BL2 Project Reviews

Question 1

Define Knowledge

Answer 1

Information which has been analysed and understood

Question 2

Define Information Management

Answer 2

-Collection, storage, curation, dissemination, archiving and destruction
-Of documents, images, drawings and other sources of information

Question 3

What are the 3 types of review?

Answer 3

-Decision gate
-Benefits reviews
-Audits

Question 4

Give 3 characteristics of a decision gate

Answer 4

-Held at the end of each iteration to gain agreement from the sponsor and governance board
-Check the project is still on track to deliver the benefits defined in the business case
-Linear life cycle - event driven; iterative life cycle - time bound

Question 5

Give 4 characteristics of benefits reviews

Answer 5

-Held during benefits realisation (6-12 months after handover)
-Check the project achieved benefits defined in the business case
-Actions to support benefits realisation can be determined
-Usually undertaken by the Project Sponsor

Question 6

Give 3 characteristics of audits

Answer 6

-Provide independent compliance assessment and increase stakeholder confidence
-Check the project is following the agreed governance and processes
-Conducted by personnel independent of the project

Question 7

Give 5 factors to be reported on to ensure successful project outcomes

Answer 7

-Progress against the schedule
-Actual spending against planned spend
-Earned value
-Audit findings and number of non-conformances
-Risks and issues

Question 8

What do the factors to be reported on typically identify?

Answer 8

What’s going well and where action is needed

Question 9

What are the 6 aspects of information and data that are important?

Answer 9

-Status reporting
-Estimating the project
-Risk identification
-Problem solving and option appraisals
-Availability of information
-Knowledge and information management

Question 10

Why is status reporting important?

Answer 10

The Project Manager can better understand the project’s status in relation to cost, schedule and quality against the acceptance criteria

Question 11

Why is estimating the project important?

Answer 11

So more realistic schedules and costs can be developed based on past data

Question 12

Why is risk identification important?

Answer 12

Corrective action or escalation can be determined

Question 13

Why is problem solving and option appraisals important?

Answer 13

Options and solutions to problems can be generated based on past experience

Question 14

Why is availability of information important?

Answer 14

To inform decision-making at key points (e.g. gate reviews) and ensure the relevant information is available

Question 15

Why is knowledge and information management important?

Answer 15

-Understand when best to schedule quality assurance and quality control activities
-Assess what was done on past projects and when the optimum time in the life cycle is to schedule activities

Question 16

Give 6 reasons why activities may be re-planned after a review

Answer 16

-Achievement of planned scope isn’t to the required quality
-Motivation and satisfaction of team is low
-Performance of contractors and relationships is poor
-Committed costs and cash flow are above original forecasts
-Changes to the risk profile or cost contingency are needed because of new/changed risks
-Effectiveness of communication with stakeholders is lacking

Question 17

Decision gates:
-Held by who?
-When?
-What do they check?

Answer 17

-Project Sponsor
-End of concept and definition phases (if necessary every few months in the deployment phase)
-Check the business case is still valid and the project is on track to deliver desired outcomes

Question 18

Give 3 things that will happen in the premature closure of the project

Answer 18

-Business case will become invalid
-Funds and staff withdrawn
-Move into transition and adoption phases to make use of what’s been completed where possible

Question 19

Who carries out an internal audit and what does it include?

Answer 19

Project office or project assurance member

Review of progress, risks, problems etc.

Question 20

What happens if a project fails an audit?

Answer 20

Non-compliance will be raised and the project stopped until rectified

Question 21

Post-project review:
-When is it held?
-What does it look at?
-What does it investigate?

Answer 21

-Transition phase
-Looks at the risk register, change register and issue log to compare the original PMP to the current
-Investigates the use of processes and performance of individuals and teams

Question 22

Who undertakes the Benefits Review?

Answer 22

Project Sponsor

Question 23

Who is at the centre and disperses information flow to all stakeholders?

Answer 23

Project Manager

-Ensure the project’s outputs are being used effectively
-Verify the outcomes align with the business case