Common ITTOs

Question 1

What is an OPA?

Answer 1

• Organizational Process Assets
• Information, policies, procedures, documents, or knowledge bases
• Examples: project templates, software tools, previous lessons learned, historical information, project closure guidelines, risk control procedures, change control procedures, Issue & Defect Management Procedure

Question 2

What is/are EEF?

Answer 2

• Enterprise Environmental Factors
• Influence the organization, the project, and its outcome
• Can enhance or constrain project management options
• May have - or + influences on the outcomes

Question 3

External EEF Examples

Answer 3

• Government Standards (such as how to develop or test a drug)
• Commercial Databases
• Legal Restrictions
• Financial Considerations

Question 4

Internal EEF Examples

Answer 4

• Organizational structure and governance
• Organizational culture
• Risk appetite of Org. and of Stakeholders
• IT Software
• Infrastructure (Physical facilities)
• Resource Availability
• Employee Capability

Question 5

3 Categories of Documents According to PMBOK

Answer 5

• Business Case Doc.
• Project Doc.
• Project Management Plan

Question 6

What is the Project Management Plan?

Answer 6

• Defines how project is executed, monitored and controlled, and closed
• Includes but not limited to 18 components

Question 7

Describe “Expert Judgement”

Answer 7

• Tool for planning process
• Includes hiring an SME or expert with specialized knowledge or training to help plan or conduct a process

Question 8

Describe “Data Gathering”

Answer 8

• Tool for getting data before producing an output during a particular process
• Brainstorming, Interviews, Focus Groups, Checklists, Questionnaires & Surveys

Question 9

Methods of Data Analysis

Answer 9

• Alternative Analysis
• Root Cause Analysis
• Variance Analysis
  Trend Analysis

Question 10

Alternative Analysis

Answer 10

• Involves looking at different options or ways to accomplish something

Question 11

Root Cause Analysis (RCA)

Answer 11

• Used to identify the main underlining reason for particular event

Question 12

Variance Analysis

Answer 12

• Used during Monitor & Control Process group
• identifies the exact differences between different parameters

Question 13

Trend Analysis

Answer 13

• Used during Monitor & Control Process
• Helps identify if a particular trend is forming over a period if time

Question 14

Describe “Data Representation”

Answer 14

• Different tools used to illustrate data to stakeholders
• Charts, matrixes, and diagrams
• Ex: Flowcharts, Fishbone Diagrams, Histograms

Question 15

Describe “Decision Making”
What are the 3 Tools for this?

Answer 15

• Tools used to make decisions with data
• Methods: Voting, Multi-criteria decision analysis, and Autocratic decision making

Question 16

Multi-criteria Decision Analysis (Matrix)

Answer 16

• A tool that lists different types of criteria and then evaluates an idea based n those criteria
• Hint: I made this for Project Intake Process, QMO Portfolio Manager Risk & Impact Assessment

Question 17

Describe “Interpersonal & Team Skills”

Answer 17

• People Skill…the most important tool in project management
• Methods:
• Active listening
• Conflict Management
• Facilitation
• Meeting management

Question 18

Facilitation

Answer 18

• The art of managing a group to work for itself and not against itself
• Bringing a group together, generating ideas, solving problems, and dissipating the team

Question 19

Meeting Management

Answer 19

• Includes having an agenda, inviting the right stakeholders, setting a time limit, and following up with meeting minutes and action items
• Meetings are not value adding time

Question 20

Describe effective use of “Meetings” as a tool

Answer 20

• Create an agenda, distribute it to all before the meeting
• Time all meetings with start & finish times
• Make sure meetings stay on topic
• Ensure that all attendees have input to the topics
• Distribute detailed meeting minutes once the meeting is complete

Question 21

What is a “PMIS”?

Answer 21

• An automated project management information system
• Example: Microsoft Office Suite
• May include a work authorization system so that the work is done in the right order
• May include configuration management system to ensure that different components of projects are being configured correctly

Question 22

What is a “Change Request”?

Answer 22

• A proposal to change a document, deliverable, or baseline
• Includes Corrective Actions, Preventive Actions, and Defect repairs
• An output

Question 23

Describe “Corrective Action”

Answer 23

• Steps taken to ensure that a project is back on track
• Change Request to remove work
• Change Request to increase budget

Question 24

Describe “Preventative Action”

Answer 24

• Steps put in place to ensure project stays on track

Question 25

Describe “Defect Repair”

Answer 25

• work done to fix a broken component on a project
• Example: Network switch memory fails on a network upgrade

Question 26

Describe “Work Performance Data”

Answer 26

• An output of executing process and can be input for Monitoring & Controlling process
• Raw data on work performance
• Not useful by itself
• Example: “I painted 2 rooms and it took 2 hours and it cost $200” (this doesn’t tell you about the project health)

Question 27

Describe “Work Performance Information”

Answer 27

• Usually an output of most Monitoring & Controlling processes
• Includes information of the work that was performed compared to the plan
• Gives the actual status of the deliverables

Question 28

Work Performance Report or Status Report

Answer 28

• The overall status of the project and not a single part
• Created from work performance information, which was obtained from comparisons of work performance data and

Question 29

Significance of “Updates”

Answer 29

• A catchall term applied to all project documents
• If an input is an artifact, the output can be that same artifact but now updated