APM Flashcards
What is a programme?
A programme is a collection of interdependent projects that contribute towards the organisational strategic objectives and success.
What is a project?
A unique, transient endeavour that is designed to bring organisational change. Seeks to deliver benefits as a result of products & outcomes. Benefits are usually seen in profit.
What is a portfolio?
The organisational governance and view over its projects and programmes.
When is portfolio required?
Hollistic view of workload is needed
Organisiational capacity needs understanding
Standardisation and consistency is required
Management of organisational risk is needed
Coordination of the impact on BAU
Whats the difference between projects and programmes
Projects usually deliver one core output/product and one core benefit at a unique set time. Programmes deliver outputs and benefits throughout.
Projects usually have one customer.
Programmes usually have multiple, related projects.
Projects are usually standalone.
Programmes tend to be strategic whereas projects are tactical.
What is the core aim of governance?
Bridges the gap between the organisation and the project environment. Provides or expands upon an existing, organisational framework which will support govern and structure the way the project is managed, delivered.
What are the four main areas of governance?
Portfolio Direction
PM Capability
Disclosure and reproting
Project Sponsorship
What are the benefits to good, effective project governance?
Consistency Clarity Capability Continuity Communications Helps identify risks Align to organisational strategy Ensure clear accountability
What is project management methodology and what are its contents?
PM methodology is a set of standards which controls how a project operates within its environment. Two types; public or proprietary (aligned to organisational governance, systems, processes etc).
Contents: People Products Processes Document Templates Tools
Name 5 responsibilities of a project manager?
Raising change requests Ensuring project staff follow governance Develop staff Advise and support staff Escalate issues Input into project reviews Writes the business case Writes the PMP Manages stakeholders Create budgets
Name 5 responsibilities of a project sponsor?
Advises the PM Assesses and decides outcomes of change Influences stakeholders Chairs gate reviews Chairs stage reviews Own the business case Identify strategic risks
Name 5 responsibilities of a project team?
Create metrics Liaisie with stakeholders Identify risks Identify change Identify issues Delivers product to project constraints and parameter s
What is the Thomas Killmann conflict model?
Describes conflict styles people may show depedning on the situation, cooperativeness and assertiveness: Compromising Competitive Collaborative Accomodating Avoidiing
What are the four types/categories of negotiation?
Competitive
Collaborative
Formal
Informal
What is the negotiation process?
Includes five stages;
Identify need for negotiation Plan Discuss Propose and Agree Document/Review
What are the 3 stages of the benefits management process?
Identify
Manage
Realise
What are the sections and supporitng aspects of the business case?
Core sections: Strategic case Economic Case Financial Case Commercial Case Management Case
Supporting information: Risks Depedencies Assumptions Plan Success criteria Budgets
What is Maslows hierarchy of needs?
Motivational factors that come in levels of priority/need:
Pyschiological Safety and Security Love and Belonging Esteem Self actualisation
What is Herzbergs two factor theory?
Two set of factors that are interdependable on each other to provide effective satisfaction and motivation amongst employees:
Hygeine - environment, security, salary
Motiviation - recognition, responsibility, development
What is the PRAM process?
Project, Risk, Analysis, Management:
- Initiate
- Identify
- Assess
- Plan Responses
- Update Plans/Review
What are the 4 approaches/responses to risks and opportunities?
Risks/Threats: Accept Reduce Transfer Avoid
Opportunities: Exploit Enhance Share Reject
What is Tuckmans model for team development?
Describes the stages a team goes through:
Forming Storming Norming Performing Adjourning
What are the 4 main breakdown strucutres?
Product Breakdown Structure (PBS) - Describes all the products/outputs the project will produce
Work Breakdown Strucutre (WBS) - Describes all the associated work required to produce the outputs/products.
Organisational Breakdown Structure (OBS) - Describes all the people required and involved in undertaking the work and producing the specified outputs.
Cost Breakdown Structure (CBS) - Describes all the associated costs with the work, whos doing it, materials etc.
What is scope?
Describes what the project will / won’t do.
Describes all the associated work and outputs
Describes all the expected benefits which will arise as a result from the outputs.
What’s the difference between estimates and budgets?
Estimate = a forecast on how much something will cost to produce / how long something will take. Estimates are between two figures. Estimates are subjective and differ between people depending on certain factors such as; SQEP, previous data, experience, assumptions, known risks.
Budgets = An amount of allocated money to a project task or activity. Budgets are assigned by the PM and given to Team managers which are then used at work package level. Budgets are a total forecast on how much something should cost, they’re not always right though.
What are the 6 steps in a typical procurement process?
Make or buy? Contractual Relationship Supplier Reimbursement method Supplier Selection (ITT, analyse etc) Contract Administration Feedback and Review
What is Crosby’s view on Quality?
‘Cost of Quality’ - Quality pays for itself through proactive management.
As the prevention costs rise, the failure and prevention costs will fall.
Through organisational maturity, LFE, continuous improvement etc.
What is the Pareto Analysis?
80:20 rule.
80% of faults are cause by 20% of the root causes.
Therefore by focusing attention to the root causes, and identifying these is most effective.
What are Belbin’s team roles?
9 roles that exist within every team, someone may be more than one: Plant Resource investigator Co-ordinator Shaper Monitor Evaluator Teamworker Completer Finisher Specialist Implementer
What are the 5 stages of the requirements management process?
Idenitfy / Capture Analyse Jusitify Document Test
What are the 5 stages of the configuration management process?
Planning Identification Control Status Accounting Audit
What are the 5 stages when raising a Change Request?
Submit Change Request Initial Assessment Impact Assessment Decision / Recommendation Update plans & implement change
What is the importance of change and configuration management practises/processes?
Change control - implements the change.
Configuration management - manages the change and its impact on other products.
Ensures only beneficial changes are made
Analyses the change
Ensures revisions are updated
Ensures requirements are still met
Ensures appropriate governance, control and accountability
Helps identify new risks
Provides clarity between departments/functions
Provides assurances to stakeholders over on-going changes
Ensures products work as expected with interrelated products
Changes are formally documented and recorded regardless of the outcome
Ensures the project scope is managed and baselines are secure
