Chuck Wright Pmp Study Group - Chapter 10

Front 1

The "Plan Communications Process" is closely linked to what?

Back 1

Both enterprise environmental factors and organizational influences because organizational structuree will have a major effect on communication requirements.

Front 2

To distribute information effectively, which aspects of information do you need to focus on?

Back 2

1) Sender-Receiver models
2) Choice of media
3) Writing Style
4) Meeting management techniques
5) Presentation technigues
6) Facilitation techniques

Front 3

What does efficient communication mean?

Back 3

Providing ONLY the information that is needed.

Front 4

How is a change log used?

Back 4

To document changes that occur during a project. It is a good communication tool to use with stakeholders.

Front 5

What are the multiple dimensions of communication activity?

Back 5

1) Internal and external
2) Formal and Informal
3) Vertical and horizontal
4) Official and unofficial
5) Written and oral
6) Verbal and nonverbal

Front 6

What are 3 elements of a stakeholder management strategy?

Back 6

1) List of key stakeholders
2) Level of participation desired for each stakeholder
3) Stakeholder groups and their management (as groups)

Front 7

What are the 5 key components of the communication model?

Back 7

1) Encode
2) Message and feedback
3) Medium
4) Noise
5) Decode

Front 8

Differentiate between a "code of accounts" and a "chart of accounts"

Back 8

1) Code of accounts is a numbering system used to identify each component of a WBS.

2) Chart of accounts is a numbering system used to monitor project costs by category.

Front 9

Forecasting is the process of predicting future project performance based on current performance. What are the 4 major categories of forecasting?

Back 9

1) Time series method which uses historical data to predict future performance.
2) Causal / econometric methods. These are based on the ability to identify variables that may cause or influence the forecast. For example, "a drop in interest rate may increase home sales".
3) Judgemental methods. Uses opinions, intuitive judgements to determine possible future results.
4) Other methods (simulation, probabilistic forecasting, and ensemble forecasting)

Front 10

What are 4 ways to classify stakeholders?

Back 10

1) Power / Interest Grid. (How much are they able to influence your project).
2) Power / Influence Grid. (Shows which stakeholders to concentrate on with regard to Power & Influence).
3) Influence / Impact grid (Grouping stakeholders based on active involvement or influence and ability to affect changes in impact or way project will be run).
4) Salience model (Deals with power, urgency and legitimacy).

Front 11

What are the 5 factors that can affect project communication technology?

Back 11

1) Urgency of the need for information
2) Availability of technology
3) Expected project staffing
4) Duration of the project
5) Project environment

Front 12

What are 3 communication methods?

Back 12

1) Interactive - Most efficient, ensures common understanding and is real time. Used when immediate response needed or when communication is sensitive or likely to be misinterpreted.
2) Push - Delivered by send to recipients. Does not guarantee it was recieved or understood. Does not need urgent response. It is non-urgent or non-sensitive.

3) Pull - The source provides access to information. Reciever must proactively retrieve the information. Used when communication is informational only.

Front 13

What is involved in the Manage Stakeholder Expectations process?

Back 13

Communicating and working with stakeholder to meet their needs and to address issues they bring up as they occur.

Front 14

What is an issue log?

Back 14

A log that can be used to document and monitor the resolution of project stakeholder issues. It is a great communication tool to use with stakeholders.

Front 15

What type of information might be included in simple performance reports?

Back 15

1) Percent complete

2) Status of scope, schedule, cost and quality

Front 16

What is the risk of not expending project resources in communicating information?

Back 16

Project failure.

Front 17

What are the 2 tools and techniques used in the identify stakeholders process?

Back 17

1) Stakeholder analysis

2) Expert judgement

Front 18

What are the two ouptuts from the Plan Communications process?

Back 18

1) Communications management plan

2) Project document updates

Front 19

What are the 6 inputs to the Manage Stakeholder Expectations process?

Back 19

1) Stakeholder register

2) Stakeholder management strategy

3) Project management plan

4) Issue log

5) Change log

6) Organizational process assets

Front 20

What are the 4 tools and techniques use in the Report Performance process?

Back 20

1) Variance analysis
2) Forecasting methods
3) Communications methods
4) Reporting systems

Front 21

Name 9 communication skills (most are also common for general management skills).

Back 21

1) Listening actively and effectively
2) Questioning to ensure better understanding
3) Educating to be more effective
4) Fact-Finding
5) Setting and managing expectations
6) Persuading to act
7) Negotiating agreements
8) Resolving conflict
9) Summarizing, recapping, and identifying the next steps

Front 22

Approximately how much of the project manager's time should be spent communicating?

Back 22

90 percent

Front 23

In communication between a sender and receiver, who is responsible for making sure that the information is recieved, understood, and acknowledge?

Back 23

The receiver

Front 24

What are some information distribution tools/

Back 24

1) Hard copy distribution
2) Electronic communication and conferencing (e-mail, fax, voice mail, telephone, etc.)
3) Electronic tools (Web interfaces, portals, virtual office support, etc.)

Front 25

What is involved in the Identify Stakeholders process?

Back 25

Identifying all the individuals (and organizations) that will be impacted by the project and documenting information about their interests, involvement, and impact on project success.

Front 26

What are the management skills that the project manager might apply when managing stakeholder expectations?

Back 26

1) Presentation
2) Negotiating
3) Writing
4) Public Speaking

Front 27

What is included in work performance measurements?

Back 27

1) Planned versus actual schedule performance
2) Planned versus actual cost performance
3) Planned versus actual technical performance

Front 28

What are some elements of a communications management plan?

Back 28

1) Stakeholder communications requirements
2) Information to be communicated
3) Reason for the distribution of that information
4) Time and Frequency
5) Person responsible for communicating the information
6) Person responsible for authorizing the communication of the information
7) Persons / Groups who will recieve the communication
8) Methods or technologies used to convey the information
9) Resources allocated
10) Escalation process
11) Method for revisions
12) Glossary of common terminology
13) Flowcharts of information flow
14) Communications constraints
15) Guidelines for meetings
16) Templates for project status meetings

Front 29

What are the 4 inputs to the Plan Communications process?

Back 29

1) Stakeholder register
2) Stakeholder management strategy
3) Enterpise environmental factors
4) Organizational process assets

Front 30

What are the 2 tools and techniques used in the Distribute Information process?

Back 30

1) Communications methods
2) Information distribution tools

Front 31

What are 5 Project Communications Management processes?

Back 31

1) Identify Stakeholders
2) Plan Communications
3) Distribute Information
4) Manage Stakeholder Expectations
5) Report Performance

Front 32

What is the formula for the potential lines of communication channels?

Back 32

Potential Lines = N(N-1) where N= stakeholders

--------- involved
2

Front 33

What are the 5 inputs to the Report Performance process?

Back 33

1) Project management plan
2) Work performance information
3) Work performance measurements
4) Budget forecasts
5) Organizational process assets

Front 34

What is the 1 output from the Distribute Information process?

Back 34

Organizational process assets updates

Front 35

What are the 4 tools and techniques used in the Plan Communications process?

Back 35

1) Communications requirements analysis
2) Communication technology
3) Communication models
4) Communication methods

Front 36

What are the 4 inputs to the Identify Stakeholders process?

Back 36

1) Project charter
2) Procurement documents
3) Enterprise environmental factors
4) Organizational process assets

Front 37

What are the interpersonal skills that the project manager might apply when managing stakeholder expectations?

Back 37

1) Building trust
2) Resolving conflict
3) Actively listening
4) Overcoming resistance to change
5) Mentoring
6) Being sensitive to others

Appendix G of the PMBOK has more on interpersonal skills.

Front 38

Why would a project manager need to manage stakeholder expectations?

Back 38

1) Increases the likelihood of project acceptance
2) Keeps issues from becoming concerns
3) Helps stakeholder understand project benefits
4) Helps stakeholders understand project risks
6) Limits disruptions during the project
7) Helps influence stakeholder expectations
8) Enourages stakeholder participation

Front 39

What is the senders responsibility in communication?

Back 39

To make the message clear and complete, and to confirm that it is properly understood.

Front 40

As part of the communication process, what is the sender responsible for?

Back 40

1) Making the information clear
2) Making the information complete
3) Confirming that the information is properly understood

Front 41

What does effective communication mean?

Back 41

That the information is provided in the right format, at the right time, and with the right impact.

Front 42

What are the 3 steps in stakeholder analysis?

Back 42

Step 1: Identify all potential stakeholders and their roles, interest knowledge, expectations and influence levels.

Step 2: Identify the portential impact or support that each stakeholder could generate, classify the stakeholders, and define a stakeholder management strategy.

Step 3: Assess how key stakeholders are likely to react in various situations.

Front 43

What do the Project Communications Management processes ensure?

Back 43

Timely and appropriate generation, collection, distribution, storage, retrieval and dispostion of project information.

Front 44

What are the 3 outputs from the Report Performance process?

Back 44

1) Performance reports

2) Organizational process assets updates

3) Change requests

Front 45

What are the 3 tools and techniques used in the Manage Stakeholder Expectations process?

Back 45

1) Communication methods

2) Interpersonal skills

3) Management skills

Front 46

What are 3 inputs to the Distribute Information process?

Back 46

1) Project management plan

2) Performance reports

3) Organizational process assets

Front 47

What are 2 outputs from the Identify Stakeholders process?

Back 47

1) Stakeholders register

2) Stakeholder management strategy

Front 48

What are examples of time series methods of forecasting

Back 48

1) Earned value
2) Moving average
3) Extrapolation
4) Linear prediction
5) Trend estimation
6) Growth curves

Front 49

What type of information might be included in detailed performance reports?

Back 49

1) Analysis of past performance
2) Current status of risks and issues
3) Work completed during the reporting period
4) Work to be completed in the next reporting period
5) Summary of changes approved in the period

6) Forecasted project completion

Front 50

What are the 4 outputs from the Manage Stakeholder Expectations process?

Back 50

1) Organizational process assets updates

2) Change requests

3) Project management plan updates

4) Project document upates

Front 51

Which process is concerned with determining project stakeholder information needs and defining a communication approach?

Back 51

Plan Communication Process

Front 52

What is the process of collecting and distributing performance information including status reports, progress measurements and forecasts?

Back 52

Report Performance Process.

Performance reports provide info on the project performance with regard to scope, schedule, cost, resources, quality and risk, which can be used as inputs to other processes.

Front 53

Which two processes are the only ones where you will see "Organizational Process Asset Updates" as an output?

Back 53

1) Distribute Information Process,

2) Manage Stakeholder's Expectation Process.

Front 54

What does the Stakeholder Register provide?

Back 54

A dynamic list of identified stakeholders plus an assessment and classification of the stakeholder.

Front 55

True of False:

The WBS shows the hierarchy of deliverables and not the sequence?

Back 55

True.