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Project Management 412 > Chapter 3 > Flashcards

Chapter 3 Flashcards

1
Q

What are the 4 phases of Systems Development Cycle or Project Life Cycle?

A

Phase A: Conception phase
Phase B: Definition phase
Phase C: Execution phase
Phase D: Operation phase

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2
Q

What is the System Life Cycle?

A
  1. Development/Installation
  2. Operation
  3. Enhancement, Replacement, or Termination
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3
Q

The Stakeholders in Systems Development Cycle

A
  1. Client
    - for whom the project is being done
    - pays for project
    - has needs and requirements to be met
  2. User/Customer
    - operates or a beneficiary of project end-item
    - might be the same as a customer
  3. System Development Organisation (SDC)
    - performs work for the customer
    - aka developer, contractor, consultant
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4
Q

Describe what occurs during Phase A of the Systems Development Cycle

A

Phase A: CONCEPTION

  • perceived need or problem
  • initial screening or feasibility study; alternative solutions
  • proposal
  • concept approval or rejection
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5
Q

Describe what occurs during Phase B of the Systems Development Cycle

A

Phase B: DEFINITON

  • specify requirements in detail: user requirements and system requirements
  • define project to produce end-item/deliver requirements: project master plan
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6
Q

Describe what occurs during Phase C of the Systems Development Cycle

A

Phase C: EXECUTION

  • design/development
  • procurement/fabrication
  • production/building
  • installation
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7
Q

Describe what occurs during Phase D of the Systems Development Cycle

A

Phase D: OPERATION

  • customer gains control
  • system developer might remain involved through maintenance, enhancement or replacement
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8
Q

What is Phased Project Planning?

A

the stepwise fashion in which phases and stages in project life cycle are sometimes undertaken

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9
Q

Fast tracking in Phased Project Planning

A

Phases tend to overlap so work in successive phases happens simultaneously
Pro: Shorten project life span
Con: Increased risk of a mistake

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10
Q

What do you look into during the ‘initial investigation’ in Phase A?

A
  • environment
  • needs, symptoms, problem definition, and objectives
  • prelim solutions and estimated costs
  • benefits, strengths and weaknesses of each solution
  • affected individuals and organisations
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11
Q

Decision Criteria to proceed with a project (occurs in Phase A)

A
  • needs are real
  • funding is available
  • project is consistent with goals and resources of organisation
  • project has priority with respect to other needs
  • project has value (new technology, organisational reputation, market share, profit etc)
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12
Q

Feasibility assessment

A

the process of studying a need, problem, and solution in sufficient detail to determine if an idea is economically viable and worth developing
could be done in-house, or outsourced if specialised information is needed

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13
Q

When is a project viable?

A

if concept is something that customer can handle itself: if it is passed along to an internal group for development and execution
if concept cannot be executed internally: given to outside contractors (SDOs)

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14
Q

Steps in the feasibility study

A

1) Gain full understanding of user’s problem, need and current situation
2) Document current system –> systematic diagrams and summarise all information collected
3) Formulate alternative solutions
4) Analyse alternatives –> use models to assess the ability to meet user criteria
5) Include solution in proposal
6) Feasibility involves analysis of environmental impact

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15
Q

What is a Request for Proposal (RFP)?

A

A document sent by a customer to potential contractors explaining the problems, objectives and requirements

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16
Q

What is the purpose of a RFP?

A

Describes the customer’s needs, problems and ideas
Solicit suggestions/solutions from SDO
Inform how SDO should respond to RFP (where to sent, who, what to include)

17
Q

What does a Request for Proposal (RFP) include?

A

1) Statement of work
- description of problem/need/general type of solutions to be investigated
- scope of work to be performed by the contractor

2) Proposal requirements
- conditions placed on the proposal such as proposal contents and format, submission deadline etc

3) Contractual provisions
- type of contract to be awarded, sample contract, nondisclosure provisions

4) Technical information or data
- any additional data necessary to develop a solution and prepare the proposal

5) Proposal evaluation criteria
- explanation of criteria and procedures for assessing the proposal and selecting a contractor

18
Q

The SDOs decision to respond to the RFP depends on:

A
  • whether the competitors have a head start
  • whether the SDO have funds and resources available to devote to a project
  • value of project in terms of work reputation, profitability (i.e., is it worth it?)
  • if the project is doable for the SDO
19
Q

The contents of an Environmental Impact (EI) Statement

A
  1. summary of proposed development/management plans
  2. alternative sites and technologies for the proposed project
  3. description of the project’s existing site and surrounding area
  4. potential project impacts
    - quality of air, soil, watersheds, wetlands, flood plains
    - fisheries; sensitive plants; sensitive, endangered or threatened species
    - scenic resources; societal and aesthetic experiences
    - heritage resources (sites, structures, buildings)
    - historical resources (logging, ranching, grazing)
  5. adverse impacts that can’t be avoided
  6. long-term impacts on resources
  7. ways to prevent, minimise or offset impacts; ways to monitor actual impacts
20
Q

Purpose of project proposal

A

1) Sales
- SDO describes what they will do
- proposal needs to convince customer that the SDO will be their best option
- getting contracts depends on the proposal
2) Contract
- customer assumes that SDO will deliver what has been promised in the proposal
- if customer and SDO sign off, whatever is in the proposal must be delivered

21
Q

Contents of a proposal

A
  1. Executive summary
  2. Technical section (statement of work)
  3. Cost and payment section
  4. Legal section
  5. Management/Qualification section

Proposal must reflect the RFP
Should not be too detail; can use proposal as guide to do themselves

22
Q

Executive Summary (in the proposal)

A
  • more personal than the proposal
  • states the contractor’s qualifications and experience
  • draws attention to what makes the proposal unique, price, and the contractor’s ability to do the project
  • identify contact person with the contractor
23
Q

Technical Section - Statement of Work (in the proposal)

A
  • scope of work and planned approach
  • based on the work breakdown structure (WBS) –> Includes major project phases, key tasks, milestones, and reviews
  • schedule (for deliverables)
  • describe realistic benefits in detail
  • recognise and discuss problems and limitations to approach
  • specific
24
Q

Cost and Payment Section (in the proposal)

A
  • breakdown of projected hours, associated labour charges and material expenses
  • addresses contractual arrangement (in terms of price) and method of payment
25
Q

Legal Section (in the proposal)

A
  • contains problems (anticipated, possible or likely) and provisions for contingencies
26
Q

Management and Qualification Sections (in the proposal)

A
  • background of contractor organisation, related experience and achievements and financial responsibility
  • organisation of management and resumes of project manager (and key project personnel)
  • big influencing section (in combination with statement of work)
27
Q

What does the customer evaluate the proposals based on?

A

Cost
Benefits
Likelihood of success
Contractor reputation

28
Q

What happens when we are left with more than one good proposal after narrowing down the list with the usual criteria?

A

We enter negotiations

29
Q

Negotiations

A

customer and SDO meet to
- clarify terms
- reach agreements (on requirements, schedule or price)
Project Manager is involved and show know
- terms of the contact and areas open to negotiation
- customer’s need for this project
- competition

30
Q

Contract negotiation

A

process of clarifying technical or other terms in the contract and reaching an agreement on time, schedule, and performance obligations

31
Q

Types of contractual agreements

A

1) Fixed Price Contract
- customer pays fixed price, no matter what costs the contractor incurs
2) Cost-Plus Contract
- customer price is based on costs incurred in the project and contractor’s fee
3) Incentive Contract
- customer’s price depends on contractor’s performance in comparison to the target price, schedule or technical specification (resulting in a bonus or penalty)

Project Management 412 (16 decks)

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