Chapter 3.3/3.4 Flashcards by Benjamin Jakaitis

Key responsibilities of pm?

-define scope, goals, and deliverables
-develop project plan and schedule
-manage budgets and resources
-oversee project execution and ensure tasks are completed on time/budget
-communicate progress to stakeholders

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Key responsibilities of project sponsors?

-provide strategic direction/support for project
-approve budget and resources
-provide funding
-ensure project aligns with org goals and objectives
-act as champion for project, promoting to key stakeholders

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What is a RACI?

-type of responsibility assignment matrix (RAM)
-displays separate responsibilities of all roles, not just pm and sponsor
-who is responsible, who is accountable, who will be consulted, and who will be informed on different activities

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Difference between responsible and accountable

-responsible is producing or actually completing the work
-accountable is answer for work done/not done

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How many people can be designated as accountable for an activity on the RACI chart?

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Acronym RACI?

Responsible
Accountable
Consulted
Informed

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Who is responsible for executing a project?

Project team

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Exact terms/defined words for exactly what the project sponsors responsibilities are?

-project advocacy
-strategic alignment
-resource provision
-decision making
-risk management
-governance and accountability

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What are some of the functions of the PM?

-initiator (defining scope, id objectives, establish plan)
-negotiator
-listener
-coach
-working member (participating)
-facilitator (lead team to work as one)
-model
-steward (takes responsibility for ensuring proper use of resources, safeguarding interests of stakeholders, promoting project long term sustainability)

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The importance of pm role as initiator is highlighted by?

-project identification (defining scope, objectives and goals)
-stakeholder id
-project charter
-project team formation
-budget and schedule development

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Importance of pm role as negotiator is highlighted by?

-resource allocation
-conflict resolution
-scope management (negotiating what can/can’t be done and keeping with it)
-risk management (negotiating risk mitigation strategies)
-stakeholder management

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Purpose of negotiations?

Reach fair agreement among all parties

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Different types of listening?

-active
-effective (similar to active, but watch body language, pitch, tone, and facial expressions)
-empathetic (understand feelings, butting themselves in speakers shoes)

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In the context of pm, the pm, acts as a coach in several ways, including?

-team development (developing team to ensure skills are g2g)
-performance improvement (providing feedback and guidance)
-career development (act as mentor)
-motivation
-problem-solving

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what is the OSCAR model?

-Outcome (desired result/goal)
-Situation (current situation/problem)
-Causes (underlying cause)
-Actions (actions to achieve outcome)
-Review

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what does the OSCAR model provide?

structured approach to coaching, more effective support to their team members

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by using the OSCAR model, pm can help their team members to?

-define their goals/desired outcomes
-ID underlying causes of problem
-Develop plan of action to achieve goals
-Monitor progress/make adjustments
-Reflect on performance/ID areas of improvement

The importance of the PM role as a working member of the team is highlighted by…?

-Understand the work
-Build relationships
-provide support (providing resources/facilitating communications/conflict resolution)
-demonstrate flexibility (willing to roll up sleeves)
-building collaboration

the importance of the pm role as a facilitator is highlighted by…..?

-improving communication
-facilitating decision making
-encouraging collaboration
-streamlining process (ensure project is executed efficiently and effectively)
-Supporting change

Project managers tasks include? (in relation to the difference between leader/manager)

-Develop project plan
-tracking progress and performance
-managing risks and issues
-allocating resources/maintain budget
-monitor/control quality

Project leadership tasks include (in relation to the difference between leader/manager)

-setting project vision/goals
-inspiring/motivating team
-building/maintaining stakeholder relationships
-providing strategic guidance and decision making
-fostering culture of teamwork and collaboration

Leadership requires what qualities in a project manager?

-Respect for others
-integrity and cultural sensitivity
-Problem-solving abilities
-Ability to give others credit
-desire to learn and improve

what are some interpersonal skills needed to lead a project team?

-Soft skills
-emotional intelligence (helps identify who you are/how to better interact with others)
-emotional quotient (EQ)

what are the four quadrants that define emotional intelligence?

-Self-awareness
-Self-management (self-control)
-Social awareness
-social skills

what does a pm rely on when it comes to interpersonal skills for specific situations?

-conflict management -influencing -motivation -negotiating

To follow and execute planned STRATEGIES as a project manager, you can take what steps?

-Clearly define the strategy -assign roles and responsibilities -develop a plan of action -implement the strategy -monitor and evaluate progress -communicate progress/results -continuously refine/adjust

The follow and execute planned FRAMEWORKS as a pm, take what steps?

-Choose right framework (best aligns with goals, constraints, and org culture -Understand framework -Develop a project plan - Assign roles and responsibilities -Implement the framework -Monitor and evaluate progress -communicate progress and results -continuously refine and adjust

What are some examples of appropriate responses to a planned strategy or framework?

-Active participation (taking on tasks, providing input, contributing) -constructive feedback -supportive attitude -flexibility -communication -compliance -continuous improvement

what are some examples of communication when responding to a planned strategy or framework?

-stakeholder communication -project update communication -feedback communication -risk communication -change management communication -celebration communication -crisis communication

What are examples of risk when responding to a planned strategy or framework?

-implementation risk (not able to execute strategy/framework due to unforeseen challenges) -resistance to change risk -budgetary risk -market risk (external market conditions) -political risk -reputation risk -technical risk

what are essential early stages in the project management process and why?

-project initiation -benefit planning -both provide clear direction, establish solid foundation, and ensure that project delivers intended value

what is project initiation, and what does it do?

-also called "starting the project" in the PMBOK -first stage of pm life cycle -involves defining purpose, scope, and objective of the project

what are the main activities involved in project initiation?

-Define problem/opportunity -perform project assessment (use available info/lessons learned/meetings with stakeholders) -Conduct feasibility study -ID stakeholders -ID high level risks, assumptions, and constraints -Define high-level project scope -Develop project charter -Obtain approval

give a breakdown of a project charter

-defines purpose, objectives, stakeholders, and scope of project -outline roles and responsibilities of key stakeholders -defines authority of PM -charter is rarely completed before PM is assigned to it -PM can work with sponsor to create it

What are the activities involved in benefit planning?

-Defining the benefits (may include cost savings, increased revenue, improved efficiency, better customer service, etc) -Assigning responsibility -Tracking and monitoring -Evaluating the benefits -realizing the benefits

acronym KPI

(Key performance indicator)

who is responsible for the development and maintenance of the project business case document?

project sponsor

What does the project benefits management plan define?

-benefits project will create -when benefits will be realized -how benefits will be measured

the project benefits management plan typically includes what elements?

-Processes (how to create, maximize, and sustain project benefits) -Target benefits (benefits project aims to achieve) -strategic alignment -time frame (both short and long term) -benefits owner (who's accountable) -metrics (how they will be measured) -assumptions -risks

how is the benefits management plan classified?

it is a business document, not part of the PM plan -maintenance of benefits management plan is ongoing throughout project life cycle