CAPM MOD 6 Flashcards
series of phases that a project passes through from its initiation to closure. Each phase of life cycle has specific objectives, activities, and deliverables usually completed in logical sequence.
* All projects have noticeable high-level phases as they evolve in a sequential fashion.
* Phases are sequential and logical
Project life cycle
- Ideation (feasibility) – where charter and business case are created
- Planning
- Design
- Build (execute, monitoring and controlling)
- Close
phases of project life cycle
collection of logically related project activities that culminates in the completion of one or more deliverables
project phase
point at the end of phase for deciding whether a project should be continued and move to the next phase, continue with modification, or be terminated. Blocks further progress until approved.
phase gate/phase review points
artifact that is produced, quantifiable, and is either an end item or a component item.
product
series of phases that represent evolution of a product from concept through delivery, growth, maturity, and decommissioning (withdraw from market)
product life cycle
framework, functions, and processes that guide project management activities and to create a unique product, service, or result to meet organizational strategic, and operational goals.
Project governance
about organizing people and processes
Organizational structure
visual tool to display roles and responsibilities
organizational chart
assigned to existing functions within an organization based on their area of expertise and ability to support the outcome.
functional project organizational structure
every project is a self-contained unit. Used with organization that derive revenue from project work ex: movies, construction, etc.
projectized org structrure
merges the two – have an PMO office (like RGA) Dedicated project manager assigned to manage teams including resources from different functional areas.
matrix org structure
- Maximize delivery of value
- Centralize and coordinate management of projects
- Provide support to functions such as training, standardized policies, tools, archives or info
benefits of project management offices (PMO)
____ pmo is consultive role, supply artifacts, facilitate training, provides access to info from other projects
supportive pmo
___ pmo provide support and require projects to comply with set standards (methodologies, frameworks, templates, etc,)
controlling pmo
___ pmo take control of project by directly managing projects/share resources including PM
directing pmo
for orgs that favor adaptive life cycles. Focus on coaching and mentoring efforts rather than managerial ones
Agile center of excellence (COE)
tasks of a ___ ____
* sets project directions
* usually consists of executives
* cuts across org lines
* unified authority over priorities and resources
* reviews major project risks
Steering committee
plans, processes, policies, procedures, knowledge bases specific to and use by performing organization.
* Templates
* Business plans
* Processes
* Protocols
* Policies
* knowledge
Organizational process assets (OPAs)
conditions not under direct control of team that influence, constrain, or direct project, program, or portfolio - can be internal or external
Enterprise environmental factors (EEFs)
o Org culture
o Geo distribution of resources/facilities
o Infrastructure
o IT
o Resource availability
o Employee capability
internal Enterprise environmental factors (EEFs)
o Economic conditions
o Social/cultural issues
o Legal restrictions
o Research/studies
external Enterprise environmental factors (EEFs)
method used to create and evolve a product, service or result during project life cycle. Predictive, adaptive, hybrid. Has specific characteristics like being iterative or incremental.
development approach
deliver value iteratively with frequent feedback and adjustments to improve outcomes. Promote flexible, collaborative work.
More experimentation, trials, testing, etc.
Ex: scrum, kanban
* Repeat project phases
* Moves to next phase after customer feedback
Adaptive/Iterative/incremental/Agile approaches
use __ ___ when these factors are present
- Initial requirements are not well-known or may change
- Opportunity to receive frequent user feedback
- Team can change, refine, or event replace requirements
when to use adaptive approach
whole plan is created in detail before started. Traditional step by step process.
- Sequence in clear phases
- Structured, predictable, stable
- Follow sequential structure from start to finish
- Well planned steps
- Deliver output at end of project
- Like building according to blueprint
Predictive/linear approach/Waterfall/plan based/stable
use ___ ____ when these factors are present
- Templates from similar projects are available
- Planning can be done reliably upfront
- Scope, schedule, cost and resource needs are well defined and stable
when to use predictive approach
mix of both. Use approach that best fits that portion of the project.
hybrid approach
use ___ approach when
* There’s a need for upfront research
* Requirements indicate implantation of deliverables must be predictive
Ex: Opening a restaurant, some iterative phases (1st two) + a predictive phase
hybrid
group of related activities that are critical for the effective delivery of project outcomes. 8 interlined areas of project management.
Project performance domain
Stakeholder = addresses activities and functions associated with stakeholders ex: identifying project sponsor
Team = A&f associated with people who are responsibly for producing project deliverables ex: developing team charter
Development approach and life cycle = A&F associated with development approach, cadence and life cycle phases of project. Ex: selecting agile, predictive, or hybrid approach
Planning = A&F associated with initial, ongoing, and evolving organization and coordination necessary for delivering project deliverables and outcomes. Ex: planning member start dates
Project work = A&F associated with establishing project processes, managing physical resources, and fostering a learning environment ex: determining how lessons will be shared
Delivery = A&F associated with delivering scope and quality project was undertaken to achieve. Ex: how to confirm quality of deliverable
Measurement = A&F associated with accessing project performance and taking appropriate actions to maintain acceptable performance ex: determining how value will be measured
Uncertainty = A&F associated with risk and uncertainty ex: determine project’s risk threshold and risk appetite
8 project performance domains
addresses activities and functions associated with stakeholders ex: identifying project sponsor
stakeholder domain
A&f associated with people who are responsibly for producing project deliverables ex: developing team charter
team domain
A&F associated with development approach, cadence and life cycle phases of project. Ex: selecting agile, predictive, or hybrid approach
Development approach and life cycle domain
A&F associated with initial, ongoing, and evolving organization and coordination necessary for delivering project deliverables and outcomes. Ex: planning member start dates
planning domain
A&F associated with establishing project processes, managing physical resources, and fostering a learning environment ex: determining how lessons will be shared
project work domain
A&F associated with delivering scope and quality project was undertaken to achieve. Ex: how to confirm quality of deliverable
delivery domain
A&F associated with accessing project performance and taking appropriate actions to maintain acceptable performance ex: determining how value will be measured
measurement domain
A&F associated with risk and uncertainty ex: determine project’s risk threshold and risk appetite
uncertainty domain
the “what of the project/product work
scope
___ scope includes work and processes
___ scope includes physical components of the product
project/product
know details of deliverable
fixed scope
know what needs to be done, but considering some of the finer details still
flexible scope
predictive planning with an adaptive approach. Ex: construction firm building new facility, but new wood roof is being used. So, most of project is routine (predictable) but the roofing material is uncertain and will be approached adaptively with small scale trials first
hybrid scope
____ is is related to project requirements gathered through requirements elicitation process (in predictive)
scope
in In ___ projects, business analysts help generate ___ – which help describe what stakeholders want. User stories are stored on product backlog and used to develop product until ___ is met
adaptive; user stories, definition of done (DOD)
Elicited requirements, OPAs and EEFs (project environment), project sponsors desired outcome, business strategic plan, project manager and team’s expert judgement all help influence and define ____ _____
project scope.
___ ___ is part of defining scope.
Project charter
sequence of activities that represent the longest path through a project which determines the shortest duration.
How project managers estimate the shortest possible duration for project work
critical path method
diagram that includes all the project work broken down into individual squares arranged in hierarchical diagram.
Project manager can assign duration to each activity
Work breakdown structure (WBS)
Critical path method = sequence of activities that represent the longest path through a project which determines the shortest duration.
How project managers estimate the shortest possible duration for project work
Work breakdown structure (WBS) = diagram that includes all the project work broken down into individual squares arranged in hierarchical diagram.
Project manager can assign duration to each activity
predictive scheduling types
Roadmap = product roadmap gives overview of how work should progress with key milestones and dates
Story mapping = the estimation of work happens at the user story level. Uses descriptive works to estimate and describe the work rather than giving specific duration of time
Backlog = general framework to start the work. Team chooses the work they can and should complete next
Sprints = another word for iterations
Feedback loop = team finds out what needs to be improved, changed, or fixed, to meet stakeholder needs (communications reviews for events)
Repetition = doing same work in cycles until customer is happy. (communications reviews for events). Product improves with each iteration
adaptive project scheduling
___ ____ gives overview of how work should progress with key milestones and dates (scheduling)
product roadmap
the estimation of work happens at the user story level. Uses descriptive works to estimate and describe the work rather than giving specific duration of time (scheduling)
story mapping
general framework to start the work. Team chooses the work they can and should complete next (scheduling)
backlog
another word for iterations
sprints
team finds out what needs to be improved, changed, or fixed, to meet stakeholder needs (communications reviews for events)
feedback loop
doing same work in cycles until customer is happy. (communications reviews for events). Product improves with each iteration
repetition
enable teams to state and work towards a fixed deadline while incorporating feedback loops throughout (what we use for events) (scheduling)
hybrid
Need ___ , need ___to pay for those, when you don’t have those, you need to ___ them
resources, budget, procure
set cost baseline (projected expenditures + anticipated liabilities), perform funding limit reconciliation, and figures out Budget at completion (BAC) = sum of all budgets for work to be performed. For predictive planning.
Funding Limits and Baselines
sum of all budgets for work to be performed. For predictive planning.
Budget at completion (BAC)
assess how project is using budget and account for any variances. Used to measure and monitor health of project schedule
Earned value management (EVM):
= rate at which projects burns through financial resources
burn rate
things included in ___
- Labor
- Materials
- Equipment
- Facilities
- Services
- IT
budget
responsibility matrix
Responsibility Assignment Matrix (RACI)
Procurement statement of work
Procurement solicitation document/bid document/RFP
resourcing tools
grid that shows project team members assigned to each work package
Responsibility Matrix
shows stakeholders who are responsible, accountable, consulted, or informed for specific deliverables
Responsibility Assignment Matrix (RACI)
requirements of a give project. Once done, contracts may be solicited.
Procurement statement of work
____ can be fixed price, cost plus, and time + materials
contracts
advertise that work is available to subscriber organizations
Procurement solicitation document/bid document/RFP
degree to which set of characteristics fulfills requirements
quality
methodology used to find appropriate balance for investing in quality prevention.
Cost of quality (COQ)
in ___ you create quality management plan
predictive
in ___ use inherent quality methods including retrospectives
adaptive
methods to ensure ____
* Cost of quality
* Retrospectives
* Quality management plan
* Quality policy
quality
modification to formally controlled deliverable, project management plan component, or project document
change
steps of ___ ___ plan
- Establishes change control board (CCB)
- Documents extent of CCB authority
- Describes how the change control system will be implemented
steps of change management plan
many projects would be more flexible/quicker with an adaptive mindset. Here the product owner act as the whole CCB and is sole approver.
adaptive changes
Process of controlling change in a predictive project
Perform integrated change control
project boundaries or limits variables such as time, cost or scope
constraint
Uncertain event or condition that can have a positive or negative effect on one or more project objectives
risks
negative risk
threat
positive risk
opportunity
___ are evaluated by
* Impact
* Probability
* Severity
* Advance notice
risks
risks are documented in a
risk register
business endeavor that will involve profit or loss. Business risk can be competitive, legislative, monetary, or operational
inherent risk
degree of uncertainty organization is willing to accept in anticipation of a reward
risk appetite
level of risk exposure above which risks are addressed and below which risks may be accepted
risk threshold
event or situation that indicates a risk is about to occur
trigger condition
factors in the planning process that are true, real, or certain without proof or demonstration.
assumptions
risks that have occurred and may have impact on the project objectives.
issues
PM maintains list of all issues in this log.
issues log
____ techniques
* Feedback
* Attentive listening
* Interpretation of nonverbal cues (hand gestures and body language)
communications techniques
___ blockers
* Filters
* Blockers
communication
- Exist on receiver and sender side
o Ex: cultural differences, dysfunctional emotional behavior, educational background, talking past each other (not even talking about the same thing)
communication filters
- Interrupt project communications
o Ex: poor internet communication
o Resistant mindset
o Taking misinformation as fact
o Interpersonal conflict
communication barriers
- Formal written – project charter, project plans, project reports, contracts
- Informal written – memos, emails, notes
- Formal verbal – presentations, updates, briefings
- Informal verbal – casual conversations
communication methods
type of communication for project charter, project plans, project reports, contracts
formal written
types of communication for memos, emails, notes
informal written
communication for presentations, updates, briefings
formal verbal
casual conversation is ___ communication
informal verbal
pushing information out such as emailing project status report. Used for high-priorirty info or stakeholders
push communication
stakeholders visit a site to get their information/download it. Used for low priority info and stakeholders
pull communication
___ management plan component of project plan. Helps success of project.
Answers the what, why, whom, how and when information is being communicated.
- List of communication deliverables to be included in project
- Meetings required
- Communication requirements analysis
- Policies for communication
- Procedures for technologies being used
- Escalation procedures
- Escalation procedures
- Revision procedures
- Glossary
- Appendix
communication management plan
address needs for frequency, methods, and contents of communications
communication requirements
processes related to ___ ___
* Plan communications management
* Manage communications
* Monitor communications
processes related to communication management
key requirements for
* Analyze communications needs
* Determine communication methods
* Communicate effectively
* Confirm communication effectiveness
effective project communication
in ___ approach teams met daily for standups and retrospectives to brainstorm solutions
o Their issue log may be called an impediment list
adaptive
o Data gathering
o Research
o Critical thinking – open mind, analyze objectively, logical thinking
o Creative approaches
o Quantitative/logical approaches
o Expert judgement
problem solving techniques
o Identifying the problem
o Defining the problem – severity, context, using probability impact matrix
o Identifying the root cause – root cause analysis, cause effect diagram brainstorming, retrospectives, workshops
o Generating possible solutions – brainstorming, problem solving workshops
o Choosing the best solution – pareto 80/20, voting
o Implementing the solution – change request, rework, backlog refinement
o Verifying solution effectiveness – testing
problem solving tools
