A major software project is approaching its release date when a critical risk is identified: a key external dependency may not be delivered on time, and the impact could be significant. The project manager reviews available authority and considers several options.Which risk response is most appropriate?

Question

BlackTom AI · Accepted Answer

When an external dependency threatens the schedule, the prudent response is to add schedule contingency and prepare backup options because this both reduces exposure and preserves delivery objectives.

1) Relevant knowledge points and concepts
- Risk response types (PMI): mitigate, avoid, transfer, accept, escalate.  
- Contingency planning: reserve time or resources to handle known risks when triggers occur.  
- Fallback options: preplanned alternative actions (e.g., alternate vendors, scope descope, parallel work) when the primary supplier fails.  
- Authority: choose the response that the project manager can execute given their decision rights.

2) Step-by-step reasoning
- Identify: external dependency has non-zero probability of late delivery and high impact near release.  
- Assess: impact to schedule is significant; probability is uncertain but material.  
- Consider responses: if the PM has authority to add contingency and arrange backups, those reduce both probability of missed release (by enabling parallel alternatives) and impact (via time buffer).  
- Implement: allocate schedule contingency (time reserve) and execute contracts or technical arrangements for backup options (alternate suppliers, temporary in-house solution, or scope adjustments).  
- Monitor triggers: define criteria when contingency/fallback is activated.

3) Calculations/intermediate steps
- No numeric calculation required. Practically, estimate contingency by assessing delay distribution (best/worst/most likely) and set reserve equal to amount needed to cover acceptable confidence level (e.g., P80). Document fallback cost/lead time estimates for decision thresholds.

4) Why the correct answer is correct
Adding contingency plus backup options is a balanced mitigation and acceptance strategy: it proactively protects the schedule while being actionable within the PM’s authority. It reduces risk impact and provides clear triggers to act if the dependency slips.

5) Why other options are incorrect
- Ignore the risk unless it happens: reactive and risky; leaves no plan and jeopardizes release.  
- Escalate to executive management: appropriate only if beyond PM authority or requiring strategic decisions; unnecessary if PM can implement contingency/backups.  
- Take all steps to mitigate impact of external dependency: vague and potentially infeasible—you cannot necessarily control an external supplier completely; contingency and backups are more practical.

Conclusion: therefore, the most appropriate risk response is to add schedule contingency and plan for backup options, which matches the provided correct answer.

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