Chapter 2 - Program Management Flashcards
SWOT analysis is a strategic planning tool and acronym. It stands for ______ _______ _______ _____
Strengths, Weaknesses, Objectives, Threats
Documents that describe, instruct, and direct work results are called ________
Specifications
Long Term planning is ______, Short Term Planning is _____
Strategic, Tactical
Maintenance operations schedule to take place in advance of failure of other problems is called_____
Preventative Maintenance
Maintenance operations that take place after a problem has occured is called ________
Reactive Maintenance
The planned period between line clearance operations is _______
Maintenance intervals (cycles)
Type of preventative maintenance performed continuously or at intervals, using field data to diagnose and monitor a condition or system. This has gained favor among utilities
Predictive Maintenance
Programs that target trees that are growing significantly faster than most of the other trees on a scheduled pruning cycle, enabling a longer interval for slower growing trees
Mid-Cycle Pruning
Utility pruning should be performed at intervals that _______ the need for reactive responses, but not so frequently, that the _______ exceeds the ______
minimize, cost, benefits
Predictive strategy designed to target trees as close as possible before they interfere with facilities is called ______-___-_____, and is a modification of hotspotting.
Just-in-time Management
Describe hotspotting
Process by which limited tree work is scheduled on a specific area of the network where shorts or outages are occurring
Circuit work vs Grid Work
Circuit work: completing all necessary line clearance on a feeder or circuit basis
Grid work: Distribution cycle work performed within a specific geographic boundary
A Project Management triple constraint triangle consists of _______, _______, and _______
time, cost, and scope
A prioritized outline of job components that must be completed for a successful project outcome is called ________ _____ _______
work breakdown structure
Define Critical Path
The longest period of time a series of tasks requires from project beginning to end
Relationships that dictate when tasks in the work breakdown structure begin and end are called ________
Dependencies
Mandatory Dependency
a dependency in the work breakdown structure in which one task cannot begin until another activity has ended
_______ ________ are developed by managers to meet specific objectives
Discretionary dependencies
______ _______ is a relationship between a task under the direction of the Project Management team and an action outside their control
External Dependency.
_______ _________ are scheduling tools that provide a visual means of tracking a project, representing the desired starting date for every task involved in a project and the estimated length of time each will take
Gantt Charts
______ ___________ are horizontal bar charts plotted along a timeline. They typically list activities or tasks associated with a project along the Y-axis and time along the X-axis
Gantt Charts
Computerized work management systems integrate multiple layers of data into a _____ _____ _____ (___) platform and are databases embedded with maps
Geographic Information Systems (GIS)
_____ is a management plan for meeting an organization’s goals and objectives
Budget
Define Cost Centers
limited expenditures and do not generate income
Define Profit Centers
sources of revenue, such as products, services, region, etc
True or False: Vegetation Management departments are Cost Centers
True
_____ _____ change according to the level of activity during a set period of time, while _____ _____ do not.
Variable costs, Fixed costs
____ _____ are “stuck” in the short term and do not decline when sales fall
Fixed costs
____ ____ can be clearly attributed to a single organizational unit, service, or product, while ____ ____ cannot be readily associated with a specific project demand
Direct Costs (example: labor) Indirect Costs (example: travel)
____ ____ are monetary outlays for relatively large sums of money invested over multiple years. They are usually established separate from operating budgets
Capital Budgets
Capital Expenditures
used to purchase fixed assets, which are durable items, such as Line Construction.
____ _____ _____ _____ finance day to day activities including salaries, rent, etc.
Operating and Maintenance budgets
Three Requirements of Operating Budgets
- ) Addresssing financial needs, resources, and plans
- ) Describing components of program costs, equipment, facilities, and personnel requirements
- ) Identifying the costs of achieving program goals and sources of revenut
____ ____ _____ allocates funds by itemizing categories and accounts. Adjustments can be made readily, but creates difficulty to evaluate spend on different programs
Line Item Budgeting
_____ ______ stresses the goals and objectives of the budgeted program, and often involves mission statemetns and performance measures
Performance Budgeting
In _____ ______, line items are organized into programs rather than accounts. This focuses on outcomes, rather than inputs and it does not concentrate on the purpose and benefits of each program
Program Budgeting
_____-____ _____ is a variation of program budgeting that is more results than financially driven.
Zero-based budgeting
In _____ _______, executives set a budget that allows managers to plan the work in the context of company goals and policies. It is the most common budgeting type among Vegetation Management programs. Allows for most autonomy and greatest responsibility
Entrepreneurial Budgeting (also called expenditure-control, target-based, or envelope budgeting)
______ for a higher price is better prices is a better sales strategy than ___ _____
Marketing, Low Bidding
Describe Simple Cash Accounting
financial transactions are booked when they are paid. More straightforward but leaves a delay from the time transactions occur to when they are recorded. Leave opportunity to create false impression a project is on budget when it is not
Describe Accrual Accounting
financial transactions are booked when they occur. More widely accepted, but is complicated and involves projects based on estimated and assumptions, which can create problems if they prove to be inaccurate
____ is a promise of performance to approved vendors by a contractor that should be made in precise terms. It can be rejected or set to expire
Offer
____ occurs when the contracting body agrees to purchase the product or service at a bidder’s price
Acceptance
_____ involves the price bargained and offered by the contractor.
Consideration
______ is the purpose of the contract.
Legal and Possible Objective
____ ____ _____ is a requirement for both parties to have the legal capacity to enter into a contract.
Competent Parties Stipulation
Three common contract types for Utility Vegetation Management
Time and Material
Unit Price
Lump Sum (Fixed Price)
Less Common is: Performance based
_____ ___ ______ _____ are a method of providing a service in which all costs are passed onto the contracting agency, usually on an hourly basis. Best value for contractors; low risk for contractors & high risk for utility. Provide the most flexibility
Time and Material Contracts
______ ____ _____ are results oriented method of providing a service that focuses on the outputs, quality, or outcomes including the achievement of specific, measurable performance standards and requirements. They include both monetary and non-monetary incentives and disincentives.Risk is shared between contractors and utility
Performance Based Contracts
-are modified T&M agreements to promote productivity and strategy
_____ ____ ____ are a method of providing a service/product where an agreed upon amount is paid for each designated amount/unit/work completed. Utility is billed for each unit worked.Contractor risk is high. Gaining in popularity.
Unit Based Contracts
___ ___ ____ is a strategy where vendors submit a single price for a set amount of work. Awarded on the basis of the price of an entire job with pay based on work. High risk for contractor. Key to success id detailed project specifications
Lump Sum (Fixed Price) Contracts
In regards to Fleet Management, the best way to control costs is
to replace vehicles and equipment before they are worn out.
____ _____ managers consider an individual’s qualities, like intelligence, moral character, and other talents to be inherited and are difficult to change
Fixed Mindset
____ ____ managers consider individual qualities to be subject to improvement through hard work and practice, regardless of innate abilities
Growth Mindset
Four domains of Emotional Intelligence
Self Awareness
Self Management
Social Awareness
Relationship Management
Key points in Goal Setting
Goals should be based on strengths, not weaknesses
Employees should have central role in setting own goals
Plans should be flexible and enable preparation for future
Plans must be realistic with manageable steps
Plans should accommodate individuals learning style
_____ _____ ____ is a contractual target against which a contractor is evaluated
Key Performance Indicator (KPI)
A ____ _____ is an organization of employees that collectively negotiates wages, benefits, working conditions, and other matters
Labor Union. A group of workers is a bargaining unit
Weingarten Rights
a union may request representation before at any time during an interview that will lead to discipline
Communication between vegetation managers, contractors, supervisors, and workers should be both _____ and _____
written, verbal
Long-term planning is ______, while short term planning is _____
strategic, tactical
________ are documents that describe, instruct and direct work results
Specifications
Research has shown trees are more likely to cause outages on _____ phase lines than on ____ phase lines
3ph, 1ph
A results based strategy designed to target trees as close as possible to the time they interfere with facilities is known as ____-__-____ management
Just in time management
A ____ ____ structure is a prioritized outline of job components that must be completed for a successful project outcome
Work Breakdown
For most utilities, vegetation management departments are considered ____ ______ that do not generate income
cost centers
Purchases of equipment or line construction are considered ____ expenses, whereas supply purchases or salaries are considered ____ expenses
Capital, Operating
T&M contracts, which are based on hourly rates for labor and equipment, are generally ____ risk for contractors and ____ risk for utilities
Low, High
____ ____ contracts are gaining popularity because the responsibility for productivity, work planning, and scheduling rests with the contractor
Unit Price
Depreciation can be either ____- ____, in which costs are spread out over the lifetime of an item, or ______, in which the amount of depreciation taken is higher immediately after the purchase of an item
Straight Line, accelerated
All of the following are approaches to work planning, except:
- ) cycle-based
- ) results-based
- ) objective-based
- ) crisis management
4.) crisis management
Reactive maintenance can cost ____ as much as the cost of routine maintenance
five times
In regards to personnel management, what is the most common reason people leave jobs?
treatment from supervisors
