The webinar will begin at approximately 3:00 PM EST.
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Transcript of The webinar will begin at approximately 3:00 PM EST.
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1SLDS Webinar 3/24/14
The webinar will begin at approximately 3:00 PM EST.
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Contingency Planning
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Panelists• Christina McDougall, P-20W Program Manager, State of
Washington Office of Financial Management’s Education Research and Data Center
• Kim Nesmith, Data Quality and Management Director, Louisiana Department of Education
Facilitator• Jeff Sellers, State Support Team
Webinar Overview
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Washington
Contingency Planning
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Risk Management
Contingency Planning is a function of Risk Management on a project
Say you’re piloting a plane… you need to be on the lookout for birds.
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Risks and Issues
Some birds are smaller and not so close…
…but some can be large and quite close.
Each bird in the sky represents a risk to the plane to watch and plan for.
But once one of those birds hits the plane…it’s no longer a risk, it’s an issue!
And you better put that contingency plan in motion!
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Washington’s “Big Bird”
Our P-20W program contracted with a data warehouse vendor who was a known organization to the state, but who we also judged to present a significant level of risk.
While we worked hard with the vendor to mitigate risk and be successful…• Spent a lot of additional time explaining and re-explaining concepts to the vendor • Took on additional activities to assist the vendor
…at the same time we began heavy contingency planning• Ensured vendor contract was deliverables-based and placed “gates” after
deliverables—where continuing to go forward was entirely at the discretion of the state
• Identified specific milestones/events that if not met by the vendor, would “trigger” specific contingency plans to be set in motion
• Discussed these risks and contingency plans with project sponsors; alerted the vendor that we had major concerns
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When the vendor did not meet the milestones, the issue materialized and the trigger was pulled.
• Moved swiftly to sever ties o Two months from missed milestone to final vendor payment
• Pivoted to the new plano Began a new RFPo Kept staff productive and moving forward with “solution
neutral” activitieso Had ensured much hardware/software already purchased
could be reused under new solution
Washington’s “Big Bird” (cont.)
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Risk Management Methodology
Disciplined approach to reviewing risks regularly (at a minimum, monthly)
• Identifying risks, regularly reviewing them for changes (“What if…”)
• Logging them, describing them• Determine how “likely” something is to happen (is
subjective/can change)• Determine what level of impact it has (is subjective/can
change)• Identify mitigation activities—what can be done to avoid the
risk turning into an issue?
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Risk Management Methodology (cont.)
• Identify contingency plans should a risk become an issueo Amount of effort to put into contingency planning is based on
the likelihood and level of impact to the project identified• Identify the “trigger”
o What event/action turns the risk into an issue and starts the contingency plan activities in motion
• Communication is keyo Letting project sponsors or key stakeholders know and ensure
they understand the risks, understand and approve of mitigation and contingency plans, and the “trigger” for the contingency;
o Keep them apprised as the risk “gets bigger in the windshield”o If you plan and communicate, then once the “trigger” occurs
and you need to pivot to the new path, none of this should be a “nasty surprise” to anyone
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What does contingency planning look like?
Depends on the type of “bird” (risk)—how impactful, how likely• Small bird, hundreds of miles off (small impact/not very likely)
o Not so much• Small bird, up close (small impact/very likely)
o Use risk mitigation activities and minor amount of contingency planning• Big bird, up close (big impact/very likely)
o Use lots of risk mitigation activities, lots of contingency planningo Full-blown contingency plan (or plans) should the risk be big enough
Communication can make or break a contingency plan• Ensures the contingency plan can be launched quickly and effectively and not
launch another issueContingency planning is not personal, it’s business
• Just because you are planning for it doesn’t mean you caused it• It’s not about targeting people or organizations, but recognizing a defined risk to
a successful project where it lies• Good business practice includes planning for when things go wrong
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Another of Washington’s “Birds”
Sudden Loss of P-20W Project Manager• Performed an RFP and selected a P-20W Data Warehouse project manager• Within a day after coming on board he began to push a different software
solution than what had been purchased• The state soon learned that this contractor had a major conflict of interest
that he had not disclosed—he sold competing software and services that he was now pushing
• He was told to stop, but didn’t, causing a toxic atmosphere on the project• He was let go after six weeks
Contingency Plan• The project had three other people on staff identified as possible
back-up/interim project managers• One was asked to run the project and did so for the next 15 months
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Contingency Plans for Staff Loss• Knowing the skill sets of your staff
o Planning for/thinking through who can immediately replace whom if required
o Maintaining flexibility in roles and staffing where possible– Broader staff job descriptions– Identifying additional skill sets in vendor contracts, in case the
project may need to leverage them
• Identifying other means to quickly obtain needed resources
o Existing contractso Borrowing from other agencies
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Another of Washington’s “Birds” (cont.)
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Louisiana
Contingency Planning
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Contingency Planning
Contract Management• Conflicting documentation• Lengthy implementation of a project phase
Solutions• Establish detailed costing• Have staff on site• Retain a percentage until completion
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Contingency Planning
Human Resource Changes• New administration• Loss of staff
Solutions• Have the buy-in of a large group of stakeholders• Tie the SLDS to the priorities of the new
administration
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Contingency Planning
Underestimating Complexity• Historical assessments• Accountability system• Algorithm behind historical reports
Solutions• Run parallel work streams• Know when the costs outweigh the benefits
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Questions?
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Contingency Planning
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Panelists • Christina McDougall, [email protected]• Kim Nesmith, [email protected]
SST• Jeff Sellers, [email protected]
SLDS Program • Lauren Wise, [email protected]
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Contact Information