02. Project Management Framework Flashcards
Gives the project manager authority as outlined in the project charter
Sponsor/Initiator
Anyone who will be impacted by the project or can positively or negatively influence the project. This includes:
Stakeholders
In which Organizational Structure do team members complete only project work, and when the project is over, they do not have a department to go back to?
Project-Oriented
Ensures that the organization is focused on the most important work and, because of appropriately tailored planning efforts, the work is done correctly and in the most time- and cost-effective manner
Project Management
A repository of both assumptions and constraints.
Assumption Log
Cause-and-effect diagrams is an example of what?
Data Representation (tool and techniques)
Determines the reports needed by management to oversee the project
Sponsor/Initiator
Will dictate who the project manager goes to for help with resources, how communications must be handled, and many other aspects of project management.
Organizational Structure
Generally, a board of directors is responsible to ensure that work throughout the organization conforms to external (government or regulatory) and internal standards and requirements. This is part of what?
Governance
are generally outside the control of the project team.
Enterprise Environmental Factors (EEFs)
Provides support for the project and protecting the project from unnecessary changes.
Sponsor/Initiator
Important to evaluate the effect a change to one has on another.
Constraints
Which Organizational Structure when the project manager has little or no authority?
Functional
Probability and impact matrices
Data Representation (tool and techniques)
A project is included in a portfolio based on potential return on investment, strategic benefits, alignment with corporate strategy, and other factors critical to organizational success. This is what?
Portfolio Management
Refers to the overall structure of an organization.
Governance
• Limit options during planning and beyond.
Constraints
Financial data, including budgets and actual costs of completed projects
OPAs/Organizational knowledge repositories
Issue logs and documentation regarding defects on projects
OPAs/Organizational knowledge repositories
Designed to support the specific culture and attributes of the organization
Governance
The lessons learned register from each project becomes part of what after project closure?
The lessons learned repository
Contribute to the lessons learned knowledge base
Project Team
Are distributed to the various stakeholders who need to receive and possibly act on the information.
Work performance reports
They help identifies risks
Sponsor/Initiator
Stakeholder mapping/representation is an example of what?
Data Representation (tool and techniques)
Those with expertise are usually working on the team, or at least within the organization.
Expert Judgment
Works to meet project and program goals.
Program Manager
includes the initial measurements and details about activities gathered during the Direct and Manage Project Work process in executing.
Work performance data
An important part of communication to understand what the management and stakeholders believe to be true about the project.
Assumptions
Which Project Management Office (PMO) provides the policies, methodologies, templates, and lessons learned for managing projects within the organization with the least amount of control?
Supportive
Which Project Management Office (PMO) moderate level of control over projects?
Controlling
Root cause analysis is an example of what?
Data Analysis (tools and techniques)
Manages various projects or programs that may be largely unrelated to each other
Portfolio Manager
Introduce risk to the project, so they must be identified and managed by the project manager.
Assumptions
A common tool of the project management planning processes
Expert Judgment
Meeting management is an example of what?
Communication
Checklists is an example of what?
Data-gathering tools and techniques used to collect input from stakeholders
Provides funding
Sponsor/Initiator
A temporary endeavor-with a beginning and an end.
A Project
Responsible for managing a group of related projects.
Program Manager
Provides information that helps develop the project charter
Sponsor/Initiator
Stakeholder engagement assessment matrices is an example of what?
Data Representation (tool and techniques)
Combining programs, projects, and operations helps optimize the use of resources, enhances the benefits to the organization, and reduces risk.
Portfolio Management
They apply to aspects of the project such as quality, procurement, and resource management, as well as change control, safety, compliance, and more.
Processes, procedures, and policies
Which Organizational Structure maximizes the strengths of both the functional and project-oriented structures?
Matrix
The following are examples of what?
- Benchmarking
- Brainstorming
- Prompt lists
- Checklists
- Interviews
- Market research
- Questionnaires and surveys
Data-gathering tools and techniques used to collect input from stakeholders
The stakeholders’ role on a project is determined by who?
The project manager and the stakeholders themselves.
Alternatives analysis is an example of what?
Data Analysis (tools and techniques)
Acts primarily as a staff assistant and communications coordinator and cannot personally make or enforce decisions.
Project expediter
Include governmental or other rules and regulations that apply to the performing organization.
Enterprise Environmental Factors (EEFs)
Cost-benefit analysis is an example of what?
Data Analysis (tools and techniques)
Framework within which project work is performed across the organization.
Governance
Presentations is an example of what?
Communication
Focuses on the interdependencies between the projects and may help decrease risk, achieve economies of scale, and improve management.
Program Management
Shared workspaces for file storage or distribution is an example of what?
Project Management Information System (PMIS) automated tool
Consulting experts to get information
Expert Judgment
Provides expert judgment
Sponsor/Initiator
The process groups are initiating, planning, executing, monitoring and controlling, and closing.
Project Management
Is assigned to the project no later than project initiating
Project Manager
is an example of what?
Data Representation (tool and techniques)
Encourages the finalization of high-level requirements and scope by the stakeholders
Sponsor/Initiator
• Responsible for governance at an executive level of the projects or programs that make up a portfolio
Portfolio Manager
Who directly or indirectly sets the priority of each constraint?
Management
Participates in developing the business case for the project
Sponsor/Initiator
May involve the creation or enforcement of processes and policies regarding areas such as risk, resources, communications, and change management.
Governance
Hierarchical charts is an example of what?
Data Representation (tool and techniques)
Can be established and administered by a project management office (PMO). We will discuss the various types of PMOs later in this chapter.
Governance
Which Organizational Structure can also be referred to as composite or hybrid?
Project-Oriented
• Easier to identify than assumptions, as they are usually clearly imposed by management or the sponsor.
Constraints
Implement approved changes.
Project Team
A project is included based on potential return on investment, strategic benefits, alignment with corporate strategy, and other factors critical to organizational success.
Portfolio Management
Repositories for historical information is an example of what?
Project Management Information System (PMIS) automated tool
In what time of organization would you find a project expediter?
Project expediter
Scatter diagrams is an example of what?
Data Representation (tool and techniques)
Oversees and standardizes the management of projects.
Project Management Office (PMO)
Communication methods is an example of what?
Communication
Similar to the project expediter, except they have some authority and power to make decisions, and report to a higher-level manager.
Project coordinator
- Found a weak matrix or in a functional organization
SWOT is an example of what?
Data Analysis (tools and techniques)
May integrate information from all projects to assess whether the organization is achieving it strategic objectives.
Project Management Office (PMO)
Which Organizational Structure is there more effective communications than functional?
Project-Oriented
Enables an efficient and integrated transfer of deliverables to the customer
Sponsor/Initiator
• Manages efforts to develop specific scope, which supports the portfolio or program management objectives and, ultimately, the organization’s strategic goals.
Project Management
Include schedule, cost, risk, scope, quality, resources, customer satisfaction, and any other factors that limit options.
Constraints
When monitoring and controlling a project, what is analyzed to make sure it conforms to the project management plan.
Work performance data
A departmental unit within an organization that provides or ensures compliance with project governance.
Project Management Office (PMO)
The Project Management Office (PMO) can take one of several different forms. What are they?
- Directive
- Controlling
- Supportive
Advocates for or champions the project, especially while the project concept is being put together
Sponsor/Initiator
Exist to provide business value and add or improve products or services, and, in some cases, to satisfy legal or other regulatory requirements.
A Project
Related to project management may include a resource management system, a procurement system, and a quality management system.
Enterprise Environmental Factors (EEFs)
Relates to how a project manager uses skills such as influencing, organizing, and strategizing, in addition to other interpersonal and team skills.
Project Management
Which Project Management Office (PMO) coordinates all projects within the organization?
Directive & Controlling
Include the structure, culture, systems, and geographic location(s) of the organization.
Enterprise Environmental Factors (EEFs)
Flow charts is an example of what?
Data Representation (tool and techniques)
Voting is an example of what?
Decision-Making
Which Project Management Office (PMO) manages all projects throughout the organization?
Directive
Variance analysis is an example of what?
Data Analysis (tools and techniques)
What-if analysis is an example of what?
Data Analysis (tools and techniques)
Which Project Management Office (PMO) coordinates all projects within the organization?
Controlling and Directive
Active listening is an example of what?
Communication
May dictate milestones, key events, or the project end date (along with the customer)
Sponsor/Initiator
Feedback is an example of what?
Communication
Can then be organized into work performance reports.
Work performance information
Which Organizational Structure have team members report to only one supervisor?
Functional
Which Project Management Office (PMO) appoints project manager?
Directive
Which Organizational Structure if information or project work is needed from another department, employees transmit the request to the head of the department who communicates the request to the other department head?
Functional
The project manager is responsible for determining whether it is worth the time of those who would attend it, or if there is a more efficient way to achieve an objective.
Meetings
Serves as a guide or driver for project, program, and portfolio management as well as other organizational practices.
Organizational Project Management (OPM)
May manage the interdependencies among projects, programs, and portfolios.
Project Management Office (PMO)
Questionnaires and surveys is an example of what?
Data-gathering tools and techniques used to collect input from stakeholders
Generally owned by the project management office or other departments responsible for organizational governance.
Processes, procedures, and policies
- Alternatives analysis is an example of what?
Data Analysis.
Depending on the type of data you are working with and the depth of analysis you need
Performance reviews is an example of what?
Data Analysis (tools and techniques)
• Works with senior executives to gather support for individual projects
Portfolio Manager
Gathers the appropriate support for the project
Sponsor/Initiator
Which Project Management Office (PMO) prioritizes projects?
Directive & Controlling
Logical data models is an example of what?
Data Representation (tool and techniques)
Selects and prioritizes programs and projects that will best achieve the organization’s strategic goals
Portfolio Management
Which Organizational Structure is grouped by areas of specialization, such as accounting, marketing, or manufacturing?
Functional
Which Organizational Structure have projects that generally occur within a single department?
Functional
In what time of organization would you find a project coordinator?
In a weak matrix or in a functional organization
Project management plans and baselines, as well as project documents, such as network diagrams, risk registers, and stakeholder registers
OPAs/Organizational knowledge repositories
Interviews is an example of what?
Data-gathering tools and techniques used to collect input from stakeholders
Guides the process to get the project approved and formalized, assisted by the project manager as necessary
Sponsor/Initiator
Which Project Management Office (PMO) has the lowest level of control over projects?
Supportive
Manages related projects to achieve results not obtainable by managing each project separately
Program Manager
Configuration management, including file structure, file-naming conventions, baselines of organizational standards, and templates of project documents are examples of what?
OPAs/Organizational knowledge repositories
Earned value analysis is an example of what?
Data Analysis (tools and techniques)
Provides direction for how portfolios, programs, projects, and other organizational work should be prioritized, managed, executed, and measured to best achieve strategic goals and desired benefits.
Organizational Project Management (OPM)
Often used in the planning processes of a project.
Meetings
A configuration management system is an example of what?
Project Management Information System (PMIS) automated tool
Which Organizational Structure is there team loyalty to the project?
Project-Oriented
Prompt lists is an example of what?
Data-gathering tools and techniques used to collect input from stakeholders
Time-tracking software is an example of what?
Project Management Information System (PMIS) automated tool
Metrics that may be useful for other projects
OPAs/Organizational knowledge repositories
Which Organizational Structure the authority over projects and resources is shared between the project manager and the functional manager.
Matrix
- In every matrix organization, including the strong matrix, the authority over projects and resources is shared between the project manager and the functional manager.
May provide centralized communication about the projects.
Project Management Office (PMO)
Document analysis is an example of what?
Data Analysis (tools and techniques)
Can be an effective way to get input or feedback from groups of people, but can be overused.
Meetings
May be actively involved in the project work or may fill an advisory role.
Stakeholders
Which Organizational Structure does communication primarily occur within the project?
Project-Oriented
Creates a unique product, service, or result.
A Project
Is assessed to determine what the data means for the project as a whole. The result is known as work performance information.
Work performance data
Determines the priorities between the constraints (if not done by the customer)
Sponsor/Initiator
Trend analysis is an example of what?
Data Analysis (tools and techniques)
Coordinates the management of related projects to achieve specific benefits that support the organization’s strategic goals
Program Management
Which Project Management Office (PMO) provides project managers for different projects, and is responsible for the results of those projects; all projects, or projects of a certain size, type, or influence, are managed by this office?
Directive
Reserve analysis is an example of what?
Data Analysis (tools and techniques)
Started at the time the project charter is developed
Assumption log
Serves as a voice of the project or spokesperson to those who do not know about the project, including upper management
Sponsor/Initiator
Provides oversight to adjust projects for the program’s benefit
Program Manager
Procurement management software is an example of what?
Project Management Information System (PMIS) automated tool
Identifies and analyzes constraints and assumptions
Project Manager
Multicriteria decision analysis is an example of what?
Decision-Making
Projects are combined into programs to provide coordinated control, support, and guidance.
Program Management
Which Project Management Office (PMO) recommends common terminology, templates, reporting, and procedures to be used on projects throughout the organization to promote consistency and streamline efforts?
Supportive (key word “recommends as supportive as the least control )
May help gather lessons learned into a repository and make them available to other projects.
Project Management Office (PMO)
Includes programs, individual projects, and other related operational work that are prioritized and implemented to achieve a specific strategic business goal.
Portfolio Management
Communications technology is an example of what?
Communication
Manages and is responsible for the human and physical resources in a specific department, such as IT, engineering, public relations, marketing, etc.
Functional or Resource Manager
May provide templates for documents such as work breakdown structures or communications management plans.
Project Management Office (PMO)
Mind mapping is an example of what?
Data Representation (tool and techniques)
The systematic process of managing work efficiently and effectively to deliver planned results.
Project Management
In which matrix, does power rest with the functional manager, and the power of the project manager is comparable to that of a coordinator or expediter?
a weak matrix
Which Organizational Structure maximizes the strengths of both the functional and project-oriented structures?
Matrix
Risks are identified and planned for before they occur, communication is managed effectively, and quality is achieved. These efforts result in satisfied stakeholders and achievement of business objectives.
Project Management
Most organizations maintain two types of OPAs. What are they?
- Processes, procedures, and policies
- Organizational knowledge repositories.
Created throughout projects, documents what went right, what went wrong, and what the team would do differently if they had the opportunity to start the project over again.
Lessons learned (another part of historical information which is an OPA)
are first identified at a high level in the business case and project charter.
Assumptions and constraints
Control charts is an example of what?
Data Representation (tool and techniques)
May be more heavily involved during project initiating than later in the project.
Project Management Office (PMO)
Work must first be organized into appropriate projects, phases, and a life cycle.
A Project
What are the 3 types of Organizational Structure?
- Functional
- Project-Oriented
- Matrix
Benchmarking is an example of what?
Data-gathering tools and techniques used to collect input from stakeholders
In which matrix does power rest with the project manager?
strong matrix
Works with the project manager to monitor progress
Sponsor/Initiator
A group of people, including the project manager, who will complete the work of the project.
Project Team
Is a frequent input to planning processes, and updates to the log are outputs of many planning and control processes.
The assumption log
Which Organizational Structure is it when team members complete project work in addition to normal departmental work?
Functional
Which Project Management Office (PMO) prioritizes projects?
Controlling and Directive
When finished, the deliverables are transitioned to ongoing business operations so the benefits of the project work can be incorporated into the organization.
A Project
Scheduling software is an example of what?
Project Management Information System (PMIS) automated tool
Provides information regarding the initial scope of the project
Sponsor/Initiator
The project manager does all the directing of team resources.
Project-oriented organization.
Ensures projects selected support the strategic goals of the organization
Program Manager
Work authorization software is an example of what?
Project Management Information System (PMIS) automated tool
Historical information is an example of what?
OPAs/Organizational knowledge repositories
Internal requirements include policies and procedures regarding portfolio, program, and project work, which help to ensure that these endeavors are within the strategic plan of the organization and that they contribute to the delivery of specific benefits or value
Governance
• Decompose the work packages for which they are responsible into schedule activities.
Project Team
Include the technology and resources available for assignment to projects, such as documentation of the skills and abilities of internal and pre-approved external resources that are available through approved agreements.
Enterprise Environmental Factors (EEFs)
Text-oriented formats is an example of what?
Data Representation (tool and techniques)
Histograms is an example of what?
Data Representation (tool and techniques)
Provides a strategic framework to use and guide portfolio, program, and project management to achieve the organization’s strategic goals.
Organizational Project Management (OPM)
Ongoing work to support the business and systems of the organization, whereas project work ends when the project is closed.
Operational work
Which Project Management Office (PMO) provides support and guidance on how to manage projects, trains others in project management and project management software, assists with specific project management tools, and ensures compliance with organizational policies?
Controlling
Provides formal acceptance of the deliverables (if they are the customer)
Sponsor/Initiator
An input to many project processes, and updates are a frequent output.
Assumption log
Which Organizational Structure it is when the entire company is organized by projects, and the project manager has control of the project?
Project-Oriented
The work of an organization comprises of one or multiple portfolios.
Portfolio Management
Market research is an example of what?
Data-gathering tools and techniques used to collect input from stakeholders
Comparable to expectations, as they may not be entirely based on fact.
Assumptions
Provides the financial resources for the project.
Sponsor/Initiator
Helps write the project charter
Project Manager
Simulation is an example of what?
Data Analysis (tools and techniques)
In which Organizational Structure is there no career path in project management.
Functional
Helps plan what needs to be done by creating the WBS and schedule estimates for their work packages or activities.
Project Team
Which Project Management Office (PMO) has the highest level of control over projects?
Directive
The programs and projects that make up a portfolio may not be related, other than by the fact that they are helping to achieve a common strategic goal. This is what?
Portfolio Management
The functional managers and project manager share responsibility
for directing the work of individuals and managing physical resources needed on the project.
Matrix organization.
Is used to plan the project, evaluate the impact of changes, and prove successful project completion.
Constraint prioritization
Affinity diagrams is an example of what?
Data Representation (tool and techniques)
May provide guidance and project governance.
Project Management Office (PMO)
Brainstorming is an example of what?
Data-gathering tools and techniques used to collect input from stakeholders
Assumptions and constraints is an example of what?
Data Analysis (tools and techniques)
Matrix diagrams/ charts is an example of what?
Data Representation (tool and techniques)
