6. Project Resource Management Flashcards
1
Q
What is resource management?
A
Identifying, acquiring, and managing resources for project execution
Includes managing both human resources (team) and physical resources (material, equipment, etc.)
2
Q
What is the main goal of the Plan Resource Management process?
A
To develop a document that identifies the right resources in the right amount and manages them for project success
3
Q
What are the types of resources managed in a project?
A
- Human resources (team members)
- Physical resources (material, equipment, facilities, infrastructure)
4
Q
What is a team defined as in the context of project management?
A
A group of individuals who perform individual responsibilities and work interdependently on their assignments
5
Q
What are the three main avenues explored in resource management?
A
- Developing the resource management plan
- Managing team resources
- Managing physical resources
6
Q
True or False: The project team is a subset of the project stakeholders.
A
True
7
Q
What is the Estimate Activity Resources process?
A
A resource management process that generates activity resource requirements
8
Q
What are the outputs of the Plan Resource Management process?
A
Resource management plan
9
Q
Fill in the blank: The process of obtaining the team and physical resources is called _______.
A
Acquire Project Team
10
Q
What is the purpose of the Responsibility Assignment Matrix (RAM)?
A
To specify the relationships between activities, roles, and team members assigned to those roles
11
Q
What does the RACI chart stand for?
A
- Responsible
- Accountable
- Consult
- Inform
12
Q
What is the output of the Manage Project Team process?
A
Optimized team performance and management of changes related to the team
13
Q
What is the role of the resource management plan?
A
It identifies project roles, assigns responsibilities, and guides further resource management processes
14
Q
What is the significance of organizational theories in resource management?
A
They provide insights on team behavior and motivation, aiding in effective resource planning
15
Q
What does the Control Resources process ensure?
A
That planned, assigned, and used physical resources are synchronized
16
Q
What is included in the resource management plan?
A
- Project roles
- Responsibilities
- Reporting relationships
17
Q
What is the importance of developing and managing the project team?
A
To ensure team effectiveness and constructive interaction among members
18
Q
What types of charts are used for data presentation in resource planning?
A
- Hierarchical charts
- Matrix charts
- Text-oriented formats
19
Q
What does the term ‘resource breakdown structure’ (RBS) refer to?
A
A hierarchical chart that categorizes team and physical resources into different levels of detail
20
Q
What is the principle of ownership in resource management?
A
There must be only one principle owner to avoid confusion and conflict
Joint ownership can lead to finger pointing and dilution of commitment.
21
Q
What do organizational theories provide insight into?
A
They provide information on how people behave in a team, what motivates team members, and the relationships among members
Understanding these theories helps in planning resources effectively.
22
Q
What are the main outputs of the Plan Resource Management process?
A
A resource management plan and team charter documents
These documents guide the identification, acquisition, management, and release of project resources.
23
Q
What does the Resource Management Plan describe?
A
It describes how to identify, obtain, manage, and release project resources
Includes both human and physical resources.
24
Q
What are the main elements of the Resource Management Plan?
A
- Identifying and acquiring resources
- Roles and responsibilities
- Competency
- Authority
Each element is crucial for effective resource management.
25
Define 'Role' in project management.
A role is a set of responsibilities assigned to a team member to complete project activities
## Footnote
Examples include developer, tester, or manager.
26
What is 'Responsibility' in the context of project management?
A piece of work (task) that must be performed as part of completing a project activity
## Footnote
Responsibilities can be grouped into roles.
27
What is meant by 'Competency' in resource management?
The ability of a team member to perform the responsibilities assigned to a role
## Footnote
Competency is crucial for matching roles with the right team members.
28
What does 'Authority' refer to in a project role?
A right assigned to a role that enables decision-making, resource application, and approvals
## Footnote
Undefined authorities can lead to confusion and conflict.
29
What is the purpose of a Project Organizational Chart?
To display project team members and the reporting relationships among them
## Footnote
The level of detail depends on the project's size and needs.
30
What is included in the Team Resource Management Plan?
* Identifying roles
* Acquiring staff
* Managing resources
* Releasing resources
## Footnote
It outlines how human resource requirements will be met.
31
What are some methods used for team development?
* Training needs assessment
* Recognition and rewards strategies
## Footnote
These methods help promote desired behaviors among team members.
32
What is the purpose of the Team Charter?
To record team operating guidelines and rules for effective functioning
## Footnote
It includes communication guidelines, conflict-resolution processes, and team values.
33
True or False: The Team Charter should be developed by only a few team leaders.
False
## Footnote
The whole team should participate in developing it for better implementation.
34
What is the main output of the Estimate Activity Resources process?
Activity resource requirements
## Footnote
This includes types and estimated quantities of resources needed for each activity.
35
What is Analogous Estimation?
A method used for quick estimation based on information from similar past projects
## Footnote
Useful when detailed activity information is not available.
36
What does Bottom-up Estimating involve?
Estimating resources at the activity level and aggregating them for higher levels of the WBS
## Footnote
It allows for detailed resource estimation.
37
What is Parametric Estimating?
A method that estimates resource requirements using statistical parameters
## Footnote
Example: estimating the time to repair based on previous data.
38
What is the Resource Breakdown Structure (RBS)?
A hierarchical structure of resource categories and types required for project activities
## Footnote
It helps in analyzing project resource assignments.
39
What is the purpose of the Acquire Resources process?
To obtain and select project resources, both team and physical
## Footnote
It ensures the right team is in place for project success.
40
What is a crucial step in selecting and assigning resources?
Fetching information about project resources from the resource requirements document
## Footnote
Also involves understanding stakeholder requirements.
41
What is the purpose of the resource management plan?
To outline what resources will be procured and how to integrate them with the project and its stakeholders
42
Where can information about project resource needs be obtained?
From the resource requirements document and the stakeholder register
43
What type of information can be found in the project schedule regarding resources?
When a given kind of resource is available
44
What should be checked to determine the availability of resources?
Resource calendars
45
What is the process for selecting and acquiring resources?
Select and obtain needed resources that are not currently available using cost information from the cost baseline
46
What documents are created after resource assignments?
Team resource assignments and physical resource assignments documents
47
What is logged into the resource calendars?
Assignment information
48
What might necessitate creating change requests during the acquire resources process?
The need for corrective action or other changes to the project schedule and cost baseline
49
What are pre-assignments in the resource acquisition process?
Resources that are already assigned to the project due to prior commitments or unique expertise
50
What is the multicriteria selection method?
A technique to compare and score different resource options based on several criteria
51
What is a crucial interpersonal skill for acquiring resources?
Negotiations
52
What is a virtual team?
A team that works together on the same project with little or no face-to-face interaction
53
List some benefits of virtual teams.
* Inclusion of remote experts * Flexibility for home office work * Reduced travel needs * Asynchronous communication
54
What is necessary for the success of virtual teams?
Effective communication management
55
What are the three elements to maximize project performance in team development?
* Improve competencies of team members * Improve interaction among team members * Improve overall team environment
56
What document guides how to develop the project team?
Resource management plan
57
What is the role of ground rules in team development?
To establish clear expectations and increase cooperation and productivity
58
What is co-location in the context of project teams?
Keeping all or most project team members in the same physical location
59
What are synchronized communication methods?
Communication where all parties are present at the same time
60
What are some examples of synchronized communication methods?
* Phone calls * Meetings * Conferences
61
What interpersonal skill is important for team motivation?
Ability to influence
62
What is team-building?
Activities that encourage team members to collaborate and support each other
63
What is the purpose of the project kickoff meeting?
To introduce team members and stakeholders and to align the team with project goals
64
What should team members understand by the end of the kickoff meeting?
* Why they are there * Who their teammates are * What the team will do
65
What is the difference between interpersonal skills and hard skills?
Interpersonal skills are also called soft skills, while hard skills refer to technical skills
66
What is the main purpose of a kickoff meeting?
To align the team with the project goals and help team members feel comfortable with each other
## Footnote
A kickoff meeting combines serious business and fun.
67
What are the common questions team members have before a kickoff meeting ends?
* Why am I here?
* Who are you, and what are your expectations of me?
* What is this team going to do?
* How is the team going to do its work?
* How do I fit into all this?
68
What is the first step in planning a successful kickoff meeting?
Prepare an agenda that involves team members to help keep the meeting on track.
69
What should be included in the project overview during a kickoff meeting?
Define the project, its goals, deliverables, and introduce project team members with their roles.
70
What is the focus of the expectations section during a kickoff meeting?
Set expectations about team functioning, such as attendance at meetings and team spirit.
71
What is the importance of guest speakers in a kickoff meeting?
They can provide valuable insights and messages related to the project, such as from the project sponsor or customer.
72
What is the goal of the closure phase in a kickoff meeting?
To ask for feedback and hold a question-and-answer session before ending the meeting.
73
What are the five stages of team development according to the Tuckman model?
* Forming
* Storming
* Norming
* Performing
* Adjourning
74
What characterizes the forming stage of team development?
High dependence on the leader for guidance, unclear roles, and little agreement on team goals.
75
What happens during the storming stage of team development?
Struggle for control and power, increased clarity of team goals, and potential need for compromises.
76
In which stage of team development do team members reach consensus on goals?
Norming stage.
77
What is the performing stage of team development characterized by?
Team functioning cohesively towards common goals with autonomy and constructive resolution of disagreements.
78
What is the closure stage of team development?
The adjourning stage when the team's mission is accomplished or canceled.
79
What is the main goal of training in project team development?
To improve the competencies of project team members to meet project objectives.
80
What are some training methods mentioned for project team development?
* Coaching
* Mentoring
* On-the-job training
* Online training
* Instructor-led classroom training
* Observation and conversation
81
What is the significance of individual and team assessments?
To track strengths and weaknesses and understand team dynamics.
82
What are some examples of recognition and rewards strategies?
* Only reward desirable behavior
* Ensure any member can win the reward
* Avoid win-lose rewards
* Consider the award's value from the awardee’s perspective
* Respect cultural diversity
83
What does the team performance assessment document measure?
* Improvement in individual skills
* Improvement in team skills
* Increased team spirit
* Reduced staff turnover rate
84
What is a common output of the Develop Project Team process?
Team Performance Assessment document.
85
What is the purpose of managing the project team?
To improve and optimize project performance.
86
What are key tasks in the Manage Team process?
* Resolving issues and conflicts
* Coordinating changes
* Tracking performance
* Providing feedback
87
What inputs are used to manage the project team?
* Project team assignments
* Assessment and performance information
* Team charter
* Issues log and lessons learned register
88
What interpersonal skills are important for managing a project team?
* Leadership skills
* Influencing
* Decision making
* Conflict management
* Emotional intelligence
89
What is the definition of influencing in team management?
Getting individuals or groups to do what you want without formal authority.
90
What role does emotional intelligence play in team management?
It helps in managing emotions and fostering collaboration among team members.
91
What are common sources of conflict in team settings?
* Scarce resources
* Scheduling priorities
* Personal work styles
* Perceptions, values, feelings, emotions
* Power struggles
92
What should project managers do when team members are in conflict?
Initially allow them to resolve it themselves, then facilitate resolution if necessary.
93
What is the role of the team charter in conflict management?
It provides guidelines for decision-making and resolving issues.
94
What is the initial step for resolving conflicts within a project team?
Giving team members the opportunity to resolve the conflict themselves
## Footnote
This allows for direct communication and may lead to a resolution without further intervention.
95
What should a project manager do if a conflict cannot be resolved by team members?
Facilitate conflict resolution in private using a direct and collaborative approach
## Footnote
If the conflict continues, formal procedures may be necessary.
96
What factors influence the choice of conflict-resolution style?
* Necessity for long-term or short-term resolution
* Intensity of the conflict
* Urgency of resolution
* Positions of the parties involved
97
Define the avoidance strategy in conflict management.
One party ignores the conflict and decides not to deal with the problem
## Footnote
This can be used as a cooling-off period but may lead to lose-lose situations if critical.
98
What is the direct strategy in conflict resolution?
One party uses available means to get its way, often at the expense of the other party
## Footnote
This creates a win-lose situation and can escalate conflict.
99
What does the compromising strategy involve?
Both parties gain something and give up something
## Footnote
It is a temporary solution that can lead to a lose-win–lose-win outcome.
100
What is the accommodation strategy in conflict management?
One party meets the other party’s needs at the expense of their own
## Footnote
This can lead to a lose-win situation and may affect credibility.
101
Define the collaboration strategy in conflict resolution.
Both parties work together to explore solutions and agree on one that satisfies both needs
## Footnote
This is a win-win strategy and promotes goodwill.
102
What is the output of managing the project team?
* Change requests
* Updates to organizational process assets
* Updates to the project management plan
103
What are recommended corrective actions?
* Staffing changes
* Training for the team
* Recognition and rewards
* Disciplinary actions
104
What are recommended preventive actions?
* Cross-training
* Role clarifications
* Planning for overtime
105
What should be updated in the lessons-learned database?
* Issues and solutions
* Skills discovered
* Conflict management techniques
* Recognition events
106
What is motivation in the context of project management?
An internal drive to meet a set of objectives
## Footnote
Motivation leads to performance and is critical for project success.
107
Summarize Maslow’s Hierarchy of Needs Theory.
People have layers of needs; lower-layer needs must be satisfied before upper-layer needs
## Footnote
For example, survival needs must be met before seeking higher-level needs.
108
What are hygiene factors in Herzberg’s Motivation-Hygiene Theory?
* Compensation
* Company policies
* Supervision level
* Working conditions
## Footnote
These prevent dissatisfaction but do not lead to satisfaction.
109
What are motivating factors according to Herzberg?
* Challenging work
* Career advancement
* Sense of responsibility
* Recognition
110
What three needs motivate people according to McClelland's Achievement Motivation Theory?
* Achievement
* Affiliation
* Power
111
Describe Theory X managers.
They believe workers are self-centered, lack ambition, and dislike work
## Footnote
They tend to be authoritarian and distrustful.
112
Describe Theory Y managers.
They trust employees and believe most people are high performers in a proper work environment
## Footnote
They provide freedom and opportunities for career growth.
113
What does Expectancy Theory state?
People are motivated only if they expect a desired outcome or reward
## Footnote
The key idea is 'what is in it for me?'.
114
What is the central task of controlling physical resources?
To keep the triangle of planned, allocated, and used resources synchronized
## Footnote
This ensures resources are available as planned.
115
List the steps in the Control Resources process.
* Get how-to information
* Get general resource information
* Get process facilitators
116
What is the primary goal of the Control Resources process?
To synchronize planned, allotted, and used resources
## Footnote
This ensures that resource allocation aligns with project needs and performance.
117
What should be continuously referenced during the Control Resources process?
Risk register and lessons learned register
## Footnote
These documents help in managing risks and improving future resource management.
118
What type of resources does the project schedule provide information about?
Planned resources
## Footnote
This includes details on which resources are needed, when, and where.
119
What information do work performance data provide in the Control Resources process?
Actual resource usage data
## Footnote
This includes the type and quantity of resources actually used.
120
What is the first step in synchronizing resources according to the Control Resources process?
Conduct Performance Reviews
## Footnote
This involves comparing actual resource usage with planned and allotted resources.
121
What analysis is performed to predict future resource usage?
Trend analysis
## Footnote
This helps in forecasting resource needs based on past performance data.
122
What are some adjustments that can be made to address resource shortages?
Adjust cost/budget, scope, or schedule
## Footnote
A cost-benefit analysis may also be performed to explore acquiring additional resources.
123
What is one method for choosing the best solution in resource management?
Alternative data analysis
## Footnote
This involves evaluating different options before making change requests.
124
What is the first step in the problem-solving technique listed in PMBOK?
Identify and define the problem clearly
## Footnote
This is essential for effective problem resolution.
125
What should be included in the resource management plan?
Roles needed, responsibilities assigned, and process guides
## Footnote
This plan is foundational for managing project resources.
126
Which type of team development technique is generally the best for resolving conflicts?
Collaboration
## Footnote
This technique fosters teamwork and effective problem-solving.
127
What is the output of the Develop Team process?
Team charter
## Footnote
This document outlines the team’s shared values and goals.
128
Fill in the blank: The process of obtaining individuals and physical resources is called _______.
Acquire Resources
129
Which management theory involves trust and ownership of assignments?
Theory Y
## Footnote
This theory emphasizes a positive view of employees and their motivations.
130
What kind of management style is characterized by micromanagement?
Theory X
## Footnote
This theory assumes that employees are inherently lazy and require close supervision.
131
Which process ensures that allotted resources are used efficiently and unplanned resources are not allotted?
Control Resources
## Footnote
This process focuses on resource optimization.
132
What is the purpose of the assumptions log in the Control Resources process?
To document assumptions that may impact resource management
## Footnote
This helps in adjusting plans based on changing circumstances.
133
What is one important takeaway regarding team development?
It is critical for project success to develop and manage a high-performing team
## Footnote
High performance leads to better project outcomes.
