Chapters 8- 16 Flashcards
What is Enterprise Environmental Factors
Environmental Enterprise Factors directly or indirectly influence the management of the project and come from outside the project:
Examples:
Rules and policies
Regulations and laws
Anything you must do for the project
What are internal enterprise environmental factors?
These are factors that Directly or Indirectly influence the management of the project and come from outside the project:
Examples:
Org culture-
The physical location of resources and facilities-
Equipment facilities tools communication channels
IT software-
Resources availability-
What are External enterprise environmental factors?
Factors outside the organization that can influence the success or failure Of a project
Examples:
Marketplace conditions the marketplace you operate within
Cultural influences and issues the political climate customer perceptions and news
Laws and regs
Commercial databases
Academica research
Government and industry standards
Financial-
Physical enterprise environmental factors-weather and the environment where the project is taking place
What are Organizational Process Assets (OPAs)?
Leveraged historical information/ resources within an org to aid the project.
Another way of thinking about it is like a framework.
Can be taken from a prior project historical process and used to repurpose it for the next the project
What are Common Organizational Process Assets
Standards, policies and organizational procedures
Standardized guidelines and performance measurements
Templates for project documents
Guidelines for adapting project management processes
Financial tools for purchasing, accounting codes and procurement processes
Communication requirements such as standard forms procedures and reports
Processes for project activities such as change control, closing communications, financial controls and risk control procedures.
Project closing procedures for acceptance, product validation and evaluations
What are some Internal Processeses for Project Management?
Writing framework of best practices
How your org manages projects
Can be enterprise environmental factors or org process assets
What is Initiating and Planning in project management
Criteria for tailoring the standard processes and procedures
How much can I tailor the process and who approves those changes
What are Organizational Standards?
Humans resources policies, Health and safety policies, Security and confidentiality policies, Quality policies, Procurement policies Environment policies
Product and project life cycles Procedures project management methods, Estimation, metrics, Process Audits, Improvement targets, Checklists, Standardized Process Definitions.
Templates such as project management plans project documents project register
Report Formats
Contract Templates,
Risk Categories,
Risk Templates
Pre Approved supplier lists and various types of contractual agreements
What is Executing, Monitoring, and controlling in project management
Change Control Procedures
Procedures to Modify Project Documents
Traceability metrics
Financial Controls Procedures
Issue and defect management procedures
Resource availability control and assignment management
Organizational Communication Requirements
Standardized guidelines
What are Organizational knowledge repositories
It is how do we take the past knowledge from past projects and apply it and Use it on our current projects .
Cataloging Archiving Retrievable OPAs are part of knowledge repositories Archive at closure
Examples:
Project Files from past projects
Historical information and lessons learned
Issue and defect databases
Configuration management databases
Financial databases
What was the estimate and what was the actual
This can help later.
What are Organizational Systems:
Provide structure, governance, Permissions
Work authorization
What's the handoff and who does it go to
Email
Meeting
Paperwork
Employee discipline
Defined by organizational managementWhat is System Dynamics:
Relationship between components
Departments
Projects
Management and employees
Bureaucracy
Politics
PoliciesWhat are Frameworks:
Governance
Rules that govern the program, org, project. Rules that must be followed
How to operate within a system?
Frameworks
The organizational structure
What are the boundaries of the organization
What is Governance Framework
Rules and organizational policies Procedures for activities How do you go about procurement Cultural norms Systems and processes
Framework influences how:
Objectives are set and achieved
Performance is Optimized
What are the indicators that you are doing well?
Time Cost Scope Quality Risk
How is Performance optimized?
Coaching
Trend analysis
What is Governance in the Management Elements
Governance: Profiles, Programs Projects
Common governance shared among all endeavors
Alignment
Risk
Performance
Communications
Each organization must create and tailor governance
What are the Management Elements of Governance?
Division of work
Load balances
Authority to perform work
Certifications
Responsibility to perform work
Disciple of action
Unity of Command
Who’s really in charge
Unity of Direction
Dependent on the organizational structure
Organization goals take precedence over individual goals
Paid fairly
Optimal use of resources
Clear communication channels
Who reports to who
Right materials to the right person for the right job at the right time
Fair and equal treatment of people in the workplace
Clear security of work positions
Safety of people in the workplace
Open contribution to planning and execution by each
person
Optimal morale
What are the organizational and Project management types?
Completing Projects for others
Client-Vendor relationships
Completing projects internally through a system
Management by Projects
Completing projects as needed
Lack of project support systems
Customers can be internal or external
Customers pay for the project
And/or receive benefits
What are Organizational Structure Factors:
Organizational objectives alignment
Based on how the organization achieves goals
Structure by capabilities
Set up by Department
Helps with control and effectiveness of
Control, efficiency and effectiveness
Escalations of decisions
Scope of authority
Simplicity of design
Don’t want to engineer
Delegation capabilities
Accountability
Who is accountable for decisions
And will it come back to you
Responsibility
Adaptability
Efficiency
Cost
Physical locations
Clear Communications
What are Organizational Structure types?
Organic (Simple) Structure Functional Organizations Multidivisional Structures Weak Matrix Balanced Matrix Strong Matrix
What are the characteristics of an Organic (Simple) Structure?
Workgroups within the organization are flexible
People work alongside one another regardless of their roles in the organization
The Project Manager may have little to no authority over the project resources
Resources dedicated to the project are low
No full-time staff just as needed
The owner of the organization will be the individual in charge of the budget
Unlikely that there any administrative staff to help the project manager
No forms or reports or templates
What are the characteristics of a Functional Organizations?
Sometimes called centralized organizations
Clear Divisions of business units
Project managers in a functional organization
Little authority and little autonomy
Report to a functional manager
Project coordinators or team leaders
Part-time role
Little or no administrative staff
Functional managers manage the project budget
What are the characteristics Multidivisional Structures
Replication of functions for each division
Similar to the functional organization
The project manager will have little authority
Project coordinator
Resources for the project will be part-time
Could be a part-time admin staff
The functional manager manages the project budget
What are the characteristics of Weak Matrix
The team has a blend of departmental and project duties
Project Manager
Limited authority
Management of a part-time project team
Part-time
Project coordinator or team leader
Part-time administrative staff
A functional manager manages the project budget
What are the characteristics of Balanced Matrix?
Project Manager
Low to moderate amount of authority
Management of a part-time project team Part-time role as project manager May have part-time admin staff to help expedite the project
Project manager and functional manager share management of the project budget
What are the characteristics of Strong Matrix
?
Project Manager
Moderate to a high level of power
Management of a part-time to nearly full-time project
team
Full-time role as a project manager
Full-time admin staff to help expedite the project
The project manager manages the project budget
What are the characteristics of a Project-Oriented matrix
Groups employees, collocated or not, by activities on a project
Project manager:
Complete or close to complete, power
High Level of autonomy over projects
Work full time on the project with their team
A full-time administrative staff
Manages the budget
What are the characteristics of a Virtual Organization
Utilizes a network structure within the organization
Points of contact represent the different departments
Communication can be a challenge
The project manager has low authority over the project team
Shares authority over the project budget with the functional manager
The project manager could be full time or part-time
Project team members are likely to be part-time
Administrative staff for the project could be part-time of full time
What are the characteristics of a Hybrid matrix
Composite structure
Blend of other org types
Usually associated with Special Projects
Project manager unique to the structure
What are the characteristics of a Project Management Office (PMO)?
PMO organizes and manages control overall projects
Program Management office
Project office of a program office
Uniform approach for all projects
PMO can help project managers share resources across projects
Offer coaching and communication
Change Control and Stakeholder Management
Help resolve issues
What are the Different Types of Project Management Offices (PMO)
Project Management Office
Directive PMO- most control
Controlling PMO-moderate control
Supportive PMO- low control
What is a Directive PMO?
Most Control
The project manager is part of the PMO
Manages and controls all projects
PMO Control is high
What is a controlling PMO
Moderate control
Defines project governance Required templates and forms Defined project management activities Communication requirements PMO control is considered moderate
Supportive PMO
Low control
Offers Advice Best Practices Lessons learned Forms and Software Project information from similar projects
What is the role of the project manager?
Manages things, lead people to the conclusion
Project Manager Communicates
Project Managers Negotiate
Project Manager Problem Solve
What is the project manager’s sphere of influence?
This a two way street of influence one can influence the other with different controls and parameters set by both the PM and Stakeholders
What groups and persons can be considered for stakeholder influences?
Project Team:
Leads and directs the team
Organizational Managers:
Work with the manager to access resources
Functional manager can have an influence on the
project
Project management office:
work with the project management office
Steering committee:
Report on the project status and progress
Choose the project
Set the vision
Set the KPIs that work will be evaluated
How do you influence the project as a PM?
Communication skills
Positive attitude-project leadership
Not combative but can state the problem
Happy
What is the influence that the organization can have on the PM?
Organization Characteristics
Policies
Modes of operations
Underlying culture
Political alliances
How much political capital do I have
Differing Motivations
Conflicting interests
Power Struggles
What do you have to consider to manage Social, Economic, and environmental project Influences?
Marketplace and economic conditions
Environmental concerns and regulations
The social view of the project and its outcomes
Consider International Influences
Culture
Language
Economic models
Regulations and laws
Social Influences
What are the four cultural and Industry Influences we need to consider when it comes to influencing?
Current trends and practices
Org culture
Culture at large
Project management communities
Within company
Within Industry
Project management education
How can I be a better PM in my industry?
Application areas
How does it affect the culture?
What are the three types of skills needed for technical projects?
Apply Project management knowledge
Initiate
Plan
Get to complete
Knowledge areas are technical project skills
Think about what you do to define the scope,
schedule and cost
Business skills and business expertise
What are the Critical Project Management Skills?
Critical project success factors Schedule management Selected financial reports Issue Log maintenance Tailor techniques and methods Plan thoroughly and prioritize Manage schedule, cost, resources, and risks
How Do I stay relevant in my industry?
Product and technology development
New and changing market niches
Standards
Project management
Quality management
Information security management
Technical support tools
Economic forces that impact the immediate project
Influences affecting the project management discipline
Process Improvement and sustainability strategies
What Business knowledge skills do we need to know?
Strategy
Explain essential business aspects of a project
Explain how the strategy, tactics and the objectives of the project support the org
Team
Work with the project sponsor, team and SMEs (Subject Matter Experts
Value
How does the project support business value.
Opportunities
What Business Organization skills do we need to know
Strategy
Mission
Goals and objectives and how do I support that
Products and services
Operations How does the project affect operations Market conditions Is there a downturn or upturned market Time to market factors Do we need something fast?
Competition
What Project Management and Business skills do we need to know
Risks and issues
Financial implications
Cost-benefit analysis: net present value, return on investment
Business value
Benefits realization expectations and strategies
Scope, Budget, Schedule and quality
What are the different Power types we can utilize for influence?
Positional Power Informational Power Referent Power Situational Power Personal or Charismatic Power Reward power Ingratiating Power Pressure based Power Guilt-based Power Persuasive Power Avoiding Power
What are the differences between leadership and management?
Leadership is about aligning and motivating
Leadership is more emotional intelligence
Leadership is inspiring people to work together to achieve great things
Management is getting things done
Management about business skills
What makes a good leadership personality
Authentic Courteous Creative Cultural Emotional Intellectual
What are the different Leadership Personalities?
Managerial Political Service-oriented Social Systemic
What are the 7 essential leadership skills
Guide
Lead people to results
Negotiate
Fair and balanced results
Communicate
90% of project management
Think
Critical thinking is a skill
Motivate
Inspire and direct the project team
Resilience
Work through issues
Solve
Solve problems and has quick wins
Interpersonal
Approachable and friendly
What are the important skills to deal with people?
Stakeholders are people
People skills = Soft Skills
More commonly known as Emotional intelligence
Understanding Emotion and behavior
Control emotions and responses
Influence other’s emotions
What is important when it comes to leadership communication?
- 90% of project management is communication
- Managing expectations
- Accepting feedback
- Offering constructive feedback
- Asking and listening
What is important to focus on on leadership project management?
-Prioritizing work by reviewing and adjusting
-Creating a prioritization method that works for the project
-Differentiating high-level strategic priorities
-Vigilance on primary project constraints
-Flexible on tactical priorities
-Fail fast and often
Find out if this works now not later
Manages Massive amounts of Information
What are the six leadership styles?
- Transactional
- Servant leadership
- Laissez-Faire Leadership
- Transformational
- Charismatic
- Interactional
Why is transactional leadership important?
In all honesty, transactional leadership in no way seems helpful. It seems like the motivation is making the job. Do your job because your getting paid, it seems like that of any other job.
Find out more information here
Why is rewards and punishments leadership important?
Rewards and punishments emphasize the goals of the project and rewards and provide disincentives for the project team. It can drive competition which can foster competition and force people to do/better and force innovation. Maybe. Competition does not foster teamwork though.
Why is servant leadership important?
Focus on the needs of the project team and the people served.
Mostly associated with scrum and agile
Focus on putting others first and the needs of the team to succeed.
Servant Leaders provide opportunities for growth, education autonomy within the project, and the well-being of others.
What is laissez-faire leadership?
A hands-off approach to project decisions.
The project team makes decisions and creates goals.
Leadership can appear absent
Provide autonomy but can lack direction
Why is transformational leadership important?
It inspires change through inspiration and motivation.
Aim to empower the project team to take action, be innovative in the project work and accomplish through ambition.
This could lead to unrealistic expectations you can’t expect people to want to put their all into something they are not passionate about.
Why is charismatic leadership important?
The charismatic leader inspires the team and helps them achieve the project goals.
Who doesn’t want to follow someone easy to follow?
It’s easier to follow someone who isn’t a drag on energy.
And can help to coach or lead a team to realize that they can do more than think they can.
Why is interactional leadership important?
This is important because this is based on experience and knowledge and passing on that knowledge to motivate the team to take action. They are excited about the project work. Yet stills holds the team accountable for their actions when they mess up. It’s to coach in a way that shows what went wrong but also how to improve. At least that’s the way I think of coaching.
Why is performing integration important?
It is important because this is the way we can determine if the project is aligned with the goals of the business. If it is not then we should drop the project and move on to something else quickly.
Integration addresses how the project is integrated with the goals tactics and vision of the org
Integration at this level means working with the project sponsor to ensure that the goals and objectives of the project mesh with the goals and objectives of the organization
If not then drop the project.
Projects must support the broader vision and purpose of the organization
Projects must support the broader vision and purpose of the organization or the project likely isn’t contributing to business value and may have challenges garnering support within the organization
Why is process-level integration important?
&
what is process-level integration?
It is important because it is how we implement processes into other processes and is the interrelationships among processes. So in short how do we go from one phase to the next?
What is Cognitive level integration?
Involves a deep understanding of all of the processes the skills and the tools to drive project success.
Experience of the project manager Insight Leadership Ability Mastery of the knowledge areas
What is context level integration
Level of integration is where we’re changing the way a process is used, given a different context, situation or scenario.
Changing times Social networking virtual teams insights to look into evolving project landscapes Benefits and disruptions
