10 - Managing Quality and Closing Out the Project Flashcards
What is the purpose of quality control in project management?
To monitor project deliverables against requirements and quality baseline
Quality control ensures project deliverables comply with the quality management plan.
What activities are included in the Executing phase of project management?
Quality control, issue management, KPIs, cost and schedule variances, closing out the project
These activities are vital for verifying and validating project outcomes.
What is a quality management plan?
A document that outlines quality activities, procedures, and required resources
It serves as the foundation for performing quality control.
When is quality control performed during a project?
Throughout the project, including milestones and major deliverables
It ensures compliance with minimum standards.
What is the definition of inspection in quality control?
An activity that examines, measures, or tests work results against quality standards
It can occur at intervals, project phase ends, or upon project completion.
What are tolerable results in quality control?
Results that fall within a specified acceptable range
For example, measurements within plus or minus 2 inches.
What does attribute sampling determine?
Whether results are conforming or nonconforming to requirements
It is also known as a pass/fail or go/no-go decision.
What is smoke testing?
A high-level test to identify simple failures that could prevent software release
It focuses on the most critical functions of the program.
What is unit testing?
Testing of individual modules of source code to verify proper operation
It occurs as code is written, especially in agile projects.
What is integration testing?
Testing combined software modules to ensure they interact correctly
It occurs after unit testing is completed.
What is end-to-end testing?
A system-level test that verifies the application works from start to end
It includes testing all roles and responsibilities in the program.
What is regression testing?
Testing performed after changes to ensure software functionality remains intact
It helps maintain product quality after modifications.
What is stress testing?
Testing software for stability under heavy load conditions
It examines processing and error handling under extreme scenarios.
What is performance testing?
Testing software under various load scenarios to assess performance
It identifies issues like bottlenecks and slow response times.
What is user acceptance testing (UAT)?
Testing performed by end users to verify system meets requirements
It includes testing features and functionality.
What is the difference between prevention and inspection?
Prevention avoids errors; inspection identifies errors after they occur
Prevention is generally more cost-effective and efficient.
What is a histogram in quality control?
A bar chart showing frequency distributions of variable data
It helps visualize data like temperature or weight measurements.
What does a Pareto diagram illustrate?
The frequency of problems to identify major issues for improvement
It follows the 80/20 rule, highlighting that a few problems cause most defects.
What is the purpose of control charts?
To measure and display variance of process samples over time
They help identify when processes are out of control.
What is statistical sampling?
A method of gathering a subset of work results for inspection
It is cost-effective for projects with numerous outputs.
What is a flowchart used for in quality control?
To show logical steps and interrelations in a process
It helps determine how problems occur.
What do run charts display?
Variations in a process over time
They help identify trends in improvements or lack thereof.
What is an Ishikawa diagram?
A cause-and-effect diagram that shows potential causes of a problem
It is also called a fishbone diagram.
What is a decision tree?
A diagram showing interrelated decisions and expected outcomes
It helps visualize possible choices and their impacts.
What is a scatter diagram used for?
To plot two numerical variables to determine correlation
It helps identify relationships between variables.
What is the EMV of a decision?
The EMV of the decision is a result of the probability of the risk event multiplied by the impact for two or more potential outcomes and then summing their results.
What does a scatter diagram plot?
A scatter diagram plots two numerical variables on a chart to determine whether there is a correlation between them.
What is the purpose of analyzing scatter diagrams?
Scatter diagrams help to prove or disprove cause-and-effect relationships.
What are common causes of variances in quality control?
Common causes of variances arise from circumstances that are relatively common to the process and are easily controlled at the operational level.
What are the three types of common causes of variances?
- Random Variances
- Known or Predictable Variances
- Variances That Are Always Present in the Process
What is rework in quality control?
Rework is action taken to correct a defect discovered during quality control.
What impact does rework have on a project?
Rework often impacts the project schedule and budget.
What is a process adjustment?
A process adjustment is a change made to a process that can have ripple effects throughout the project.
What does acceptance mean in quality control?
Acceptance is the decision to agree to any defects found during quality testing.
What is the relationship between issues and risks?
Issues are items that have already occurred, while risks are potential future events that may impact the project.
What should be included in an issue log?
- Identification number for tracking
- Date the issue was recorded
- Description of the issue
- Name of the person who reported the issue
- Name of the person who owns the issue
- Priority ranking
- Urgency
- Resolution plan
- Status of the issue
- Resolution date
What is a resolution plan?
The resolution plan describes the actions to take to mitigate the impacts of the issue.
What factors determine the priority of an issue?
- Issue severity
- Impact to the project
- Urgency of the issue
- Scope of the impact to the organization
- Issue escalation
What is the role of an issue owner?
The issue owner is responsible for monitoring the issue, implementing the resolution plan, reporting on the issue, and documenting relevant information.
What is an action item?
An action item is a task that requires follow-up or resolution, typically arising during project status meetings.
What are key performance indicators (KPIs)?
KPIs are measurable values that show whether the project is reaching its intended goals.
What is an example of a KPI?
Project costs must not exceed more than 5% of the budgeted cost baseline.
What should you do if KPIs are not being met?
You need to communicate with your project sponsor.
True or False: Rework is always the ideal solution to a quality problem.
False
Fill in the blank: The process itself will have inherent variability caused by _______.
[human mistakes, machine variations, environment, other factors]
What is the goal for increasing self-service check-in bookings over the next two years?
70%
This goal focuses on improving customer service and operational efficiency.
What must KPIs be in order to be effective?
Measurable
Clear communication of KPIs to the project team and stakeholders is essential.
What should a project manager do if KPIs are not being met?
Communicate with the project sponsor
Early communication can prevent escalation of issues.
What is a balanced scorecard?
A performance management tool used to measure activities and processes against strategic goals
It typically includes financial goals, business processes, innovation, customer experience, and customer satisfaction.
What are the key elements of objectives in project management?
Specific, Measurable, Attainable, Realistic, Time-bound (SMART)
Objectives should be recorded in the project management plan.
What does cost variance indicate?
Whether costs are higher or lower than budgeted
A negative number indicates higher costs, while a positive number indicates lower costs.
What is schedule variance used to compare?
An activity’s actual progress to estimated progress
It is helpful when using the critical path methodology.
What is the last phase of the project management life cycle?
Closing process
This phase is often overlooked but is crucial for project completion.
What are some common characteristics of the Closing phase?
- Low probability of not finishing the project
- Low risk
- Least stakeholder influence
- Greatest project manager influence
- Lower costs
Most project work and spending have already occurred by this phase.
What are some reasons a project might end?
- Completed successfully
- Evolved into ongoing operations
- Budgets slashed
- Resources redirected
- Customer goes out of business
- Canceled prior to completion
Cancellations can occur for various reasons, including management changes and vendor performance issues.
What are the four formal types of project endings?
- Addition
- Starvation
- Integration
- Extinction
Each type represents a different reason for project closure.
What does ‘starvation’ in project management refer to?
Resources being cut off from the project
This can lead to an unfinished project.
What is integration in the context of project endings?
Resources being redirected to other areas or projects
This differs from starvation, which involves a lack of resources.
What does extinction mean in project management?
The project has been completed and accepted by stakeholders
This is the ideal outcome for a project.
What is the first step in closing out a project?
Verification and validation of deliverables
Ensures deliverables meet project requirements.
Why is obtaining formal sign-off important?
It signals the official closure of the project and documents satisfactory completion
Ideally, this should be a formality if stakeholders were involved throughout.
What should a transition plan include?
- User documentation
- Operational training plans
- Go-live dates
- Maintenance items and costs
- Warranty periods
- Other important information
This ensures the new owner understands how to care for or use the product.
What is meant by ‘removing access’ in the Closing phase?
Revoking access for project team members who no longer need it
This is important for maintaining security.
What should be done when releasing team members from a project?
Inform functional managers and provide anticipated release dates
This helps manage expectations and reduces anxiety among team members.
What is involved in closing out a contract?
Completing and settling the terms of the contract, documenting acceptance
Awareness of specific terms or conditions for completion is crucial.
What is the process of closing out a contract?
Completing and settling the terms of the contract and documenting acceptance.
What should you be aware of when closing out a project?
Specific terms or conditions for completion and closeout in procurement documents.
What is required from the procurement department during contract closure?
Formal written notice to the vendor that the deliverables have been accepted.
What types of documents are included in archiving documentation?
- Project-planning documents
- Change logs
- Issue logs
- Schedule baseline
- Budget
- Lessons learned
What is the purpose of archiving project documents?
To show project completion and provide references for future projects.
What should be done before archiving the project budget?
Perform a final reconciliation and ensure all funds are accounted for.
What should a lessons learned review session include?
Feedback from stakeholders and project team members to assess project performance.
What do lessons learned document?
- Successes and failures of the project
- Reasons for corrective actions
- Causes of performance variances
- Unplanned risks encountered
- Mistakes made
True or False: Lessons learned can only be documented from successful projects.
False
What is a key component of creating a trustful atmosphere for lessons learned?
Assuring that lessons learned are opportunities for improvement, not punishments.
What should be reviewed during a lessons learned session?
- Each process phase
- Project team performance
- Vendor performance
- Risk response effectiveness
- Estimating techniques
- Budget vs actual performance
Fill in the blank: A project closure meeting is held to officially announce the _______.
[end of the project]
What should the project closeout report include?
- Recap of goals and objectives
- Statement of project acceptance or rejection
- Summary of project costs
- Summary of project schedule
- Lessons learned
What is the purpose of a celebration at the conclusion of a project?
To recognize team efforts and officially mark the end of the project.
What begins after project closeout?
Postimplementation support or warranty period.
What should be clearly defined in a warranty?
What is covered and what is not, along with the expiration date of the warranty.
What is the role of regular status meetings during a project?
To address work completed, work expected, and review issues and action items.
What types of testing are mentioned in the context of project closure?
- Smoke testing
- End-to-end testing
- User acceptance testing
What should be included in the lessons learned review after a project?
An evaluation of the overall project performance including strengths and weaknesses.
What is a key performance indicator (KPI)?
A measurable value indicating whether the project is achieving its intended goals.
What is the purpose of an issue log?
To track issues that could impact the project and document their status.
Fill in the blank: Quality control is the process of reviewing project results to determine compliance with the _______.
[standards documented in the quality management plan]
What are some methods of measuring quality mentioned in the text?
- Inspecting and testing
- Audits
- Quality charts
What is a Pareto chart?
A histogram that rank-orders the most important data by their frequency over time.
What purpose do flowcharts serve in project management?
They show the logical steps to achieve an objective.
What is the outcome of risks becoming issues?
They require issue management to resolve.
What is the purpose of the issue log?
To document issues impacting the project, including identification number, description, priority ranking, and resolution plan.
What are key performance indicators (KPIs)?
Measurable values that show whether the project is reaching its intended goals.
What is a balanced scorecard?
A performance management tool used to determine whether organizational goals are being achieved.
What are cost and schedule performance measures?
Measures such as cost and schedule variance, and cost and schedule performance index.
When should project closeout be performed?
When the project ends, is killed, or canceled.
What are the four types of project endings?
- Addition
- Starvation
- Integration
- Extinction
What does closing out contracts involve?
Completing and settling the terms of the contract and documenting its acceptance.
What are administrative closure activities?
Gathering and centralizing all project documents and archiving them.
What is the importance of obtaining feedback from stakeholders?
To identify successes and failures, which is documented in lessons learned.
What should be included in the project closeout report?
- Project goal
- Statement of acceptance
- Summary of costs and schedule data
- Lessons learned data
What is the purpose of quality control?
To monitor work results to determine compliance with quality standards.
What types of testing are performed on technology projects?
- Smoke
- Unit
- Integration
- End-to-end
- Regression
- Stress
- Performance
- User acceptance testing
What is a histogram?
A bar chart that displays data distributed over time.
What is a fishbone diagram?
A cause-and-effect diagram, also known as an Ishikawa diagram.
What is a Pareto chart?
A histogram that rank-orders data by frequency over time.
What is a run chart?
A chart that displays data as plots on a timeline.
What is a control chart?
A chart that measures and displays the variance of several samples of the same process over time.
What is a decision tree?
Diagrams that show the sequence of interrelated decisions and expected results.
What is a scatter diagram?
A chart displaying the relationship between two numerical variables.
What are the three common causes of variance?
- Random variances
- Known or predictable variances
- Variances that are always present in the process
What actions can be taken when quality is not as expected?
- Rework
- Process adjustments
- Acceptance
What is an issue?
Something that could impact the project or delay the completion of deliverables.
What is the primary purpose of obtaining formal customer or stakeholder sign-off?
To document acceptance of the project work and signal official closure.
What does lessons learned describe?
The successes and failures of the project.
What are the steps involved in closing a project?
- Verification and validation of deliverables
- Obtaining sign-off
- Transition plan creation
- Revoking access
- Releasing project resources
- Closing out contracts
- Archiving documents
- Lessons learned
- Closure meeting
- Closeout report
- Celebration
- Post-implementation support and warranty period
What is the focus of the lessons learned report?
To cover both positive and negative aspects of the project, with suggestions for improvement.
What type of testing is described when changes are made to ensure an app works as expected?
End-to-end testing.
What type of chart is used to identify causes of problems?
Fishbone diagram.
What document records items that arise during a status meeting?
Action items log.
What is the type of test that focuses on identifying simple failures?
Smoke testing.
What type of project ending occurs when a project evolves into an ongoing operation?
Integration.
Who is responsible for authorizing the closure of the project?
Sponsor.
What is the best option when a hurricane impacts a vendor’s warehouse?
Implement the response plan.
