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KEYWORDS Abstract Almost no project can be delivered smoothly without facing some obstacles and issues
Project issues; during its lifecycle from concept till closure. This inevitable topic of ‘‘project issue management”
Issue maturity; did not attain the appropriate attention either in the literature or in the project management stan-
Issue index; dards or implementation practices. This paper explores the current awareness status and level of
Proximity; implementation of the topic within the project management environment. The conducted survey
Issue management process revealed that this topic is immature and needs to be fostered through awareness, training, institu-
tionalizing, automation and finally standardization. Within this context, a process flow is suggested
to be a standard operating procedure to deal with issues during projects implementation. This flow
is then verified and validated. To reinforce the topic, an index was newly developed and validated to
show the status of issues within projects with the aim of inclusion of this index within the overall
project health indicator. Finally, new knowledge area was suggested in a similar way of the Amer-
ican international standard of project management (PMBOK) as an initial trial for the PMBOK
update process every four years. The local and international impact of having such a topic ‘‘project
issue management” within projects was discussed showing some areas for implementation.
Ó 2017 Housing and Building National Research Center. Production and hosting by Elsevier B.V. This is
an open access article under the CC BY-NC-ND license (http://creativecommons.org/licenses/by-nc-nd/4.0/).
Introduction and research methodology satisfactory resolution for the project to proceed as planned
and generally requires decisions to be made that are outside
Faced with limited budget, smaller staffs, shorter deadlines, the scope of day to day project tasks” [1]. In projects, the
more demanding stakeholders and more stresses to get projects sources of issues are very wide. For example: (1) Cost, scope,
done successfully, projects are overwhelmed with many techni- time schedules, materials, targeted benefits; (2) Dependencies,
cal, functional or business related events (issues) that arises business as usual/operations, resources, products; (3) Stake-
during their course and need satisfactory resolution. While a holders, organization, and project staff; (4) Anything that
‘‘project risk” is defined as: uncertain event or condition that arises from projects that can’t be immediately resolved.
if occurs has a positive or negative impact on a project’s Despite of the impact of ignoring project issues, the topic did
objectives. The definition of an ‘‘issue” is: ‘‘any project related not gain the required attention in project plans, manuals, or
event that arises during the course of a project that requires a international standards. As per the Project Management
Institute (PMI) standard for project management [2], the topic
is slightly tackled in chapter (10) ‘‘communication manage-
E-mail address: amossalam@gmail.com ment” and chapter (13) ‘‘stakeholder Management” through
Peer review under responsibility of Housing and Building National the issue log which is considered as an input to some processes
Research Center.
https://doi.org/10.1016/j.hbrcj.2017.12.001
1687-4048 Ó 2017 Housing and Building National Research Center. Production and hosting by Elsevier B.V.
This is an open access article under the CC BY-NC-ND license (http://creativecommons.org/licenses/by-nc-nd/4.0/).
Please cite this article in press as: A. Mossalam, Projects’ issue management, HBRC Journal (2017), https://doi.org/10.1016/j.hbrcj.2017.12.001
2 A. Mossalam
within these knowledge areas. As reported by Martin [3], issues sample focused on those organizations having variety of pro-
can prevent attainment of project objectives/deliverables. jects to execute their approved strategy. The sample size
Other authors [4] searched this topic but from the software needed was 94 (confidence level of 95% and confidence inter-
industry perspective and focused on the issues resulting during val of 10). (Sample size = Z2 * p * (1 p)/C2, where Z =
the software development. James [5] proposed an issue man- 1.96 for confidence level of 95%, p = 0.5 percentage picking
agement plan that contained a suggested process flow with a choice, and C = 0.1 confidence interval). The responses
specific roles and responsibilities, While QNPM [6] suggested received were 124 out of 221 distributed (i.e. 56%) showed a
two types of processes (simple and complex) based on the size good variety of organization type (26% Construction firms,
of the project. As reported by ESI [7], monitoring issues logs is 11% IT firms, 6% consultants, 18% employers, and 41% gov-
one of the many metrics and reporting techniques that grant ernment organizations). Their projects types varied among
stakeholders visibility into the progress and challenges of the design, construction, IT, railway, infrastructure, roads,
development effort. Michigan University has reported [8] that bridges, parks, and restoration projects. This mixture covers
since an issue is a problem that has already been realized, it can a big portion of the project types’ spectrum.
no longer be mitigated, and must instead be resolved. He Out of 124 responses, 43 are engineers, 23 are project man-
reported also that issues may have started from risks that have ager, 18 are designers, 16 are senior engineers, 6 are residents
been realized; if this is the case, then the issue should be linked engineers, 5 are managers and 13 are not specified.
to the original risk. To track the progress of the issues resolu- The first question measures the awareness level of the
tion, Mind [9] suggested having a clear label identifying the respondents about the definition of issues ‘‘How do you define
issue’s overall status. These labels are: open, Investigating, project issue?”. Four choices were listed: (a) A risk in the pro-
Implementing, Escalated, and Resolved. As per the Practice ject, (b) An event that caused/may cause an effect to the pro-
American standard for Project Risk Management [10], ject, (c) A potential event that may affect the project, and (d)
issues/problems entail project management actions that are An evolving risk having positive impact. The results showed
outside the scope of the Project Risk Management process that 45.9% of the respondents got the right answer (answer
[11] used an issue matrix (Fig. 1), similar to the traditional risk ‘‘b”). The second highest score was 23.4% for choice ‘‘c”
matrix to provide an overall issue rating that takes into which actually was the definition of a ‘‘Risk”. These percent-
account the timing of the realized impacts. However, instead ages indicate that approximately 54% of the sample do not
of probability (in the case of risk matrix), the rows relate to have the right definition of a project-issue and the apparent
ranges of time in which the issue needs to be resolved before misunderstanding between issues and risks. Does your organi-
the impact negatively affects the success of the project. zation have a documented procedure/or guide for handling
Therefore, the literature and the preliminary observations project issues? This was the second question. The results ran-
of the projects’ environment necessitate the need to deeply ged between 8.1% (Yes) and 91.9% (NO) indicating that the
investigate the topic using a structured approach. Conse- majority of organizations have no procedure/or guide to man-
quently, the methodology will be as follows: surveying a sam- age their project issues. The reason for the ‘‘NO” percentage
ple of projects to identify gaps in managing project issues, then (91.9% above) was further investigated through the next ques-
suggesting an issue management process flow followed by a tion: (In your opinion, the reason for not having such a proce-
verification of the suggested process flow (survey and inter- dure/manual/guide). The four offered options were: (1) Not
viewing). In addition, a metric to measure project issues is important, (2) Issues can be dealt in day-to-day activities, (3)
developed and then checked by a parametric study. The mod- No well-recognized standard that addresses the importance
ified process and the metric were both validated through actual of this topic, and (4) Lack of awareness. The results revealed
implementation. Finally, a new knowledge area for issue man- that almost 25% considers this topic as a normal activity that
agement to be incorporated in the international project man- can be managed in the daily project tasks. 11.3% attributed
agement body of knowledge (PMBOK) was suggested. this to the lack of awareness while the majority (54.8%)
referred the reason to the lack of a standard. The first two per-
The survey centages show the need for having comprehensive training
especially in the project management field to increase aware-
To check the projects’ environment and how issues are han- ness and change the concept of dealing with issues on an ad-
dled during the day to day activities, a survey was conducted hoc basis. For those who said ‘‘Yes (8.1%) as per question
with the aim of identifying the following: (1) The awareness ‘‘2” shown earlier” for having a procedure for Issue Manage-
level of issue management within projects, (2) The level of ment, and to check the level of implementation, the respon-
implementation, (3) The comprehensiveness and maturity of dents were asked: Do you apply this procedure/guide to your
implementation for those who have this practice. The targeted project(s)? The answers revealed the following implementation
percentages (60%: Yes, 20%: No, 20%: sometimes). These
percentages indicate that those who have a system for manag-
ing the issues have a moderate level of commitment in imple-
mentation. The features of the implemented issue
management system in those organizations were explored
through the following questions (the respondents were asked
to tick whatever applies to their Issue management system –
if any): (1) Are there any criteria to define what an issue is?
(Yes = 10%), (2) Is there an ‘‘issue owner” log? (Yes =
70%), (3) There is a scale to rank issues as (High – Medium
Fig. 1 Issue rating matrix [11]. – Low)? (Yes = 60%), (4) If the issues are not solved, is there
Please cite this article in press as: A. Mossalam, Projects’ issue management, HBRC Journal (2017), https://doi.org/10.1016/j.hbrcj.2017.12.001
Projects’ issue management 3
an escalation scheme to escalate the issue to higher decision process flow. The results showed that 70% agreed with the sug-
levels? (Yes = 10%), (5) Does the reporting requirements of gested flow as is, while 30% gave some comments. These main
project issues are well defined? (Yes = 40%), (6) Is there any comments were: (1) The process flow is easy and simple (no
automated tool to handle ‘‘project issues”? (Yes = 0%). To action will be taken), (2) The process flow followed the full
check the maturity of this implementation, 100% of the cycle of (Plan-Do-Check-Act) (no action is required), (3) There
responses declared having no methodology/tool to assess the could be a project change as a result of issue responses and this
level of maturity for project issues. Finally, the usage of ‘‘is- should be reflected in the process flow. (i.e. the process flow to
sues” in measuring the overall performance of the project (pro- be amended), (4) There is no measurement of the effectiveness
ject status) was explored. Among the Time, Cost, Risk, Issue, of the decided responses (i.e. the process flow to be amended).
Quality, and Safety; the answers ranged between a maximum As a result, the process flow was amended to reflect the feed-
of 100% for time and a minimum of 0% for issues (for other back attained by the survey. Fig. 2 shows the modified process
factors: cost is 10%, risk is 20%, quality is 10%, and safety is flow where three steps (yellow marked) were added to the chart
40%). namely: checking the need for a change, raising the change
In conclusion, the survey showed the need to increase request if needed, and checking the responses effectiveness
awareness of project teams with the right definition of issues The modified process flow was introduced to the subject mat-
and how to differentiate it from risks and make the required ter experts through one to one interviews, which is the second
paradigm shift for those who consider issues as something that verification method (interviewing). An Average of 20-min
need no planning or controlling. This could be attributed to interview was conducted with four subject matter experts to
the low percentage of organizations having operating proce- present the results of the verification survey and the modified
dures to manage project issues. The need for an international process flow. Their major feedbacks were: (1) They agree with
standard that addresses the issue management was one of the the comments attained in the survey and (2) They recommend
reasons for not having such operating procedures. These orga- having a score to measure the project issue index and be
nizations who apply this system commonly use the issue log as included in an overall project performance indicator. The fol-
the main and only tool to manage the topic. Finally, there is a lowing paragraphs show the efforts done to develop a metric
noticeable need for having automated tool to manage issues for measuring the project issue status and how this metric
which will enhance the implementation maturity level. was checked for sanity.
Suggested project issues process flow and verification Developing a metric to monitor project issues
Table 1 and Fig. 2 (without highlighted boxes) show the steps To establish ‘‘project issue index”, the literature [12,13] showed
of the suggested process of issue management. that there is a similar index used for monitoring project risks.
To verify the process flow, two methods of verification were This risk index is calculated through the ‘‘severity” of the risk
followed. Firstly, a verification through another survey target- impact. i.e. having a value for each risk depending on its
ing the originally surveyed sample. Secondly, interviewing with impact: (Major impact = 0.9, Moderate = 0.6, Minor =
subject matter experts to get their feedback. For the first 0.3), then calculating the overall risk index by getting the aver-
method of verification (re-survey), those 8.1% organizations age of: impact multiplied by probability for all project risks.
(who have procedures for issues – as previously reported) were Similarly, the Issue severity is suggested to be measured using
approached through another survey. The responses collected same method. See Table 2.
represent 100% of the approached respondents. The survey To reduce the subjectivity in the previous score, the author
was simply structured to allow respondents to either agree with suggests adding a new parameter to be used in conjunction
the suggested process flow or not. The 2nd part of the survey with the issue severity index. This parameter is the ‘‘proximity”
was an open ended question to allow for commenting on the which can be considered as important as the severity.
Please cite this article in press as: A. Mossalam, Projects’ issue management, HBRC Journal (2017), https://doi.org/10.1016/j.hbrcj.2017.12.001
4 A. Mossalam
Idenfy Project
Idenfy issues
Issues
Categorize Issues
Analyze issues
Assess Impact
Priorize Issues
Need to
Yes
escalate
Plan issue responses Escalate with
No recommendaon
Determine Responses
and Assignments
Change
Yes
Required
No Raise Change
Communicate Request
Control issues Responses
Monitor Responses
Check Effecveness
Close Issue
Please cite this article in press as: A. Mossalam, Projects’ issue management, HBRC Journal (2017), https://doi.org/10.1016/j.hbrcj.2017.12.001
Projects’ issue management 5
Please cite this article in press as: A. Mossalam, Projects’ issue management, HBRC Journal (2017), https://doi.org/10.1016/j.hbrcj.2017.12.001
6 A. Mossalam
time, 35% for Cost, 15% for quality, and 15% for both risks methodology in establishing the processes starts with describ-
and issues). (6) The Enterprise Project management office ing the Inputs required to start the process, then the Tools
(EPMO) in one of the two organizations started to automate and Techniques that will be used to perform the process and
handling project issues through customization of its project the Outputs resulting from the process. The five suggested pro-
management tool. These results will be a good motive (when cesses are: Plan Issue Management, Identify Issues, Analyze
properly marketed) for other projects to adopt the subject Issues, Plan Issue Responses, and Control Issues. Firstly, the
and to start implementation. ‘‘Plan Issue Management” Process: This process will cover
the ‘‘how” for all the coming processes: how to identify the
The newly suggested PMI knowledge area project issues, how they will be analyzed for their impact,
how responses will be assigned, and how to monitor unre-
During implementation of the process flow, the author faced solved issues. The ‘‘Identify Issues” Process: The main target
many queries regarding the tools used, the required docu- of this process is to have a project issue list regardless their sig-
ments, and what is the expected result to be attained. Such nificance. The next process (analyze issues) will take care of
queries were the main reasons to start suggesting a process prioritizing the issues. The ‘‘Analyze Issues” Process: In this
which is similar to the PMBOK standard. The PMBOK process, all captured issues will be analysed for their signifi-
cance and their impact (severity). The results will be a list of
Please cite this article in press as: A. Mossalam, Projects’ issue management, HBRC Journal (2017), https://doi.org/10.1016/j.hbrcj.2017.12.001
Projects’ issue management 7
Fig. 4 Example of the issue log for project # 1 showing issue index calculations.
Table 5 Inputs, tools and techniques and outputs for identify issues process.
Inputs Tools & techniques Outputs
Progress and performance reports Expert judgments Issue list
Project assumptions and constraints Meetings Change request (for urgent issues before analysis)
Risk log SWOT analysis Documents update
Audits Root cause analysis
Stakeholders log Documentation review
Procurement documents
ranked issues (high, medium, or low) and project documents used one ‘‘severity”, (9) A suggested automation module to
updates such as: top issues need escalation – issues needs be added to the commercially available softwares to increase
urgent actions. The ‘‘Plan Issue Responses” Process: this pro- its effectiveness in managing projects, and (10) Adding the
cess is to put alternatives and plans of the required actions. issue management as a new criterion in assessing the maturity
These responses should satisfy the criteria of: be proportionate of project management in organizations.
with the issue severity, time bounded, and have agreed-on pro-
cedures. Finally, the process of ‘‘Control Issues”: it is for mon-
itoring if the responses is carried out. It also includes Conflict of interest
monitoring the effectiveness of the actions taken. Table 5
shows an initial list of Inputs, Tools, and Outputs for one of The authors declared that there is no conflict of interest.
the processes which can be further analyzed, checked and val-
idated in future researches.
Acknowledgements
Significance of this research
The author would like to express his deep thanks to Dubai
roads and transport authority (RTA) which facilitates and
It is believed that the outcome of this research will result in provided valuable data inputs to the research.
some considerable changes in the environment of project man-
agement as follows: (1) A change in project management poli-
cies within organizations, (2) Accurate project language References
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Please cite this article in press as: A. Mossalam, Projects’ issue management, HBRC Journal (2017), https://doi.org/10.1016/j.hbrcj.2017.12.001