Mind The Gap
A dodgy specification combined with a fixed price is every project managers worst nightmare, yet despite us all being in agreement on this there is still often a huge gapm between a projects needs and the assigned budget/resource.
Risk is the issue with this type of project, and more importantly who the risk lies with. In fixed price it is the supplier, and in T&M it is the customer, but whoever is responsible for the risk the most common risk is that of running over, and someone must take the hit on any lost time, funds or resource.
In the fixed price scenario, theoretically the supplier would be happy to shoulder the risk as it is he (or she) who has set the timeline and decided on the price. If it comes in early they make a profit and if it comes in late they are usually covered by the extra they put in the estimate for accepting the project on a fixed price contract. Everybody ends up satisfied, except for in cases where the project comes in very late, taking the profit and contingency with it, but surely that’s the suppliers own fault anyway- or is it?
In most cases it is unlikely that the supplier has had compete say over the cost and timescales as it is a very naive customer who doesn’t negotiate the estimates they are given. And of course suppliers are aware of this, and know that if they don’t come to an agreement with the client there are plenty of competitors willing to. This leads to them accepting fixed price projects scoped with very little margin for movement, which is definitely a risk.
Even when the deficit is entirely the fault of the supplier, they still need to stay in business and running unprofitable projects is not the way to do it! So to overcome this supplier’s will often scale back the project and under deliver, then hit back with the dreaded “change request”- and once you’re into this territory, then no one wins!
Assessing what the initial needs were/are rather than focusing on how to go about achieving them or what it will cost, is one way out of this scenario. By taking this view you are able to assess the gap between what is required and what can actually be done.
This gap can be reduced or at least handled early on in a project if a Project Manager makes sure the customer can see what they will actually get as soon as possible. By showing a customer small sections of work as they are completed, the deficit between what they want and what they will get is addresses more quickly and therefore overcome in a more timely fashion.
We call this “Minding the Gap” and it takes a skilled project manager to employ this alone. By implementing strong project management software they can give themselves a helping hand, as bugs, issues and milestones are flagged automatically allowing them to be responsive and efficient
Want to find out more about project management software, then visit Countersoft’s site to see howagile project management can help you in your projects.