Execution

Correct Answer: Review the project management plan with the team

The best action for Alex in this situation is to review the project management plan with the team. This is the most appropriate first step because:

1. It allows Alex to understand why team members are deviating from the plan.
2. It provides an opportunity to clarify any misunderstandings or confusion about the plan.
3. It reinforces the importance of following the agreed-upon procedures.
4. It opens a dialogue for potential improvements or necessary updates to the plan.

Conducting a root cause analysis, while potentially useful, would be premature at this stage and might not address immediate concerns.

Updating the project management plan to reflect current practices could be counterproductive if the deviations are not beneficial to the project.

Implementing stricter monitoring and control measures might be necessary later, but it's not the best first action as it doesn't address the underlying reasons for the deviations and could negatively impact team morale.

By reviewing the plan with the team, Alex can ensure everyone is on the same page and address any issues or concerns collaboratively, which is crucial for successful project execution.

Correct Answer: Address it as a change request following the change control process

The best step for Jason to follow when noticing the need for additional unplanned services is to address it as a change request following the change control process. This is the most appropriate action to take because the change control process is a formal method for introducing, reviewing, approving or rejecting changes in a project. All the other options are incorrect because ignoring changes or going forward without a formal change control process may lead to project deviations, uncontrolled growth in project scope (scope creep), misunderstandings, and project failure. Firstly, Ignoring it as it was not part of the original project scope could lead to bad outcomes as those additional services are needed for the successful completion of the project. Directly adding the services without a control process could potentially lead to costly problems in the future, such as overrunning the budget or failing to meet the set deadline. Telling the client to handle the additional requirements is also inappropriate because a project’s changes need to be managed by the project manager, not the client.

Correct Answer: Assess the impact on project schedule and deliverables

The best course of action for the project manager in this situation is to assess the impact on project schedule and deliverables. This is the most logical first step because:

1. It allows the project manager to understand the full scope of the problem.
2. It provides necessary information to make informed decisions about next steps.
3. It helps in identifying the criticality of the resource and its impact on the project timeline.
4. It aligns with proper risk management practices in project management.

The other options are not as appropriate as first steps:

Allocating additional budget to secure a replacement resource is premature before understanding the impact. This could lead to unnecessary expenses if the impact is minimal or if other solutions are available.

Modifying the project scope should not be the first action. Scope changes should only be considered after a thorough assessment of the situation and exploration of other alternatives.

Escalating the issue to senior management should not be done until the project manager has assessed the situation and attempted to find solutions within their authority. Premature escalation could be seen as an inability to manage project issues effectively.

By assessing the impact first, the project manager can gather the necessary information to make informed decisions about resource allocation, potential scope changes, or the need for escalation, ensuring the most appropriate response to the situation.