A project manager finds a mistake with an important server acquisition. The acquisition was expected for a critical path activity but has not arrived yet, causing significant impacts on time and cost. The team member responsible for this activity argues that they sent several emails to the supplier but received no reply.
Which document should be used to help avoid this kind of situation?
To avoid communication breakdowns and ensure timely and effective interactions with stakeholders, including suppliers, the Communications Management Plan is essential. This document outlines the communication requirements for the project, detailing who needs what information, when they need it, and how it will be communicated. It includes escalation processes to address issues like unresponsive suppliers, making it the most relevant document for preventing such situations.
"To help avoid " is a key, not to handle issues.
B (Escalation) is part of A, right?
If we had an established escalation process, this issue would have been raised earlier.
Answer is A According to PMBOK 6, 10.1.3.1 COMMUNICATIONS MANAGEMENT PLAN Escalation processes is an information contained in the communications management plan
why not "escalation process" since the team member sent multiple emails with no reply.he should have contacted the PM
Le plan de gestion des communications. Le B n'est pas un document référencé dans le PMBOK.
Please read the statement carefully. The question is "Which document should be used to help avoid this kind of situation? " it means what could have been done "Before" the delay or impact of this risk. Since the PM already assessed and analyzed the impact and contacted the key member to find out the root cause. The root cause here is that the vendor is not "responding" to the emails sent by the team member. This is a "Communication" issue. According to the link below https://saasbpm.com/escalation-process-project-management/ Project escalation refers to the process of communicating project issues or concerns to higher levels of management or authority within an organization such as project sponsors, CEO etc.
The escalation process is a part of the project's communication management plan and helps in resolving issues and disputes. In this situation, where there is a mistake in a critical path activity and the team member is experiencing difficulties with the supplier, the escalation process can be invoked to address the issue. It provides a structured approach for elevating problems to higher levels of management or relevant stakeholders when normal communication channels and resolutions are not effective. This can help expedite the resolution of critical issues and mitigate their impact on the project.
While all the documents you listed play a role in project management, the most relevant document to help avoid the situation of a delayed server acquisition and its repercussions would be: B. Escalation process. Here's why: Communications management plan: This document outlines communication channels and protocols, but it wouldn't necessarily address the specific scenario of a supplier non-response and its potential escalation. Statement of work (SOW): While the SOW defines deliverables and timelines, it might not explicitly detail what steps to take when a critical element like a server delivery is delayed. Stakeholder register: This identifies key stakeholders but doesn't offer a structured approach to address issues or delays arising from specific vendors.
An escalation process, on the other hand, provides a defined roadmap for handling problems like a delayed server acquisition. It typically includes: Trigger points: Clearly defined criteria for identifying when an issue requires escalation (e.g., missed deadlines, communication breakdown). Escalation levels: A hierarchical structure outlining who to contact at each level (e.g., supplier contact, project manager, sponsor). Timeframes: Defined timeframe for response and resolution at each level. Documentation requirements: Requirements for documenting communication attempts, progress, and escalation decisions.
"The team member responsible for this activity argues that they sent several emails to the supplier but received no reply." SOW is already established with the vendor being chosen. The last sentence of the question gives you the answer. Is the team member following proper communications with the vendor? A communication plan will tell the PM if proper communications is being used.
Ans: C Guys, understand the question. It says “Which ‘document’ should be used to avoid this kind of situation. It implies they are missing on this crucial document which is SOW. If they had the SOW, they can hold the vendor accountable and that becomes key artefact for all escalations or even legal purposes. So my answer is C.
A. Plan document B. Escalation process document C . SOW D. Stakeholder register document All are documents
But the question is asking abt the document to refer not the process..
Utilizing the Escalation Process, as a part of the broader Communications Management Plan, would be crucial in addressing issues like unresponsive suppliers.