can facilitate information sharing and speed up decision-making.
Refined Project Management Advice: This scenario underscores the significance of proactive market intelligence gathering and flexible project planning. Encouraging cross-functional teamwork and communication channels can enhance adaptability, enabling projects to pivot swiftly in response to unforeseen developments.
Navigating Chaotic Uncertainties with Prototypes Scenario F presents project managers with a complex challenge involving cutting-edge technology. The new printer features nascent technology, an evolving competitor landscape, tight schedules, and a substantial budget.
Distinct Project Context: Scenario F showcases a high level of technological uncertainty and competitive rivalry, necessitating reliance on prototypes for project success. The challenge is not only to develop a unique product but to do so under intense resource constraints.
Shifting Causal Relationships: The nascent technology introduces a dynamic where causal relationships are less predictable due to the technology’s evolving nature. This uncertainty trickles down to impact scheduling, resource allocation, and project scope.
Adaptive Strategies and Results: Project managers may invest heavily in research and development, collaborating closely with the R&D team to refine the advanced technology. Prototyping becomes a cornerstone for testing and validating concepts. Engaging stakeholders and addressing resource allocation conflicts can prevent bottlenecks.
Enhanced Project Management Advice: Incorporating flexible budget allocation for R&D and prototypes becomes essential in such scenarios. Project managers should emphasize collaboration between R&D and other departments, enabling the project to harness emerging technologies while managing uncertainties.
The three project scenarios—B, C, and F—highlight the significance of managing risk and uncertainty in project management. These simulations underscore the importance of agile resource allocation, effective communication, and adaptability in responding to unexpected challenges. By analyzing and reflecting upon these scenarios, project managers can refine their strategies and equip themselves to tackle real-world complexities with confidence.
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