Chapter 3.3/3.4 Flashcards

1
Q

Key responsibilities of pm?

A

-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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2
Q

Key responsibilities of project sponsors?

A

-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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3
Q

What is a RACI?

A

-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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4
Q

Difference between responsible and accountable

A

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

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5
Q

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

A

1

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6
Q

Acronym RACI?

A

Responsible
Accountable
Consulted
Informed

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7
Q

Who is responsible for executing a project?

A

Project team

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8
Q

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

A

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

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9
Q

What are some of the functions of the PM?

A

-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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10
Q

The importance of pm role as initiator is highlighted by?

A

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

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11
Q

Importance of pm role as negotiator is highlighted by?

A

-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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12
Q

Purpose of negotiations?

A

Reach fair agreement among all parties

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13
Q

Different types of listening?

A

-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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14
Q

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

A

-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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15
Q

what is the OSCAR model?

A

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

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16
Q

what does the OSCAR model provide?

A

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

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17
Q

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

A

-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

18
Q

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

A

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

19
Q

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

A

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

20
Q

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

A

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

21
Q

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

A

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

22
Q

Leadership requires what qualities in a project manager?

A

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

23
Q

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

A

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

24
Q

what are the four quadrants that define emotional intelligence?

A

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

25
Q

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

A

-conflict management
-influencing
-motivation
-negotiating

26
Q

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

A

-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

27
Q

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

A

-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

28
Q

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

A

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

29
Q

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

A

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

30
Q

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

A

-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

31
Q

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

A

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

32
Q

what is project initiation, and what does it do?

A

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

33
Q

what are the main activities involved in project initiation?

A

-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

34
Q

give a breakdown of a project charter

A

-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

35
Q

What are the activities involved in benefit planning?

A

-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

36
Q

acronym KPI

A

(Key performance indicator)

37
Q

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

A

project sponsor

38
Q

What does the project benefits management plan define?

A

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

39
Q

the project benefits management plan typically includes what elements?

A

-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

40
Q

how is the benefits management plan classified?

A

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