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Project Management > Course 2 > Flashcards

Course 2 Flashcards

1
Q

_______ is the first phase of a project and begins after a problem or opportunity is identified

A

initiation

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2
Q

______ the project manager ask questions to the stakeholders, perform research to identify project goals, determine resources and documenting clear components of a project

A

during the initiation phase

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3
Q

a proper initiation should conduct a _______ to ensure the benefits of the project outweigh the costs.

A

a cost analysis

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4
Q

what determines the benefits by identifying values, cost-effectiveness, earning, time efficiency, and the way to improve user experience?

A

cost analysis

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5
Q

a _________ determines the costs by indicating the time spent by ppl as well as one time, ongoing and long-term costs

A

cost analysis

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6
Q

6 key components for project initiation:

A

1.) goals
2.) scope
3.) deliverables
4.) success criteria
5.) stakeholders
6.) resources

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7
Q

_____ determines what to do and try to achieve it with senior company leaders

A

goals

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8
Q

the process of defining the work to complete the project is called the ______.

A

scope

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9
Q

______ are tangible and/or intangible products and services to deliver

A

deliverables

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10
Q

________ is the criteria for measuring how successful a project was in reaching the goals

A

success criteria

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11
Q

_____ are decision makers that determines the goals, scope, deliverables and success criteria. it’s important to understand their needs and ensure that all of them agree with the goals

A

stakeholders

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12
Q

budget, people, materials and other items are _____.

A

resources

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13
Q

a ______ is a document that contains all the details of the project.

A

project charter

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14
Q

________ includes:

1) minimizing risks and maximize gains for projects and organizations

2) clear communication between stakeholders and executives and keeping the project on track

3) help reduce biases and keep stakeholder self-interest from influencing decisions because cost analysis uses objective data

A

the benefits of a cost-benefit

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15
Q

the process of calculating costs and benefits is ______.

A

calculating ROI or return of investment

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16
Q

to determine a projects ROI is to compare the upfront and ongoing costs to its benefits overtime

A
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17
Q

(G-C) ÷ C = ROI

A

G = financial gains expected from the project
C = the upfront and ongoing costs of your investment in the project

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18
Q

______ is the desired outcome of a project.

A

a project goal

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19
Q

_____ is clear and measurable

A

a well-defined goal

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20
Q

____measure and recognize the project’s impact to know whether you’ve accomplished the project

A

project deliverables

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21
Q

ask questions about what the deliverables should be and everyone should share their vision and expectations of the deliverables so everyone is on the same page

A
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22
Q

SPECIFIC
MEASURABLE
ATTAINABLE
RELEVANT
TIME-BOUND

A

SMART goals

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23
Q

SMART methods are used to evaluate the project’s goals.

A
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24
Q
  • the desired accomplishments
  • the reason behind the goal
    specific purpose or benefit
    people who are involved
  • recipients (employees, customers, the community?)
  • where to deliver the requirements and constraints
A

specific goals

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25
Q

_____ determine that the goals were objectively met

  • to track progress and stay motivated
  • uses metrics, numbers or figures used to measure goals
  • benchmarks or points of reference is to make sure metrics are accurate
A

measurable goals

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26
Q

attainable goals:

A
  • how can it be accomplished? can it be reasonably reached?
  • a challenging goal promotes growth but not too extreme so that it can be attained
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27
Q

should match the org’s goals, priorities and values and should be worthwhile

timing, both the amount of time to complete the project and to sustain the project overtime under changing budget and audience who use the products has big impacts

A

relevant goals

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28
Q

the goal has a deadline refers to a ______.

A

time-bound

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29
Q

OKRs or ________ refers combine a goal and a metric to determine a measurable outcome

A

objective and key results

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30
Q

1.) help establish and clarify goals or objectives for an organization, dept., project or person.
2.) breakdown and clarify the components of the SMART goals rather than uniting everything
3.) combine a goal and a metric to determine a measurable

A

OKRs

31
Q

_______the ways for knowing whether the objective has been met/achieved

A

key results

32
Q

organizations set OKRs at 3 levels:

A

1.) company/organization level
2.) department/team
3.) project

33
Q

____is less specific and more aspirational than _____

A

OKRs; SMART

34
Q

______ tend to measure a single metric, such as profitability or quality

A

SMART

35
Q

set SMART goals annually; OKRs on a quarterly or monthly cycles, which makes them more agile than SMART goals

A
36
Q

a project scope

A

defines all details of the project; everything should be either included or excluded

37
Q

what are tasks included in the project plan and contribute to the project’s goal?

A

in-scope

38
Q

what are tasks that are NOT included in the project plan and don’t contribute to the project’s goal?

A

out-of-scope

39
Q

a project manager’s role is to set and maintain firm boundaries to avoid tasks that are out scope

A
40
Q

_____ refers to changes, growth, and uncontrolled factors that affect a project’s scope at any point after the project begins

A

scope creep

41
Q

if you’re working on a project with one main customer, the customer might request changes, or the business environment around you might shift, or the underlying technology you’re using might change.

which source of scope creep is this example?

A

external

42
Q

a product developer will justify a decision on the grounds of making the product better, even though it’s going to cost more, or a team lead might decide that a certain process is more efficient without realizing the impact the change in process will have on other team members tasked with different parts of the project.

which source of scope creep is this example?

A

internal

43
Q

a tool to decide if the change in scope is acceptable. it helps in understanding the impacts. 3 most significant elements in the model includes:

project scope
time (schedule and deadline)
cost (budget, resources and ppl who will work)

A

the triple constraint model

44
Q

changing one constraint will affect the other two; thus, it is essential to prioritize among scope, time, and cost.

A
45
Q

________ is delivering the final result to the client or user, and it doesn’t indicate success.

A

a project launch

46
Q

to measure the success using success criteria established at the outset of the project is ______

A

project landing

47
Q

the standards to measure whether the project has met the goals, deliverables, requirements and expectations, which will be judged after delivering it to the stakeholders and customers

A

success criteria

48
Q

success criteria is a method for measuring success that includes:

A
  • all details of goals and deliverables
  • guides you to know whether the project attained its intended outcomes
  • sets standards for how a project will be judged
49
Q

people who are interested in and affected by the project’s completion and success are called _____.

A

stakeholders

50
Q

what are tools that help clarify roles and responsibilities and prevent confusion on who takes ownership of which tasks?

A

stakeholder mapping and analysis and RACI charts

51
Q

project sponsors:

A
  • accountable for the project
  • ensures the project delivers the agreed upon value
  • vital leadership
  • funds the project sometimes
  • may have direct communication with key stakeholders and managers
52
Q

team members:

A
  • heart of operation
  • perform the day to day work
  • make the project happen
53
Q

customers:

A
  • ppl who get value from a successful landed project
  • their needs define the requirements
  • can be considered as buyers
54
Q

users:

A

uses the product

55
Q

primary stakeholders:

A

stakeholders involved in the project and benefit directly from the project

56
Q

secondary stakeholders:

A

stakeholders that are indirectly impacted
ex. contractors or members of a partner organization

57
Q

a visual representation of all stakeholders involved directly or indirectly is called _______.

A

a stakeholder analysis

58
Q

3 key steps of a stakeholder analysis:

A

1.) list stakeholders
2.) interest and influence on the project
3.) asses their availability to the project

59
Q

________measures the power and actions of a stakeholder while ______measures the effect of the project on their needs

A

influence; interest

60
Q

______ a two-way grid used for analysis to determine the stakeholders roles based on position on the grid. thus, a project manager knows how to manage stakeholders

A

a power grid

61
Q

_____has the authority to change and approve budget and timeline or scopes

A

a steering committee

62
Q

what is the process of involving stakeholders to have an agreement about the organization’s future?

A

stakeholder buy-in

63
Q

RACI chart includes:

A
  • responsible: doing the work to complete the task
  • accountable: ensuring the work gets done
    consulted: giving feedback
  • informed: needing to know the final decisions
64
Q

resources are important to achieving a project. it includes:

A
  • budget
  • people
  • materials
65
Q

______ is needed to gather information and keep track of it.

A

documentation

66
Q

benefits of documentation:

A
  • ensures transparency and clear communication
  • sets the stages for the project
  • communicate answers to key questions
67
Q

what are 2 types of documentation that track details and keep stakeholders informed?

A

project proposal and project charter

68
Q

______ persuades a stakeholder to begin a project?

A

a project proposal

69
Q

______ clearly defines the project and outlines the necessary details needed to reach its goals.

A

a project charter

70
Q

productivity tools:

A

word processing tools like Microsoft Word and Google docs, spreadsheets, presentations

71
Q

collaboration tools:

A

email and chat

72
Q
  • create shared documents
  • meeting agendas
  • status updates
A

productivity tools

73
Q
  • versatile
  • make RACI charts
  • project plans
  • other charts
A

spreadsheets

74
Q
  • powerpoint
  • keynote
  • google slides
  • good to package a project in a visual digestible way
A

presentations

Project Management (5 decks)

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