Explanation
A project manager should take the following two actions initially to resolve the problem of a key project team member taking an unexpected and prolonged leave of absence:
Check the project's responsibility assignment matrix (RAM) to determine which activities will be affected. A RAM is a tool that shows the roles and responsibilities of each project team member for each project activity. By checking the RAM, the project manager can identify which activities are assigned to the team member on leave, and how their absence will impact the project schedule, scope, quality, and resources. This will help the project manager to plan for the necessary adjustments and communicate them to the relevant stakeholders.
Check the risk register for a prepared response to a resource being suddenly unavailable. A risk register is a document that records the identified risks, their probability and impact, and the planned responses for each risk. By checking the risk register, the project manager can see if there is a contingency plan for the situation of a resource being suddenly unavailable, such as a reserve of time, money, or personnel.
This will help the project manager to implement the appropriate response and mitigate the negative effects of the risk.
The other three actions are not the best initial steps to take, because:
Checking if the team member's activities are sufficiently documented to facilitate handover is a good practice, but it is not the first thing to do. The project manager should first determine which activities are affected and how critical they are, before deciding how to hand them over to another team member or an external resource.
Obtaining the project sponsor's support to replace the team member on leave is a possible option, but it is not the first thing to do. The project manager should first assess the impact of the team member's absence and the availability of alternative resources, before requesting the sponsor's approval and support for a replacement.
Reassigning responsibilities across the remaining members using the available float for training is a possible option, but it is not the first thing to do. The project manager should first evaluate the feasibility and suitability of this option, considering the skills and workload of the remaining members, the complexity and urgency of the activities, and the amount of float available.
References:
Project Management Institute. (2021). A Guide to the Project Management Body of Knowledge (PMBOK Guide) - Seventh Edition. Project Management Institute.
Project Management Institute. (2020). Agile Practice Guide. Project Management Institute.
Project Team Annual Leave and Absence Tracker
How To Write a Leave of Absence Request (With Examples)
Formal Leave of Absence Letter Request Example