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PSPbyMJB > Chapter 4 > Flashcards

Chapter 4 Flashcards

1
Q

What are the components included in the project plan?

A

Requirement phase, draft requirements, final requirements, WBS, activities.

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2
Q

How are activities developed in a project plan?

A

Activities are developed from life cycle stages and deliverables.

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3
Q

What is the purpose of listing activities in a sequential order?

A

To show work tasks and how they must be accomplished.

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4
Q

Define ‘Contingency activities’ in project management.

A

Activities to mitigate obstacles for on-time completion.

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5
Q

Explain ‘Finish to start’ dependency in project management.

A

One task must finish before the next one can start.

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6
Q

How can the duration of a contingency event be calculated?

A

Duration of Contingency Activity x Probability of Occurrence.

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7
Q

What is the role of a Change Review Board (CRB) in projects?

A

Acts as a clearinghouse for project changes.

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8
Q

Why is it important to record everything in writing during project management?

A

For documentation, clarity, and accountability purposes.

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9
Q

What roles should be represented in a Project Team?

A

At least one from each functional area.

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10
Q

Why is it necessary to issue frequent status updates for stakeholders and management?

A

To keep them informed and engaged in the project progress.

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11
Q

What is a Commissioning Plan?

A

Details how the system is installed, upgraded, and commissioned.

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12
Q

When does commissioning occur in projects?

A

During new projects and upgrade projects.

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13
Q

What is the purpose of Standards Compliance Testing (SCT) in commissioning?

A

To ensure organizational and government standards are met.

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14
Q

What are the four main tests to test a system?

A

Pre-Delivery Test, Site Acceptance Test, Operational Reliability Test, Post-Implementation Test.

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15
Q

What is the ideal system availability percentage?

A

System availability of 99.99%.

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16
Q

How is operational availability (OA) calculated?

A

Tm/(Tm + Td) x 100 = OA, where Tm = Total Test Duration Time, Td = Total System Downtime.

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17
Q

What is the duration of a typical warranty period?

A

12 to 24 months, typically 12 months from final implementation.

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18
Q

What should a warranty include for hardware or software failures?

A

Repair, correction, or replacement of failed components.

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19
Q

What should vendor’s warranty include related to replacement parts?

A

Vendor should keep 5% of system cost as replacement parts.

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20
Q

What is expected in terms of service response times during the warranty period?

A

Service response times of four hours or less.

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21
Q

What key documents are produced in the planning stage of a project?

A

Critical business case documents.

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22
Q

What is the basis for approving a business case?

A

Return on Investment (ROI).

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23
Q

What does the Return on Investment (ROI) calculation determine?

A

Amount of revenue generated or potential loss reductions.

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24
Q

What types of assets are identified during the assessment stage?

A

Critical assets and supportive assets.

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25
Q

What tool can aid in assessing vulnerabilities in an organization?

A

Vulnerability Self-Assessment Tool (VSAT).

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26
Q

What are the three factors of risk that need to be considered during planning?

A

Risk type, probability of occurrence, and loss potential.

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27
Q

What are the objectives of the requirements document during the planning phase?

A

Identify reasons for security measures, critical success factors, and more.

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28
Q

What are the Phase One Planning deliverables for a project?

A

Risk assessment report, procurement method, budgetary estimates, and more.

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29
Q

What does the Design and Estimating phase involve in a project?

A

Documenting processes to support procurement of equipment and services.

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30
Q

Why is considering the design of an integrated system important?

A

To effectively defend against threats, vulnerabilities, and potential losses.

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31
Q

What steps should an organization follow to promote order and efficiency at a bidder’s conference?

A

Present agenda, identify guidelines, match project with objectives, discuss procurement process, conduct site tour, Q&A session, present minutes.

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32
Q

What criteria should be evaluated when analyzing potential bidders?

A

Compare against main features, review technological assets, assess life cycle cost, evaluate strengths based on competency criteria.

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33
Q

What questions should be asked when analyzing a bidder’s proposal?

A

Various questions including project objectives, feasibility, qualifications, capabilities, deliverables, milestones, manpower allocation, cost reduction, SOP inclusion, cultural fit, post-implementation support.

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34
Q

What quality assurance factors should be considered when selecting a vendor?

A

Equipment condition, national accreditation, technology currency, proximity of technician, parts availability, emergency service, capability, certification.

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35
Q

How can an organization determine the issuance of a contract when selecting vendors?

A

Consider life cycle cost, integrator’s financial stability, past references, vendor shortlist reduction, finalist interviews, minor deficiency mitigation.

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36
Q

What are the objectives of the procurement phase in a project cycle?

A

Objectives include holding a bidders conference, conducting technical and cost evaluations, reviewing interview and due diligence results, and issuing a contract.

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37
Q

What are the core elements of a Physical Protection System (PPS)?

A

Architectural elements, operational elements, security system elements (technology).

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38
Q

What are the three types of measures in PPS?

A

Preventative measures, corrective measures, detective measures.

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39
Q

What are the five steps in ensuring a properly installed PPS?

A

Assess and plan, create a conceptual design, complete construction documentation, build and negotiate, install and test.

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40
Q

What are the six phases in the PPS life cycle?

A

Planning, design and estimation, procurement, installation/operation/training, commissioning/warranty, maintenance/evaluation/replacement.

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41
Q

Why is flexibility important in a PPS?

A

Adversarial tactics and threats often change, requiring adaptations in the system design.

42
Q

What should be considered for disk space requirements in a video surveillance system?

A

Should be based on system parameters with 50% additional storage over original design.

43
Q

Why is it important to update documentation when operational procedures are revised?

A

To reflect the revision date and ensure information accuracy.

44
Q

What topics should be covered in a training program for physical protection systems?

A

System administration, alarm assessment, incident response, IT functions, and more.

45
Q

What could happen if personnel dealing with new technology in systems are poorly trained?

A

Loss of benefits from technology, increased costs, and potential danger.

46
Q

Why should training instructors for physical protection systems have certifications and credentials?

A

To ensure proper knowledge and expertise in training personnel.

47
Q

What are some examples of issues that may arise with a training program?

A

Quality of staff, time schedules, personnel involved, location, costs.

48
Q

What documents should be obtained from a training phase for physical protection systems?

A

Training materials, lesson plans, evaluations, schedules, and more.

49
Q

What is the process of ensuring system compliance with operational requirements?

A

Commissioning of the system through design, installation, testing, and operation.

50
Q

What are some obstacles that can hinder project activities?

A

Employee turnover, lack of materials, procurement bottlenecks, etc.

51
Q

What are the key pieces of information included in a formal change control process?

A

Date requested, Change Request number, Who requested the change, etc.

52
Q

How can project managers prevent management from losing interest in a project?

A

Revalidating sponsorship and improving communication of successes.

53
Q

What steps can be taken to improve enthusiasm among team members?

A

Reinforce project objectives, assess leadership style, observe team dynamics, etc.

54
Q

What are the advantages of using the project management process?

A

Efficient communication, improved planning, better estimates, more accurate control.

55
Q

Why is it important to avoid the ‘99 percent completion syndrome’ in project management?

A

A project should not be closed until 100 percent completion.

56
Q

What is the final step in the project management process after project closure?

A

Disbanding the project team.

57
Q

What are the four main types of requirements in a construction project?

A

1) Bid bonds, 2) Payment bonds, 3) Performance bonds, 4) Ancillary bonds.

58
Q

What do bid bonds guarantee in a construction project?

A

Bidder genuineness and execution of the agreement for a specific contract.

59
Q

What do payment bonds provide during a project?

A

Payment guarantee to suppliers of goods or services.

60
Q

What do performance bonds guarantee in a construction project?

A

Contractor’s completion of project requirements within terms and timelines.

61
Q

What do ancillary bonds support in a construction project?

A

Tasks/items within performance requirements not covered by performance bonding.

62
Q

What should an initial budget be within if the estimator is experienced?

A

10 percent of final bid prices.

63
Q

What is the purpose of budgetary estimates in PPS implementation?

A

To include a 10 percent to 20 percent contingency.

64
Q

What is the estimated percentage of total project cost for installation in PPS projects?

A

40 percent to 50 percent.

65
Q

What are the major types of procurement methods in the PPS cycle?

A

Request for Proposal (RFP), Invitation for Bids (IFB), Sole Sourcing (SS).

66
Q

Who provides specific requirements in the Request for Proposal (RFP) process?

A

The customer, not the vendor.

67
Q

What elements should be included in bid package procedures?

A

Operating and response procedures.

68
Q

What are the design criteria for physical protection systems?

A

Codes, quality, quantity, budget, capacity, performance, features, life-cycle costs, operations, culture, image, special features, maintenance, monitoring, assessment, and response procedures.

69
Q

What documents are included in the bid package during the design phase?

A

Bidders Instructions, Design Specifications, Drawings and Schedules, Hardware Schedules.

70
Q

What aspects should a successful design of a physical protection system incorporate?

A

Architectural aspects, security systems, and operational aspects.

71
Q

What are some examples of documents that professionals should submit as part of their bid package for security design?

A

Plan drawings, elevation drawings, detail drawings, riser diagrams, hardware schedules.

72
Q

What should be considered when designing operating procedures?

A

Assessment, response procedures, prevention, control, recovery.

73
Q

What are the three elements in a model specification for security system design?

A

General, Product, Execution.

74
Q

What is a Surety Bond in the context of security system design?

A

A three-party instrument providing coverage for failure to live up to contractual agreements.

75
Q

What are the deliverables from the maintenance, evaluation, and replacement phase?

A

Troubleshooting Guides, Maintenance Procedures, Records, Upgrades, Operating Costs, Replacement Studies

76
Q

What are the two main types of system maintenance mentioned?

A

Preventative Maintenance and Remedial Maintenance

77
Q

According to the course notes, what should the organization never have to pay for in terms of maintenance contracts?

A

The first year of equipment service or when any component is still under warranty

78
Q

What should the single-maintainer philosophy aim to prevent?

A

Avoiding multiple vendors blaming each other over encountered issues

79
Q

What are some considerations for deciding to replace a system mentioned in the notes?

A

Breakdowns, high maintenance costs, standardization, service unavailability, regulatory requirements, new technologies, life cycle cost analysis

80
Q

What does a project entail based on the notes provided?

A

A temporary process with a unique purpose, explicit goal, resources, and a qualified risk analysis

81
Q

What activities are involved in Phase Four of the installation process?

A

Site preparation, system and subsystem installation, system acceptance, and system commissioning.

82
Q

What is the purpose of training during the installation phase?

A

To train everyone involved in operating or maintaining the system.

83
Q

What responsibilities does the installer have regarding false alarms?

A

To ensure false alarms and their causes are minimized.

84
Q

What criteria must the installer consider for security system installation?

A

Conduit installation, wiring terminations, battery backup, line supervision, etc.

85
Q

What should be the minimum battery backup duration for security systems?

A

Four hours.

86
Q

What is the maximum time delay for accessing intrusion detection system keypads?

A

15 seconds to disarm, 240 seconds maximum for entry.

87
Q

What are the three elements essential for successful project management?

A

Planning, Coordinating, Controlling.

88
Q

What are the constraints a project manager must balance?

A

Scope, Cost, Schedule.

89
Q

What key skills should a project manager possess?

A

General management, Leadership, Team building.

90
Q

Why are weekly status meetings for the project team essential?

A

To discuss progress, status, and future goals.

91
Q

What does the Project Scope Document include?

A

Executive summary, Objectives, Scope, Costs, Risks.

92
Q

What are the four basic stages of a project?

A

Feasibility, Development, Execution, Closeout.

93
Q

What tools does a project manager use according to the notes?

A

Training, Software, Determination.

94
Q

What is the importance of documenting during meetings?

A

To ensure discussed points are captured.

95
Q

What is the significance of a ‘Lessons Learned Report’?

A

To document issues and improvements for future projects.

96
Q

What is the correlation between project stages and lifecycle phases shown in a figure?

A

Feasibility matches Planning, Development matches Design and Estimating.

97
Q

What is the primary difference between sole source procurement and IFB procurement?

A

Sole source uses only one vendor, while IFB seeks the lowest price from multiple vendors.

98
Q

What criteria are considered when selecting qualified vendors for bidding on a project?

A

Licensing requirements, financial stability, necessary personnel, service history, and relationships with manufacturers.

99
Q

What is the purpose of a Request for Information (RFI) in the procurement process?

A

To gather information on the capabilities of prospective bidders and prequalify them.

100
Q

How can an organization facilitate a fair evaluation of vendor proposals?

A

By using predetermined criteria, assigning weights, and establishing a balanced evaluation method.

101
Q

What role does a bidder’s conference play in the procurement process?

A

To present potential bidders with installation problems and organization’s objectives.

PSPbyMJB (14 decks)

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