Learn how project managers should handle unexpected equipment mobilization delays from other projects to avoid jeopardizing critical milestones. Discover the most effective risk response strategy according to PMI-RMP certification exam best practices.
Table of Contents
Question
The project manager for project X was expecting the mobilization of critical equipment from another project, project Y. However, a day before the mobilization was scheduled, another project manager notifies project X’s project manager that the equipment would not be available for at least another month due to delayed activities for project Y. This has jeopardized meeting a critical milestone for project X.
How should project X’s project manager avoid this situation in the future?
A. Ask the other project manager to officially confirm the new date in writing
B. Request that the other project manager inform if any additional delays are expected
C. Request that the other project manager be added to relevant reports
D. Prepare a contingency response plan to implement when delays occur
Answer
D. Prepare a contingency response plan to implement when delays occur
Explanation
While options A, B, and C may provide some additional information and communication, they do not adequately address the root issue of the risk that critical equipment from another project may be delayed and impact the current project’s timeline. Simply requesting written confirmation of the new date, updates on further delays, or adding the other project manager to reports treats the delay as a given rather than proactively planning for it as a risk.
The most effective approach according to PMI risk management best practices is to identify the risk of equipment delays from other projects in advance and develop a thorough risk response plan. This contingency plan should be created during the planning phase before the risk occurs. It details the specific steps the project team will take if and when the risk event happens in order to minimize the impact to the project’s objectives.
Some elements the project manager could include in the contingency plan:
- Triggers and early warning signs that the equipment may be delayed
- Roles and responsibilities for monitoring the status of the equipment
- Communication protocols for notifying stakeholders of any delays
- Alternative options for obtaining the needed equipment elsewhere
- Adjustments to the schedule, budget, and resources to accommodate a delay
- Criteria for implementing the contingency plan when necessary
By having a robust contingency plan prepared ahead of time, the project manager will be in a much better position to quickly and effectively react to mitigate schedule impacts if equipment mobilization delays materialize, rather than scrambling to pull something together at the last minute after the risk has already occurred. Proactive risk planning is key.
Therefore, answer choice D – preparing a contingency response plan – is the best approach for the project manager to avoid critical milestone delays due to the risk of equipment unavailability. Let me know if you need any clarification or have additional questions!
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