Chapter 4 Flashcards
What are the 5 components included in the project plan?
- Requirement phase,
- draft requirements,
- final requirements,
- WBS, and
-other activities.
How are activities developed in a project plan?
From L-C S and D
Activities are developed from life cycle stages and deliverables.
What is the purpose of listing activities in a sequential order?
To show work tasks and how they must be accomplished.
Define ‘Contingency activities’ in project management.
A to M O for on-time C
Activities to mitigate obstacles for on-time completion.
Explain ‘Finish to start’ dependency in project management.
One task must finish before the next one can start.
How can the duration of a contingency event be calculated?
Duration of Contingency Activity x Probability of Occurrence.
What is the role of a Change Review Board (CRB) in projects?
Acts as a clearinghouse for project changes.
Why is it important to record everything in writing during project management?
For documentation, clarity, and accountability purposes.
What roles should be represented in a Project Team?
At least one from each functional area.
Why is it necessary to issue frequent status updates for stakeholders and management?
To keep them informed and engaged in the project progress.
What is a Commissioning Plan?
Details how the system is installed, upgraded, and commissioned.
When does commissioning occur in projects?
During new projects and upgrade projects.
What is the purpose of Standards Compliance Testing (SCT) in commissioning?
To ensure organizational and government standards are met.
What are the four main ways to test a system?
Pre-Delivery Test,
Site Acceptance Test,
Operational Reliability Test,
Post-Implementation Test.
What is the ideal system availability percentage?
System availability of 99.99%.
How is operational availability (OA) calculated?
Tm/(Tm + Td) x 100 = OA, where Tm = Total Test Duration Time, Td = Total System Downtime.
What is the duration of a typical warranty period?
12 to 24 months, typically 12 months from final implementation.
What should a warranty include for hardware or software failures?
Repair, correction, or replacement of failed components.
What should vendor’s warranty include related to replacement parts?
Vendor should keep 5% of system cost as replacement parts.
What is expected in terms of service response times during the warranty period?
Service response times of four hours or less.
What key documents are produced in the planning stage of a project?
Critical business case documents.
What is the basis for approving a business case?
Return on Investment (ROI).
What does the Return on Investment (ROI) calculation determine?
Amount of revenue generated or potential loss reductions.
What types of assets are identified during the assessment stage?
CA and
SA
Critical assets and supportive assets.
What tool can aid in assessing vulnerabilities in an organization?
Vulnerability Self-Assessment Tool (VSAT).
What are three aspects of risk that need to be considered during planning?
RT
P of O AND
L P
Risk type,
probability of occurrence, and
loss potential.
What are two objectives of the requirements document during the planning phase?
Identify reasons for security measures, and
identify critical success factors, and more.
What are the three Phase One Planning deliverables for a project?
R A report
PM
BE
• R A→ Risk assessment report
• P M → Procurement method
• B E → Budgetary estimates
What does the Design and Estimating phase involve in a project?
Documenting processes to support procurement of equipment and services.
Why is considering the design of an integrated system important?
To effectively defend against threats, vulnerabilities, and potential losses.
What 7 steps should an organization follow to promote order and efficiency at a bidder’s conference?
PA
IG
MP with O
DPP
CST
Q and A and
PM
Present agenda,
identify guidelines,
match project with objectives,
discuss procurement process,
conduct site tour,
Q&A session, and
present minutes.
What four criteria should be evaluated when analyzing potential bidders?
Compare against main features,
review technological assets,
assess life cycle cost, and
evaluate strengths based on competency criteria.
What 11 questions should be asked when analyzing a bidder’s proposal?
PO
F and Q
C, D and M
MA, CR and SOP I,
CF, P-I support.
project objectives,
feasibility and qualifications,
capabilities, deliverables, and milestones,
manpower allocation, cost reduction, and SOP inclusion,
cultural fit, post-implementation support.
What 8 quality assurance factors should be considered when selecting a vendor?
EQ co and pa av
Na ac and Cer
Te, Cu and Ca and
ES and P of T
Equipment condition and parts availability
national accreditation and certifications
technology currency and capabilities
Emergency service and proximity of technicians
What 6 things should an organization consider to determine the issuance of a contract when selecting vendors?
Consider life cycle cost,
integrator’s financial stability,
past references,
vendor shortlist reduction,
finalist interviews, and
minor deficiency mitigation.
What are the 4 objectives of the procurement phase in a project cycle?
BC
T and C Ev
R, I and DD results
Co Iss
• BC → Bidders conference (Holding a bidders conference)
• T and C Ev → Technical and cost evaluations (Conducting technical and cost evaluations)
• R, I and DD results → Reviewing, interviewing, and due diligence results
• Co Iss → Contract issuance (Issuing a contract)
What are the 3 core elements of a Physical Protection System (PPS)?
AE
OE
SSE
Architectural elements,
operational elements,
security system elements (technology).
What are the three types of measures in PPS?
Preventative measures,
corrective measures, and
detective measures.
What are the five steps in ensuring a properly installed PPS?
A and P
C a CD
C C D
B and N
In and Te
Assess and plan,
create a conceptual design,
complete construction documentation,
build and negotiate,
install and test.
What are the six phases in the PPS life cycle?
Pl
D and E
P
In/op//tr
Co/wa and
Ma/ev/rep
- Planning,
- design and estimation,
- procurement,
- installation/operation/training,
- commissioning/warranty,
- maintenance/evaluation/replacement.
Why is flexibility important in a PPS?
Adversarial tactics and threats often change, requiring adaptations in the system design.
What should be considered for disk space requirements in a video surveillance system?
Should be based on system parameters with 50% additional storage over original design.
Why is it important to update documentation when operational procedures are revised?
To reflect the revision date and ensure information accuracy.
What topics (4) should be covered in a training program for physical protection systems?
S A
A A
I R
IT F and……more
System administration,
alarm assessment,
incident response,
IT functions, and
more.
What could happen if personnel dealing with new technology in systems are poorly trained?
Increased costs,
Loss of benefits from technology, and
potential danger.
Why should training instructors for physical protection systems have certifications and credentials?
To ensure proper knowledge and expertise in training personnel.
What are some (5) examples of issues that may arise with a training program?
Lo
Co
Qu of St
Sc and
Pe In
• Lo for Location
• C o for Cost
• Qu of St - for Quality of Staff
• Sch - Scheduling
• Pe In - Personnel Involved
What 4 documents should be obtained from a training phase for physical protection systems?
TM
L P
Ev
Sch, and more.
Training materials,
lesson plans,
evaluations,
schedules, and
more.
What is the process of ensuring system compliance with operational requirements?
C of the system through
De
In
Te and
Op
Commissioning of the system through
design,
installation,
testing, and
operation.
What are some obstacles (3) that can hinder project activities?
E T
P B and
L of M
Employee turnover,
procurement bottlenecks,
Lack of materials, etc.
What are the 3 key pieces of information included in a formal change control process?
Date requested,
Change Request number, and
Who requested the change, etc.
In what 2 ways can project managers prevent management from losing interest in a project?
- Revalidating sponsorship and
- improving communication of successes.
What steps can be taken to improve enthusiasm among team members?
Reinforce project objectives,
assess leadership style, and
observe team dynamics, etc.
What are the advantages - 4 - of using the project management process?
Efficient and provides improved:
communication,
planning,
estimates, and
control.
Why is it important to avoid the ‘99 percent completion syndrome’ in project management?
A project should not be closed until 100 percent completion.
What is the final step in the project management process after project closure?
Disbanding the project team.
What are the four main types of bonds in a construction project?
1) Bid bonds, 2) Payment bonds, 3) Performance bonds, 4) Ancillary bonds.
What do bid bonds guarantee in a construction project?
A bid bond is a legal agreement that guarantees a contractor will fulfill their obligations on a project.
What do payment bonds provide during a project?
Payment guarantee to suppliers of goods or services.
What do performance bonds guarantee in a construction project?
Contractor’s completion of project requirements within terms and timelines.
What do ancillary bonds support in a construction project?
Tasks/items within performance requirements not covered by performance bonding.
What should an initial budget be within if the estimator is experienced?
10 percent of final bid prices.
What is the purpose of budgetary estimates in PPS implementation?
To include a 10 percent to 20 percent contingency.
What is the estimated percentage of total project cost for installation in PPS projects?
40 percent to 50 percent.
What are the major types of procurement methods in the PPS cycle?
Request for Proposal (RFP), Invitation for Bids (IFB), Sole Sourcing (SS).
Who provides specific requirements in the Request for Proposal (RFP) process?
The customer, not the vendor.
What elements should be included in bid package procedures?
Operating and response procedures.
What are the design criteria for physical protection systems?
Ass and Bu
Co, Ca, Cu,
Fe, im, L-c C
Ma, Mo Op
Pe, Qu, Qu
Re Pr and
Sp Fe
Assessment and Budget, Codes, capacity, culture, features, image, life-cycle costs, maintenance, monitoring, operations, performance, quality, quantity, response procedures, special features.
What 4 documents are included in the bid package during the design phase?
Bidders Instructions,
Design Specifications,
Drawings and Schedules, and
Hardware Schedules.
What 3 aspects should a successful design of a physical protection system incorporate?
AA
SS and
OA
Architectural aspects,
security systems, and
operational aspects.
What are some examples of documents that professionals should submit as part of their bid package for security design?
PD
E D
D D
R D and
H S
Plan drawings,
elevation drawings,
detail drawings,
riser diagrams, and
hardware schedules.
What should be considered when designing operating procedures?
Ass
R P
P
C
and
R
Assessment,
response procedures,
prevention,
control, and
recovery.
What are the three elements in a model specification for security system design?
G
P
E
General, Product, Execution.
What is a Surety Bond in the context of security system design?
A three-party instrument providing coverage for failure to live up to contractual agreements.
What are the 6 deliverables from the maintenance, evaluation, and replacement phase?
TG
MP
R, U, OC and
R S
Troubleshooting Guides,
Maintenance Procedures,
Records, Upgrades, Operating Costs, and
Replacement Studies
What are the two main types of system maintenance mentioned?
Preventative Maintenance and Remedial Maintenance
What should the organization never have to pay for in terms of maintenance contracts?
The first year of equipment service or when any component is still under warranty
What should the single-maintainer philosophy aim to prevent?
Avoiding multiple vendors blaming each other over encountered issues
What are 7 considerations for deciding to replace a system mentioned in the notes?
Br and H M C,
St and Se Un,
R R and N T, and
L-C C A
Breakdowns and high maintenance costs,
standardization and service unavailability,
regulatory requirements and new technologies, and
life cycle cost analysis
What does a project entail based on the notes provided?
A TP with a UP, EGs, Re and a QRA
A temporary process with a unique purpose, explicit goal, resources, and a qualified risk analysis
What 4 activities are involved in Phase Four of the installation process?
SP
S and Su I,
S A and
S C
Site preparation,
system and subsystem installation,
system acceptance, and
system commissioning.
What is the purpose of training during the installation phase?
To train everyone involved in operating or maintaining the system.
What responsibilities does the installer have regarding false alarms?
To ensure false alarms and their causes are minimized.
What 4 criteria must the installer consider for security system installation?
Conduit installation,
wiring terminations,
battery backup, and
line supervision, etc.
What should be the minimum battery backup duration for security systems?
Four hours.
What is the maximum time delay for accessing intrusion detection system keypads?
15 seconds to disarm, 240 seconds maximum for entry.
What are the three elements essential for successful project management?
Pirates chart courses
Think of a pirate navigating the seas—they must Plan their route, Coordinate with their crew, and Control the ship to reach their treasure (or avoid danger).
What are the constraints a project manager must balance?
Scope, Cost, Schedule.
What 3 key skills should a project manager possess?
GM,
L and
TB
General management,
Leadership, and
Team building.
Why are weekly status meetings for the project team essential?
To discuss progress, status, and future goals.
What 5 things does the Project Scope Document include?
ES
O
S
C and
R
Executive summary,
Objectives,
Scope,
Costs, and
Risks.
What are the four basic stages of a project?
Feasibility,
Development,
Execution, and
Closeout.
What tools does a project manager use according to the notes?
T,
S,
D
Training, Software, Determination.
What is the importance of documenting during meetings?
To ensure discussed points are captured.
What is the significance of a ‘Lessons Learned Report’?
To document issues and improvements for future projects.
What is the correlation between project stages and lifecycle phases shown in a figure?
Feasibility matches Planning, Development matches Design and Estimating.
What is the primary difference between sole source procurement and IFB procurement?
Sole source uses only one vendor, while IFB seeks the lowest price from multiple vendors.
What 5 criteria are considered when selecting qualified vendors for bidding on a project?
Licensing requirements,
financial stability,
necessary personnel,
service history, and
relationships with manufacturers.
What is the purpose of a Request for Information (RFI) in the procurement process?
To gather information on the capabilities of prospective bidders and prequalify them.
How can an organization facilitate (3 ways) a fair evaluation of vendor proposals?
By using predetermined criteria,
assigning weights, and
establishing a balanced evaluation method.
What role does a bidder’s conference play in the procurement process?
To present potential bidders with installation problems and organization’s objectives.
