Chapter 1: Project Management - The Key to Achieving Results

Question 1

What is a Project?

Answer 1

A project is a temporary undertaking preformed to produce a unique product, service or result.

Question 2

What are the three components of any Project?

Answer 2

Specific Scope, Schedule, Required Resources

Question 3

Define Project Scope

Answer 3

Desired results or products. The only reason a project exists is to produce the results specified in its scope.

Question 4

Define Project Schedule

Answer 4

Established dates when project work starts and ends. The projects end date is an essential part of defining what constitutes successful performance. The desired result must be provided by a certain time to meet its intended need.

Question 5

Define Project Required Resources

Answer 5

Necessary number of people and funds and other resources. The availability of resources shapes the nature of the products the project can produce.

Question 6

What is the relationship between the three components of a project?

Answer 6

Each component affects the other two. For example; increasing the product scope will likely require more time and resources.

Question 7

Define Risk

Answer 7

The likelihood that not everything will go according to plan. Project success involves continually managing the tradeoffs/risks between the three main components.

Question 8

Which two terms commonly get confused with a project?

Answer 8

Process and Program

Question 9

Define a Process

Answer 9

A Process is a series of routine steps to perform a particular function. A Process isn’t a one-time activity that achieves a specific result; instead, it defines how a particular function is to be done every time. Processes are often parts of projects.

Question 10

Define Program

Answer 10

A Program can be a set of goals that gives rise to certain projects, but unlike a project, a program can never be accomplished. A program also can refer to a group of specified projects that achieve a common goal.

Question 11

What is a Project Life Cycle?

Answer 11

The series of phases that the project passes through as it goes from its start to completion. Every project passes through all four phases.

Question 12

What is a Phase?

Answer 12

A collection of logically related project activities that culminates in the completion of one or more project deliverables.

Question 13

Name the four phases of a project life cycle

Answer 13

Starting the project, organizing and preparing, carrying out the work, closing the project.

Question 14

Explain the Project Phase, Starting the Project.

Answer 14

Generating, Evaluating and Framing the need for the project and the general approach to preforming it and agreeing to prepare a detailed project plan.

Question 15

What outputs come from the Project Phase, Starting the Project?

Answer 15

May include approval to proceed to next phase, documentation of the need for the project and rough estimates of time and resources to preform it. And an initial list of people who may be interested in, involved with, or affected by the project.

Question 16

Explain the Project Phase, Organizing and Preparing

Answer 16

Developing a plan that specifies the desired results; the work to do; the time, cost and other resources required; and a plan for how to address key project risks.

Question 17

What outputs come from the Project Phase, Organizing and Preparing?

Answer 17

May include a project plan that documents the intended project results and the time, resources and supporting progress needed to create them.

Question 18

Explain the Project Phase, Carrying Out the Work

Answer 18

Establishing the project team and the project support systems, preforming the planned work, and monitoring and controlling performance to ensure adherence to the current plan.

Question 19

What outputs come from the Project Phase, Carrying out the Work?

Answer 19

May include project results, project progress reports, and other communications.

Question 20

Explain the Project Phase, Closing the Project

Answer 20

Assessing the project results, obtaining customer approvals, transitioning project team members to new assignments, closing financial accounts and conducting a post-project evaluation.

Question 21

What outputs come from the Project Phase, Closing the Project?

Answer 21

May include final, accepted, and approved project results and recommendations and suggestions for applying lessons learned from this project to similar efforts in the future.

Question 22

Define Project Management

Answer 22

The process of guiding a project from its beginning through its performance to its closure.

Question 23

Name the 5 Sets of Processes included in Project Management

Answer 23

Initiating processes, planning processes, executing processes, monitoring and controlling processes and closing processes.

Question 24

Define Initiating Processes

Answer 24

Clarifying the business need, defining high-level expectations and resource budgets, and beginning to identify audiences that may play a role in your project.

Question 25

Define Planning Processes

Answer 25

Detailing the project scope, time frames, resources, and risks as well as intended approaches to project communications, quality, and management of external purchases of goods and services.

Question 26

Define Executing Processes

Answer 26

Establishing and managing the project team, communicating with and managing project audiences, and implementing the project plans.

Question 27

Define Monitoring and Controlling Processes

Answer 27

Tracking performance and taking actions necessary to help ensure project plans are successfully implemented and the desired results are achieved.

Question 28

Define Closing Processes

Answer 28

Ending all project activity.

Question 29

Successfully completing the 5 Sets of Processes included in Project Management require which three key elements?

Answer 29

Information, Communication and Commitment.

Question 30

Define Information in relation to successfully completing the 5 Sets of Processes

Answer 30

Accurate, timely, and complete data for the planning, performance monitoring, and final assessment of the project.

Question 31

Define Communication in relation to successfully completing the 5 Sets of Processes

Answer 31

Clear, Open and timely sharing of information with appropriate individuals and groups throughout the project’s duration.

Question 32

Define Commitment in relation to successfully completing the 5 Sets of Processes

Answer 32

Team Members personal promises to produce the agreed-upon results on time and within budget.

Question 33

Decision makers consider which two following questions when deciding to move forward with a project?

Answer 33

Should we do it? Are the benefits we expect to achieve worth the costs we’ll have to pay. Are there better ways to approach the issue. Can we do it? Is the project technically feasible? Are the required resources available? Answer must always be YES for both.

Question 34

What should be included in your Project Management Plan?

Answer 34

An overview of the reasons for your project, a detailed description of intended results, a list of all constraints the project must address, a list of all assumptions related to the project, a list of all required work, a breakdown of the roles you and your team members will play, a detailed project schedule, Needs for personal funds and non-personal resources, A description of how you plan to manage any significant risks and uncertainties, plans for project communications, plans for ensuring project quality.

Question 35

Name a common pitfall in the early phases of a project

Answer 35

Skipping planning to get fast results. This strategy can create a lot of immediate activity, but it also creates significant chances for waste and mistakes.

Question 36

Which 6 tasks are involved with Preparing to Begin the Project Work during Examining the Execution Process?

Answer 36

Assigning people to all project roles, Introducing team members to each other and to the project, Giving and explaining tasks to all team members, defining how the team will perform its essential functions, setting up necessary tracking systems, Announcing the project to the organizers.

Question 37

During Preparing to Begin the Project Work, Define Assigning People to All Project Roles

Answer 37

Confirm the individuals who’ll perform the project work and negotiate agreements with them and their managers to make sure they’ll be available to work on the project team.

Question 38

During Preparing to Begin the Project Work, Define Introducing team members to each other and the project

Answer 38

Help people begin developing interpersonal relationships with each other. Help them appreciate the overall purpose of the project and explain how the different parts will interact and support each other.

Question 39

During Preparing to Begin the Project Work, Define Giving and explaining tasks to all team members.

Answer 39

Describe to all team members what work they’re responsible for producing and how the team members will coordinate their efforts.

Question 40

During Preparing to Begin the Project Work, Define Defining how the team will perform its essential functions

Answer 40

Decide how the team will handle routine communications, make different project decisions, and resolve conflicts. Develop any procedures that may be required to guide performance of these functions.

Question 41

During Preparing to Begin the Project Work, Define Setting up necessary tracking systems

Answer 41

Decide which systems and accounts you’ll use to track schedules, work effort, and expenditures and set them up.

Question 42

During Preparing to Begin the Project Work, Define Announcing the project to the organization

Answer 42

Let the project audiences know that your project exists, what it will produce, and when it will begin and end.

Question 43

What are the 5 tasks of the Preforming Subgroup of the Executing Processes?

Answer 43

Doing the tasks, Assuring Quality, Managing the team, Developing the team, Sharing Information.

Question 44

Define the Performing Subgroup task of Doing the tasks

Answer 44

Perform the work that’s in your plan.

Question 45

Define the Performing Subgroup task of Assuring Quality

Answer 45

Continually confirm that work and results conform to requirements and applicable standards and guidelines.

Question 46

Define the Performing Subgroup task of Managing the Team

Answer 46

Assign tasks, review results and solve problems.

Question 47

Define the Performing Subgroup task of Developing the Team

Answer 47

Provide needed training and mentoring to improve team member skills.

Question 48

Define the Performing Subgroup task of Sharing Information

Answer 48

Distribute information to appropriate project audiences.

Question 49

What are the 3 tasks of the Monitoring and Controlling Processes?

Answer 49

Comparing performance with Plans, Fixing Problems that Arise and Keeping Everyone Informed.

Question 50

Listed as a task for the Monitoring and Controlling Processes, Define Comparing Performance with Plans

Answer 50

Collect information outcomes, schedule achievements, and resource expenditures; identify deviations from you plan; and develop corrective actions.

Question 51

Listed as a task for the Monitoring and Controlling Processes, Define Fixing Problems that Arise

Answer 51

Change tasks, schedules, or resources to bring project performance back on track with the existing plan, or negotiate agreed-upon changes to the plan itself.

Question 52

Listed as a task for the Monitoring and Controlling Processes, Define Keeping Everyone Informed

Answer 52

Tell Project Audiences about the teams achievements, project problems, and necessary revisions to the established plan.

Question 53

What are the 4 tasks you must do for the Closing Processes?

Answer 53

Get your clients approvals of the final results, Close all project accounts, Help team members move on to their next assignment, Hold post-project evaluation with the project team to recognize achievements and to discuss lessons you can apply to the next project.

Question 54

The key to Project Success is being Proactive. What Proactive things can a Project Manager do instead of waiting for others?

Answer 54

Seek out information because you know you need it, follow the plan because you believe it is the best way, involve people whom you know are important for the project, Identify issues and risks, analyze them, and elicit support to address them. Share information with people you know need to have it. Put all important information in writing. Ask questions and encourage other people to do the same. Commit to your project’s success.

Question 55

Respond to the excuse: Our project are all crises; we have no time to plan.

Answer 55

In a crisis, you have limited time and resources to address the critical issues, and you definitely cant afford to make mistakes. Because acting under pressure and emotion practically guarantees that mistakes will occur, you can’t afford not to plan.

Question 56

Respond to the excuse: Structured project management is only for large projects.

Answer 56

No matter what size the project is, the information you need to perform it is the same. What do you need to produce? What work has to be done? Who’s going to do that work? When will the work end? Have you met expectations?

Question 57

Respond to the excuse: These projects require creativity and new development. They can’t be predicted with certainty.

Answer 57

People awaiting the outcomes of any project still have expectations for what they’ll get and when. Therefore, a project with many uncertainties needs a manager to develop and share initial plans and then to assess and communicate the effects of unexpected occurrences.