Project Management

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Ganesh Kumar Program Manager Bangalore., Karnataka, India
Hi Team,
Have you encountered a scenario, wherein the project budget has exhausted, yet, you have to continue the project all the way to completion. One reason could be in a fixed price project, the estimation itself was incorrect, spent on unavoidable resources/procurements. Its a point of total assumption.

How did you proceed on that project? What were the learnings from such project?

In case a similar question was asked earlier, and if you are aware of it, please share the link.
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Milena Ilieva Program Manager Global accounts| VMWare Vienna, Austria
The project needs to be re-planned with the realistic scope, costs, resources, timeline, risks need to be re-assessed with mitigation measures. Then the new project baseline need to be discussed with the project sponsor, or owner and approved.

There is no much information on how the project reached such status, but very important lessons learned is to have regular project status reports with the team, suppliers, etc and assess the status as per the approved baseline, and immediately take actions in case there is a deviation from the baseline.
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1 reply by Ganesh Kumar
Apr 12, 2020 6:24 AM
Ganesh Kumar
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Hi Milena,
Completely agree, progress reporting is important.
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NIKHIL VIDWANS Chief Architect| XaltCraft Mississauga, Ontario, Canada
I think it is important to consider the circumstances in which the project reached this situation. I tend to think such a situation is possible probably because of an Act of God. If that was indeed the case, the project can be recovered with fresh baselines and CCB approvals. Most contracts would have the Force Majeure clause.
On the other hand, it would be very difficult to retrieve the project if several initial indications of baseline variations were missed or any acts of omission or commission were subsequebtly detected. This would most likely severely shake the customer's faith in the project team's ability to deliver. In this case, I suppose a negotiated project closure may be the only way ahead - alongwith considerable reputation costs. A very unfortunate situation indeed.
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2 replies by Ganesh Kumar and anton stephanov
Apr 12, 2020 6:22 AM
Ganesh Kumar
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Hi Nikhil,
Thanks for sharing your valuable thoughts, its not related to act of God. It is inherent, deliberate to win subsequent other projects. But what lessons/steps do you foresee to continue on the project.
Jun 09, 2021 11:46 AM
anton stephanov
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Please first explore ways to secure funds. Considering you offer services, it may be difficult.
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Sergio Luis Conte Helping to create solutions for everyone| Worldwide based Organizations Buenos Aires, Argentina
Assumptions can be a lot. But the cause of everything is an incorrect project managment from the time of the kickoff to the end. But the past must be reviewed after you proceed with the present to achieve the future. Ways to take there are a lot and it will depends on the current situation. At the end, the thing to understand is: there are people on top of you, call them steering committee, project governace team, project directive team or whatever that must decide on the matter, not the project manager. Your accountability as project manager is to generate, distribute, present in a meeting all the needed to information to decide if the project must be killed, continued, put on hold. For doing that you have to coordinate the needed activities between the right subject matter experts and stakeholders.
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1 reply by Ganesh Kumar
Apr 12, 2020 6:19 AM
Ganesh Kumar
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Hi Sergio,
My reference to Point of total assumption as per PMBOK – is a point at which the seller has consumed all the fees and now has to bear all the costs.

My question to the stalwarts was, when you are faced with such a scenario, in case you have to continue on the project – what are the lessons, besides calling for meetings to highlight the budget issues.

Agreed that, there were inaccuracies at the time of estimation. To give you a real perspective, a large IT services company has undertaken a government banking project so that it can win subsequent other projects.
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Alexandre Costa Scrum Master| Integer Consulting - Pictet technologies Loures, Portugal
Ganesh,

As @Sergio said in a very straight way , the decision is not yours you must present the situation to the right stakeholders ( those who have the decision power), respect their decisions, a proceeding accordingly.

Alexandre
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Ganesh Kumar Program Manager Bangalore., Karnataka, India
Apr 11, 2020 5:01 PM
Replying to Sergio Luis Conte
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Assumptions can be a lot. But the cause of everything is an incorrect project managment from the time of the kickoff to the end. But the past must be reviewed after you proceed with the present to achieve the future. Ways to take there are a lot and it will depends on the current situation. At the end, the thing to understand is: there are people on top of you, call them steering committee, project governace team, project directive team or whatever that must decide on the matter, not the project manager. Your accountability as project manager is to generate, distribute, present in a meeting all the needed to information to decide if the project must be killed, continued, put on hold. For doing that you have to coordinate the needed activities between the right subject matter experts and stakeholders.
Hi Sergio,
My reference to Point of total assumption as per PMBOK – is a point at which the seller has consumed all the fees and now has to bear all the costs.

My question to the stalwarts was, when you are faced with such a scenario, in case you have to continue on the project – what are the lessons, besides calling for meetings to highlight the budget issues.

Agreed that, there were inaccuracies at the time of estimation. To give you a real perspective, a large IT services company has undertaken a government banking project so that it can win subsequent other projects.
...
1 reply by Sergio Luis Conte
Apr 12, 2020 8:40 AM
Sergio Luis Conte
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I understand your point. In fact, is a real life situation, at least for me. Perhaps the first quesion could be: is there a project manager assigned?. If yes, which is the project management structure: is there a project manager from the seller side too? So, to answer your question multiple things have to be taken into account. But at the end, two things are not matter of debate (at least in my personal opinion): 1-project management was not performed at all. 2-the final decision is not on project manager hands. At the end, we all know that situations could happend (we can call risk). But the reason because a project manager is hire is to avoid surprises mainly in last phases of the solution creation.
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Ganesh Kumar Program Manager Bangalore., Karnataka, India
Apr 11, 2020 3:21 PM
Replying to NIKHIL VIDWANS
...
I think it is important to consider the circumstances in which the project reached this situation. I tend to think such a situation is possible probably because of an Act of God. If that was indeed the case, the project can be recovered with fresh baselines and CCB approvals. Most contracts would have the Force Majeure clause.
On the other hand, it would be very difficult to retrieve the project if several initial indications of baseline variations were missed or any acts of omission or commission were subsequebtly detected. This would most likely severely shake the customer's faith in the project team's ability to deliver. In this case, I suppose a negotiated project closure may be the only way ahead - alongwith considerable reputation costs. A very unfortunate situation indeed.
Hi Nikhil,
Thanks for sharing your valuable thoughts, its not related to act of God. It is inherent, deliberate to win subsequent other projects. But what lessons/steps do you foresee to continue on the project.
avatar
Ganesh Kumar Program Manager Bangalore., Karnataka, India
Apr 11, 2020 2:56 PM
Replying to Milena Ilieva
...
The project needs to be re-planned with the realistic scope, costs, resources, timeline, risks need to be re-assessed with mitigation measures. Then the new project baseline need to be discussed with the project sponsor, or owner and approved.

There is no much information on how the project reached such status, but very important lessons learned is to have regular project status reports with the team, suppliers, etc and assess the status as per the approved baseline, and immediately take actions in case there is a deviation from the baseline.
Hi Milena,
Completely agree, progress reporting is important.
avatar
Sergio Luis Conte Helping to create solutions for everyone| Worldwide based Organizations Buenos Aires, Argentina
Apr 12, 2020 6:19 AM
Replying to Ganesh Kumar
...
Hi Sergio,
My reference to Point of total assumption as per PMBOK – is a point at which the seller has consumed all the fees and now has to bear all the costs.

My question to the stalwarts was, when you are faced with such a scenario, in case you have to continue on the project – what are the lessons, besides calling for meetings to highlight the budget issues.

Agreed that, there were inaccuracies at the time of estimation. To give you a real perspective, a large IT services company has undertaken a government banking project so that it can win subsequent other projects.
I understand your point. In fact, is a real life situation, at least for me. Perhaps the first quesion could be: is there a project manager assigned?. If yes, which is the project management structure: is there a project manager from the seller side too? So, to answer your question multiple things have to be taken into account. But at the end, two things are not matter of debate (at least in my personal opinion): 1-project management was not performed at all. 2-the final decision is not on project manager hands. At the end, we all know that situations could happend (we can call risk). But the reason because a project manager is hire is to avoid surprises mainly in last phases of the solution creation.
avatar
Adrian Carlogea Australia
This happens very frequently in fixed price software services projects.

If you are a software services company and delivering to an external customer who agreed to pay a fix priced then you must complete the project anyway on your own money. If you did not have a large margin of profit then you will deliver with a loss. The contract in this case most likely would not allow you to re-plan, change the scope, etc you will typically have to deliver on the original plan but later than planned. Also you will have to support all the additional costs for late delivery.

If it is an internal project then the sponsor will have to decide what to do next. Some of the options are:
- terminate the project
- pump more money into it do deliver according to the original plan but later
- pump more money in but also re-plan eventually by changing the scope.

The reasons you got into this situation are very important. If the reason are purely technical (the team is unable to complete the work on time) then you can't do much on the project management side and usually the PM is not blamed for this.

However I have seen software projects fail commercially because the scope was not clearly defined and the customers were asking for more and more things to do and the PM was unable to prove that those things were out of scope (the scope was not clear). This is a purerly PM failure who can ruin a project even if the technical team does a great job on delivering.

In my opinion on fixed priced external projects is where the PM bring most value, because his control over the scope is vital for these projects. Also good PMs can convince customers to put more money in even if it was the vendor's fault that the work was not delivered on time.
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1 reply by Ganesh Kumar
Apr 14, 2020 2:27 AM
Ganesh Kumar
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Thanks Adrian, very valuable.

Just checking if you would recommend controlling cost in the project in case the project has to continue. If yes, then which areas.
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Eduard Hernandez
Community Champion
Product Operations Program Manager Barcelona, Cataluña, Spain
I'd summarize it in two:

1. Buget overrun happens all the time. Even projects in mature organizations exceed budgets in 30% of cases. Thus, no panic.

2. The Project Manager must ensure that sponsor is informed ASAP on the budget deviation (good budget management skills are required). Presenting problems (budget overrun) must also come with presenting potential solutions. It is a good practice to present them both in order to show proactivity and leadership accumen.
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1 reply by Adrian Carlogea
Apr 13, 2020 8:48 AM
Adrian Carlogea
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While I don't have a statistic, my gut tells me that in IT projects that percentage is more than 30%. I have never seen an IT project to complete on the original plan.

When you are delivering an internal project to bring value to your organization without bringing you direct profit there is not such a big issues if you go over budget since the project is a cost to you and not a source of income. You just have to invest more.

The real issue is when you are delivering a fixed project to an external customer and you expect to make a profit out of it. Going over budget in this case means making less profit or even worse making a loss. If you have a lot of such projects making losses then you may go bankrupt, especially if you are a small company.
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