Ch 5 - Communicating the Plan

Question 1

define bidder conference

Answer 1

meeting held by the buyer with potential vendors during the procurement process to allow vendors to ask questions and get clarification on the project

Question 2

define communications planning

Answer 2

determines communication needs of the stakeholders, when and how the info will be received, and who will receive the info

Question 3

define contract

Answer 3

legally binding document that describes work that will be performed, how work will be compensated, and any penalties for noncompliance

Question 4

define cost-reimbursable contract

Answer 4

provides the seller with payment for all costs incurred to deliver or produce the product or service requested

Question 5

define equipment

Answer 5

a. one of the categories of project resources. Includes servers, specialized test equipment or additional pc’s that are required for a project
b.

Question 6

define fixed-price contracts

Answer 6

contract that states a fixed fee for the work that the vendor will perform

Question 7

define formal communications

Answer 7

planned communications such as project kickoff meetings, team status meetings, written status reports or team-building sessions

Question 8

define human resources planning

Answer 8

1. defining team member roles & responsibilities
2. establishing an appropriate structure for team reporting
3. securing the right team members
4. bringing team members on project as needed for appropriate length of time

Question 9

define informal communications

Answer 9

unplanned or ad hoc communications, including phone calls, emails, conversations in hallway, or impromptu

Question 10

define lines of communication

Answer 10

mathematical formula that determines number of lines of communication between participants in meeting.
n*(N-1)/2 where n is number of participants

Question 11

define make-or-buy analysis

Answer 11

determines cost effectiveness of producing goods or services in-house vs. procuring them from outside the org

Question 12

define materials

Answer 12

catchall category of project resources/any supplies needed for project or other conusamble goods

Question 13

define organizational planning

Answer 13

1. processing of addressing factors that may impact how to manage a project team
2. defining roles and responsibilities for project team members
3. identifying how the project team will be organized
4. documenting staffing mgmt plan

Question 14

define procurement planning

Answer 14

make-or-buy analysis to determine whether goods or services should be purchased outside the org or produced internally

Question 15

define RACI chart

Answer 15

type of responsibility assignment matrix that describes resources needed for the task and their role for that task using: responsible, accountable, consult, or inform

Question 16

define resource planning

Answer 16

process that defines and documents all resources needed and quantity of resources needed to perform project activities, including human, material and equipment resources

Question 17

define resource pool description

Answer 17

listing of all job titles w/in company or dept w/brief descrip of job.
may also ID # of people currently employed in each job title.

Question 18

define resource requirements

Answer 18

document containing descrip of the resources needed from all three resource types for work package items from WBS

Question 19

define Responsibility assignment Matrix (RAM)

Answer 19

resource chart that defines the WBS identifier, resource type needed for WBS element, and quantity of resources needed for the task.
WBS displayed in chart form.

Question 20

define sole source

Answer 20

requirement that a product or service must be obtained from a single vendor in govt work, also includes justification

Question 21

define solicitation

Answer 21

obtaining bids and proposals from vendors in response to RFP’s and similar procurement documents prepared using solicitation planning process

Question 22

define staff acquisition

Answer 22

obtaining human resources and assigning them to the project. human resources may come from inside of outside the org.

Question 23

define staff mgmt plan

Answer 23

docs when and how human resources will be added to and released from the project team and what they will be working on while they are part of the team

Question 24

define time and materials contract

Answer 24

type of contract where buyer and seller agree on unit rate, such as hrly rate for programmer. Total cost is unknown, and will depend on amt of time spent to product product

Question 25

What are the three elements in communication?

Answer 25

1. sender
2. receiver
3. message

Question 26

define effective communication

Answer 26

providing the right info in the right format for the intended audience at the right time

Question 27

define efficient communication

Answer 27

providing the appropriate level and amount of info at the right time (only the info that’s needed at the time)

Question 28

What five aspects do you include when documenting an overall communications plan?

Answer 28

1. defining who needs info on project
2. defining types of info each person or group needs
3. ID’ing comms format and method of transmission
4. assigning accountability for delivering comms
5. determining when comms will occur and how often