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150 Cards in this Set
- Front
- Back
- 3rd side (hint)
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Definition of a project |
Is a temporary endeavor with a beginning and end Creates a unique product, service or result |
Begin and Ends Uniquely |
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What are the high-level process groups of project managment |
Initiating, Planning, Executing, Monitoring, Controlling, Closing |
in planning executions monitor controls till close |
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What is Program Management |
Is a group of related projects |
more than one, related |
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What is portfolio management |
Is a group of programs, individual projects, and other related operational work prioritized to meet organizations strategic goal |
more than one, may not be related |
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What is Organizational Project Management (OPM) |
OPM drives organizational portfolio, program, and project management in place to help organization achieve its strategic goals |
all Ps for the goal |
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What is makeup of organizational strategy |
OPM, Portfolio, Program, Project- are driven by organizational strategy |
project umbrella |
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OPM3 |
PMIs term for organizational project management maturity model to help organization determine level of project management competence |
measure organization |
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What are the 3 management styles Project Management offices (PMO) could take? |
Supportive, Directive, Controlling |
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What is function of supportive project management office (PMO) |
Exercises low level of control and provides templates, policies, methodologies and lessons learned for PM |
support-assists |
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What is function of controlling project management office (PMO) |
Exerts moderate level of control over projects, provides training, guidance, execution assistance and ensures compliance to organizational practices, |
control-guides |
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What is function of directive project management office (PMO) |
Has high level control over projects as its responsible for project outcomes and provides PMs for those projects |
directive-dictates |
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What are general functions of project management office (PMO) |
Usu group of people who may centralize project communications, manage projects interdepedencies, terminate projects, |
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What are some general functions of project management office (PMO) |
be more involved in project initiation vs other areas, provide change control, prioritize projects, be a stakeholder |
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What contributes to project management office effectiveness |
Clearly defined PMO, commitment of executive office, organizational acceptance of project management techniques and processes |
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What are some project constraints? |
Time, Scope, Risk, Cost, Resources, Customer Satisfaction, Due Date, Quality, |
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What are project stakeholders? |
People or organizations (external or internal) that may be positively or negatively impacted by project outcome |
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Who are some project stakeholders? |
PMs, Organizations, Sponsors, Customers, team, government regulators... |
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What are project constraints? |
Constraints are any factors that limit options and impact project success |
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What is involved in stakeholder management? |
Treating stakeholders as assistant team members which you keep informed, solicit input, work to satisfy needs and manage expectations |
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How does organizational structure influence a project manager's job? |
It dictates who the project manager turns to for resources, how communication must occur, PMs authority level |
where to go for help |
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What is functional organization structure? |
Organization is siloed into functional teams (accounting, marketing, IT) and project and communication generally occur w/in single department |
silo |
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What is a projectized organizational structure |
Organization is organized by projects where PM is in charge, personnel are assigned to a PM, once project ends team members go another project or job |
no home |
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What is a matrix organizational structure |
Is organized into functional (IT department) and projectized structures, team members report to project and functional manager, team members do project and department work |
two bosses |
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What is a weak matrix organizational structure? |
In weak matrix, power rests with functional manager, like a coordinator |
functional manager |
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What is a strong matrix organizational structure |
In strong matrix, power rests with project manager |
project manager |
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What is a balanced matrix organizational structure? |
In balanced matrix, power is shared between functional and project manager |
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what does it mean if project manager is expediter in weak matrix? |
Project expediter acts an assistant and supports communication. She can make or enforce decisions |
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What does a project coordinator PM role in a weak matrix? |
Coordinator is like an expediter but can make some decisions and reports to higher level manager |
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What type of organization structure should I assume is being referred to on an exam question, if not stated? |
Matrix |
Best organizational structure |
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What is a tight matrix? |
It has nothing to do with organizational structure but means keeping team together in same room |
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What are advantages of functional organizational structure? |
easier management of specialists, employees report to one boss, resources are specialized, career path potential |
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What are disadvantages of functional organizational structure |
specialties are favored over project, no career path in project mgmt, PM has little to no authority, inflexible |
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What are advantages of projectized organizational structure |
efficiency for project organization, team loyalty to project, more efficient communication, PM has much control, highly flexible |
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What are disadvantages of projectized organizational structure |
no future for team members, lack of specialization in disciplines, duplication of duties as no department support, |
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What are advantages of matrix organizational structure |
more resources for project support, team members have career track for either pm or functional work, efficiency in resource use, flexible and stable |
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What are disadvantages of matrix organizational structure |
higher potential for conflict/miscommunication/competing priorities, extra administration required, two bosses for team members, |
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What is a project-based organization |
Its an organization that's set up temporary frameworks around their projects that allow them to curtail obstacles faced in existing organizational structure |
less bureaucracy |
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What are three hierarchical levels in organizational hierarcy |
operational, middle-management, strategic |
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What are enterprise environmental factors |
these factors consist of culture and existing systems that projects must contend with |
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What is project management information system (pmis) |
PMIS includes automated tools to assist project management work, such as scheduling software, configuration management system, knowledge management system, |
information managements systems |
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What are organizational process assests |
they are processes, procedures, and historical information that provide guidance in planning future projects |
help from past |
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What are 3 key areas to focus on in lessons learned? |
technical (tools, logistics, etc), project management (wbs, risk planning, etc), management (communication, leadership, etc) |
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What are benefits of lessons learned? |
input (@ initiation it informs current project on how to avoid pitfalls from past); output (@ closing it informs organizations on how to improve project support) |
initiation and closing |
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What is work performance data? |
It is initial measurements and details gathered about activities during project execution and used in controlling to see if in sync with plan |
how well or not well are we doing |
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What is project life cycle? |
It is what you need to do to do the work |
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What is project management process? |
Is what you need to do to manage the work |
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What is a plan driven project life cycle |
it a predictive project life cycle model (waterfall or traditional) with planning, executing, closing |
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What is a change driven project life cycle
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it is an iterative, adaptive or incremental life cycle model with varying levels of planning for scope, schedule, cost |
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What is involved in iterative project life cycle |
It involves planning of high level scope enough to allow for estimates for time, cost and scope is developed more with ea. iteration eg making website mockup before site development |
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What is involved in incremental project life cycle |
It involves high level planning enough to develop scope for time& cost but delivers a complete, usable portion of project at each stage eg developing web site front page before back pages |
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What's involved in adaptive project life cycle? |
It involves fixed time and cost and scope is broadly defined with intent to narrow as project goes. PMBOK only see this model as change driven. eg focus on customer's priority reqs 1st |
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What processes comprise a project management life cycle? |
Initiating, Planning, Execution, Monitoring/Controlling, Closing |
IPECC |
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How do project life cycle and project management process interact? |
life cycle phases are managed thru a project management process |
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What are key project management process groups in a predictive life cycle? |
feasibility, planning, design, production, turnover, startup |
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What are key project management process groups in a adaptive life cycle? |
feasibility, initiation, release planning, release/iteration, close out |
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What happens in initiation portion of project management process |
PM determines whether project goals can be met, w/in constraints & Project is officially approved. |
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What happens in planning portion of project management process |
PM create plan on how to create project plan and how to execute, control/monitor and close project |
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What happens in execution portion of project management process |
Team executes plan according to processes and procedures in project management plan |
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What happens in controlling/monitoring portion of project management process |
PM feds work performance data into controlling/monitoring to ensure project tracking in line w/ baselines in PM plan |
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What happens in closing portion of project management process |
PM gathers approval for final product and lessons learned from stakeholders and submits to PMO for archiving |
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What happens when work performance data shows project is off plan |
changes to plan are considered and governed thru perform integrated change control process |
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What happens when variances in plan are determined to impact the project |
Identify best option for dealing with them and decide if they should be approved/rejected |
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what happens to approved changes that don't affect plan baseline |
they are fed back into executing to be implemented as part of project work |
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What are types of changes that might affect project plan baseline |
Corrective action, preventive action or rework |
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What happens for approved changes that do affect project plan baseline |
replanning must be completed before team can work on updated version of plan |
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What happens is project is so far off baseline that it triggers question whether it should continue |
It may move back to initiation and the charter re-worked |
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What process happens throughout the project management process regardless of stage |
controlling/monitoring to help make proactive decision should project vary from plan |
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how might the project management (pm)process differ for small projects vs large projects |
small projects may go thru the pm process once but large projects (in phases) may go thru pm process in ea phase |
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Why is it important to "understand the project business" case in initiation phase |
it will guide all other project management activities to ensure project is worth required investment and make product meets business case |
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What is the ideal project selection process in organizations? |
Company knows strategic objectives, proposed projects will be selected to meet those objectives based on least cost, times resources and risk, company will authorize projects by issues project charters |
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When can resources be released during a project management process |
At any times during the project, once work is approved |
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Which project management process group has a set order |
planning |
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Give some examples of procurement documents |
request for proposal RFP)(, request for quotation (RFQ), invitation for bid (IFB), contract provisions, procurement statement of work |
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what is procurement statement of work |
description of work being done |
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Why can't finalize procurement documents till finish complete risk management |
risk management process could generate risk response strategies, involving contracts ( a procurement doc) |
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Why is risk register an input in the planning process |
a preliminary risk register is input to several processes that lead to the creation of a project schedule and later refined during risk management process |
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What is the focus of executing process |
The focus of this process is to manage people and work to accomplish the project as planned |
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What is the focus of monitoring and controlling |
The focus of this process is to make sure project is progressing to plan, approve any necessary changes to plan to meet project objectives |
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What is the purpose of the initiating process group |
formally start a new project of project phase |
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what is involved in the initiating process group |
initiating process involves indentifying and analyzing stakeholders to align their expectations about the project |
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What does the initiating process group provide for the project in terms organization's strategic objectives |
initiating process provides guiding vision for what the project will achieve, the project's high level scope, and any known constraints |
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What authority does the initiating process provide for the project |
initiating process provides official project authority to commence and provides PM authority and info needed to begin |
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What are the outputs of the initiating process group |
the outputs of initiating process group is stakeholder register and project charter |
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What do you need to know or have before initiating a project |
to initiate a project you must know business case for the project, the product description or statement of work, how project fits into strategic plan, list of stakeholders
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What do you need to know or have before initiating a project |
to initiate a project you must know constraints, contracts, industry standards, marketplace trends, |
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What do you need to know or have before initiating a project |
to initiate a project you must know templates, historical WBSs, Historical estimates, lessons learned, current company situation, company's future, |
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What do you need to know or have before initiating a project |
change control system, how company operates, past relationships with project, possible team members |
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What are the actions involved in project initiating |
actions involved in project initiating are select PM, determine PM authority, collect historical info, divide large project into phases, |
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What are the actions involved in project initiating |
actions involved in project initiating are identifying stakeholders; determine stakeholder influence, expectations and impact |
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What are the actions involved in project initiating |
actions involved in project initiating are determining high level requirements, constraints, assumptions, and risks |
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What are the actions involved in project initiating |
actions involved in project initiating are turn high level stakeholder needs, wants, and expectations into requirements |
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What are the actions involved in project initiating |
actions involved in project initiating are making sure business case and the analysis supporting the need for the project are documented and understood |
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What are the actions involved in project initiating |
actions involved in project initiating are ensure the product scope is as final as practical to become statement of work |
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What are the actions involved in project initiating |
actions involved in project initiating are understand how project support org's objectives |
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What are the actions involved in project initiating |
actions involved in project initiating are collect and use relevant existing agreements that might be required- contracts, eg |
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What are the actions involved in project initiating |
actions involved in project initiating are determining measurable project and product objectives |
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What are the actions involved in project initiating |
actions involved in project initiating are facilitate the resolution of conflicting objectives |
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What are the actions involved in project initiating |
actions involved in project initiating are familiarization to company culture, find existing standards, understand business structure, do high level planning |
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What are the actions involved in project initiating |
actions involved in project initiating are performing high level estimating, determine project charter form, coordinate project initiating efforts w/ stakeholders |
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What are the actions involved in project initiating |
actions involved in project initiating are determine high-level acceptance criteria, determine initial project organization, |
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What are the actions involved in project initiating |
actions involved in project initiating are identify milestones, determine project success criteria, finalize project charter |
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What are the actions involved in project initiating |
actions involved in project initiating are obtain formal approval for project charter |
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What is progression elaboration |
progressive elaboration is the process of refining estimates and scope which will start in project initiation and continue in execution & monitoring processes |
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What constitutes high-level planning during project initiating |
high-level planning includes: creating hi-level WBS, perfoming order of magnitude estimating, high level risk identification |
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How do you use information garnered during high-level project initiating |
use high-level project initiating planning to determine project feasibility and informing the project charter, should it be feasible |
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What does the project charter include |
project charter documents measurable project objectives, milestone schedules, and initial budget |
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What are reasons for entering project initiating process |
reasons for entering project initiating are business need, begin a new project phase, project has many issues that require reevaluation of business need |
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What does project planning entail |
project planning entails walking thru project and getting it organized before doing the work |
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What does project planning allow for |
project planning allows for opportunity to save resources, time, money, increased stakeholder committment |
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What happens in project planning |
in project planning team perform detailed analysis via appropriate processes of whether objectives in project charter can be achieved and determining project needs and not waste resources |
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What are actions required to complete project planning |
Actions required to complete project planning include: develop project management plan, plan scope management, collect requirements, define scope |
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What are actions required to complete project planning |
Actions required to complete project planning include: create WBS, plan schedule management, define activities, sequence activities |
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What are actions required to complete project planning |
Actions required to complete project planning include: estimate activity resources, estimate activity durations, develop schedule, plan cost management |
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What are actions required to complete project planning |
Actions required to complete project planning include: estimate costs, determine budget, plan quality management, plan human resource management |
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What are actions required to complete project planning |
Actions required to complete project planning include:plan communications management, plan risk management, identify risks, perform qualitative risk analysis |
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What are actions required to complete project planning |
Actions required to complete project planning include: perform quantitative risk analyis, plan risk responses, plan procurement management, plan stake holder management |
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What are the results of the planning effort of project management plan |
results of planning are project managment plan and project documents that will guide execution and control of the project |
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When do you finalize all components of project management plan and project documents |
finalize project plan after risk identification, quantitative and qualitative risk analysis, and risk response planning is complete |
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why do project plan iterations start after risk management |
project plan iterations start after risk management because at that time the final cost and schedule can be determines |
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What impact can risk management have on project plan |
risk management could result in changes to scope, deliverables, resources, when resources are used, sequences in activities are performed, etc |
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What is rolling wave planning |
rolling wave planning is when one phase of project is planned while remaining phases are planned at high level and later elaborated upon as more is known about project |
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When do you enter project planning |
enter project planning when project initiating is complete |
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What is the purpose of execution process group |
execution purpose is to complete project work as defined in the project management plan and to meet objectives |
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What actions must be taken in project executing |
actions taken in project executing incl: direct/manage project work;perform quality assurance, acquire, develop& manage project team; manage communications, conduct procurements, manage stakeholder engagement |
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what phrases should keep in mind with regard to execution process |
keep in mind "work project plan" "be proactive," "manage," guide,""prevent problems,"" |
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What is an indicator of proper project planning |
Proper project planning means less time spent in meetings because you collect status reports other ways and reserve meetings for problem solving |
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Why aren't executing actitivities not performed in sequence |
executing process means you're executing to latest revision of project management plan |
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What does monitoring and controlling process group mean |
Monitoring/controlling means measuring the performance of the project against the project management plan and approving change requests, recommending corrective actions, preventative actions and defect repair |
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At what pt should you submit a change request during monitoring/controlling process |
Submit a change request in monitoring/controlling process as a last resort. Should 1st try to make up any deviations from the plan |
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What are the actions involved with monitoring/controlling process? |
Actions involved with monitoring/controlling incl: monitor/control project work, perform integrated change control, validate scope, control -scope, schedule, costs, quality, communications, risks, procurement, stakeholders |
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what occurs in controlling/monitoring when project is appropriately planned |
when project is planned appropriately it control efforts largely yield info proving work and scope being produced to plan and project documentation |
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What are activities involved with controlling scope, schedule costs, quality, communications, risks, procurements, stakeholders in monitoring/controlling process |
Activities involved with controlling: follow change management plan, measure against baseline, control change causing factors and their impact, analyze work performance data and variances, request changes |
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What are activities involved with controlling schedule that differs from other processes in monitoring/controlling process |
Activities involved with controlling schedule: measure schedule performance against baseline, control schedule changes and their impact, use earned value analysis to do schedule forecasts, |
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What are activities involved with controlling costs that differs from other processes in monitoring/controlling process |
Activities involved with controlling costs: update cost baseline, project plan and cost estimates; manage budget reserve; use earned value analysis to recalculate the estimate at completion and other cost factors, obtain additional funding when needed |
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What are activities involved with controlling quality that differs from other processesin monitoring/controlling process |
Activities involved with controlling quality: hold periodic inspections; ensure deliverables are mtg standards;make decision to accept/reject work; eval effectiveness of changes implemented; update quality mngment plan, process improvement plan, and quality-related documentation |
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What are activities involved with controlling communications that differs from other processesin monitoring/controlling process |
Activities involved with controlling communications: ensure info is being communicated to appropriate people in right way and time; update documentation related to forecasts, performance reports, and issue logs; analyze info about communication to ensure meet stakeholder needs |
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What are activities involved with controlling risks that differs from other processes in monitoring/controlling process |
Activities involved with controlling risks: reassess risks, planned risk responses, and risk reserves; identify new risks; use risk management procedures; create/implement work arounds; evaluate effectiveness of implemented risk response plans and risk processes, perform risk audits; update proj mangement plan and list of risk and risk response plans |
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What are activities involved with controlling procurements that differs from other processes in monitoring/controlling process |
Activities involved with ;controlling procurements: monitor performance to ensure all parties meet contractual obligations; inspect and verify contract deliverables; protect your legal rights; follow defined procuremtn management procedures incl contract change control; analyze seller work performance reports; authorize contract-related work; issue and review claims; maintain comprehensive records; report on seller performance compared to contract; review invoices and make payments; update procurement documentation; validate contract changes, control to updated version, eval effectiveness |
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What are activities involved with controlling stakeholders that differs from other processesin monitoring/controlling process |
Activities involved with controlling stakeholders: eval stakeholder engagement, stakeholder relationships, look for opportunities for improvement; assess whether stakeholder expectations are aligned with project; resolve conflicts; maintain issue log; update stakeholder management plan and stakeholder register; validate success of changes to stakeholder engagement strategy |
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What are activities involved with controlling scope that differs from other processesin monitoring/controlling process |
activities involved with controlling scope incl: update scope baseline, project management plan, requirements documentation with approved changes; validate changes to ensure they don't over or under correct problems, document lessons learned |
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What are activities involved with controlling scope, schedule costs, quality, communications, risks, procurements, stakeholders in monitoring/controlling process |
activities involved with controlling incl: analyze work performance data and variances, request changes; update baseline, project management plan, create-related documentation, document lessons learned, validate changes to ensure they don't over or under correct problems |
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What are key project outputs that trigger a focus on monitoring and controlling |
key project outputs that focus controlling/monitoring are requested changes incl recommended corrective and preventive actions and defect repair from all sources; work performance data; deliverables |
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What are potential next steps once control/monitoring are triggered |
What are potential next steps once control/monitoring are triggered: project initiating to review the project charter; project executing to repair defects and implement approved changes, including corrective or preventive actions; project closing if the project is completed or terminated |
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what activities are involved in project closing |
collecting/finalizing paperwork; confirm final product is acceptable; transferring of completed product; collecting feedback from stakeholders; make final payments; update knowledge base; |
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what triggers project closing phase |
project is complete, procurement is complete, project/procurement is terminated |
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only when can a project schedule be created during planning process |
once wbs is created project schedule can be created |
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when can you create activity list during planning process |
create activity list after wbs and wbs dictionary are created |
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when can you create a network diagram during the planning process |
you can create network diagram after creating activity list |
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which part of the project management process takes the most time and resources |
executing takes the most time and resources during project management process |
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when do you create project scope statement during planning process |
create project scope statement after determining detailed requirements during planning process |
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