Day 3 Flashcards
What are the two most important plans for the scope?
Requirements Management Plan (foundation of scope)
Scope Management Plan
What is the key aspect of the critical path?
Longest path and shortest time to complete your project
Float of zero
Two techniques used to protect activities that are a part of the critical path?
Resource leveling and resource moving
What does integration management mean?
Coordinate all different areas of the project.
✓ Assessment and coordination of all plans and activities that are built, maintained, and executed throughout a project.
✓ A holistic, integrated view ties plans together, aligns efforts, and highlights how they depend on each other.
✓ An integrated view of all plans can identify and correct gaps or conflicts.
✓ A consolidation of the plans encapsulates the overall project plan and its intended business value.
What is a project management plan?
The document that describes how the project will be executed, monitored,
controlled, and closed.
The glue that keeps everything together and covers every area of the project.
What are Project Integration Management Processes?
Projects and project management are integrative by nature. This is an
overview of the processes that project managers need to know.
Also know that:
✓ These processes overlap and interact with each other.
✓ The links among these processes are often iterative.
What is a Project Management Information System (PMIS)?
An information system e.g. Microsoft Project consisting of the tools and techniques used to gather, integrate, and disseminate the outputs of
project management processes.
The PMIS enables quick and efficient work.
What are project management plan components?
Baselines (Scope, Schedule, Cost)
Subsidiary Plans (Scope, Requirements, Schedule, Cost, Quality, Resource, Communications, Risk, Procurement, Stakeholder)
Additional components include:
Project Processes
Work Explanation
Agile Project Plan
Project approach
Change Management Plan
Configuration
Management Plan
Management Reviews
What do the project management plan components do for you?
✓ These are a combination of essential and supporting processes used to run a project.
✓ Ensure the essential plans and processes are in place.
✓ Adapt and tailor the supporting plans and processes to your project.
✓ Consider the needs of the project to determine which components of the project management plan are needed.
What are the Project Management Plan Tools and Techniques?
✓ Use expert judgment to make critical decisions.
✓ Use meetings to facilitate communication and understanding.
✓ Gather data to understand the project
✓ Leverage interpersonal and team skills to be an effective leader.
What are considerations during the Development of a Project Management Plan?
- Review:
− Project charter - for the high-level boundaries of the project
− Outputs from other processes
− EEFs and OPAs - Use tools and techniques.
- Use facilitation techniques.
- Document the project management plan.
- Assess incremental delivery options.
What is the Configuration Management Plan?
Identify and account for project artifacts under configuration control,
and how to record and report changes to them.
Identification, maintenance, status reporting, and verification of configurable items
What is the Change Management Plan?
Provides direction for managing the change control process and documents
the roles and responsibilities of the change control board (CCB).
Identification, impact analysis, documentation, and approving or rejecting of change requests.
What plan answers the following questions?
- Who can propose a change?
- What exactly constitutes a change?
- What is the impact of the change on project objectives?
- What are steps to evaluate a change request before approving or rejecting it?
- When a change request is approved, what project documents will record the
next steps (actions)? - How will you monitor these actions to confirm completion and quality?
Change Management Plan
What is disciplined agile (DA)?
Disciplined Agile (DA) - a hybrid tool kit that harnesses hundreds of agile practices to devise the best “way of working” (WoW) for your team or
organization.
What is scrum of scrums?
Scrum of Scrums - A technique for operation of Scrum at scale for multiple teams working on the same product, coordinating discussions of
progress on interdependencies and focusing on how to integrate the delivery of software, especially in areas of overlap.
What is Scaled Agile Framework (SAFe®)?
Scaled Agile Framework (SAFe®) - A knowledge base of integrated patterns for enterprise-scale, lean-agile development.
What is the procurement strategy?
The approach by the buyer to determine the project delivery method and the type of legally binding agreement(s) that should be used to deliver the desired results.
Delivery method, contract payment types, procurement phases
What is the goal of procurement?
The goal of procurement is the delivery of procured goods or
services by the supplier to the procuring organization.
Planning and analysis; Customer requirements are documented
Detailed design; Solution is documented
Implementation or installation; Solution is implemented or installed
Testing; Solution is tested
Training; Training is provided to the customer
Handover; Solution is formally handed over to the customer
Support and maintenance; Solution is transferred to customer suppor
What is Make-or-buy analysis?
The process of gathering and organizing data about product requirements and analyzing them against available alternatives including the purchase or internal manufacture of the product.
What is Make-or-buy decisions?
Decisions made regarding the external purchase or internal manufacture of a product.
Make-or-buy decision considerations:
* What is the impact on cost, time, or quality?
* Is there an ongoing need for the specific skill set?
* How steep is the learning curve?
* Are required resources readily available within the organization?
What is the procurement Statement of Work (SOW)?
The Statement of Work (SOW) describes the procurement item in sufficient detail to allow prospective sellers to determine if they are capable of providing the products, services, or results.
✓ Distributed to potential vendors to evaluate their capability to perform
the work or provide the services.
✓ Serves as a basis to develop the procurement documents during the
solicitation process.
✓ A project scope baseline is used to create the procurement SOW.
What is a Procurement Management Plan?
✓ Specifies the types of contracts that will be used
✓ Describes the process for obtaining and evaluating bids
✓ Mandates standardized procurement documents
✓ Describes how providers will be managed
What is Source Selection Criteria?
A set of attributes desired by the buyer which a seller is required to meet or
exceed to be selected for a contract.
What are some Source Selection Criteria?
✓Overall or life-cycle cost
✓Understanding of need
✓Technical capability
✓ Management approach
✓Technical approach
✓Warranty
✓Financial capacity
✓Production capacity and interest
✓Business size and type
✓Past performance of sellers
✓References
✓Intellectual property rights
✓Proprietary rights
Who are Qualified Vendors?
✓ Vendors approved to deliver products, services, or results based on the procurement requirements identified for a project.
✓ The list of qualified vendors can be based on historical information about
the vendors.
✓ If the required resources are new to the organization, market research can
help to ”vet” them.
What are Bidder Conferences?
These are meetings with prospective sellers prior to the preparation of a bid or proposal to ensure all prospective vendors have a clear and common understanding of the procurement.
Also known as contractor conferences, vendor conferences, or pre-bid conferences.
✓ Buyer explains the requirements, proposed terms, and conditions; buyer clarifies the vendors’ queries.
✓ Buyer ensures all prospective vendors have a clear and common understanding of technical and contractual requirements of the procurement.
Why would you use an External resource?
It helps businesses to focus more on their core competencies.
Sometimes you need to move beyond the organization to secure services
and expertise from outside sources on a contract or short-term basis.
What is a contract?
Contract - A mutually binding agreement that obligates the seller (supplier) to provide the specified product, service or result and obligates the buyer to pay for it.
What is important about a contract?
✓ Customized for each agreement
✓ Contract types:
− Fixed-price
− Cost-reimbursable
− Time-and-material (T&M)
✓ Agile contract types
− Capped Time and Materials Contracts
− Target Cost Contracts
− Incremental Delivery Contracts
What plan should you consult for provisions for working with vendors or suppliers?
the Communications Management Plan
− Periodic progress reports of supplier activities.
− Advance notification of potential supplier cost overruns or schedule delays, and acknowledgement by the project manager to the supplier.
− Formal acceptance by the project manager of supplier’s contract deliverables.
What are some traditional contract types?
- Fixed price
- Cost-reimbursable
- Time and Material
What is a fixed-price contract?
- An agreement that sets the fee that will be paid for a defined scope of work
regardless of the cost or effort to deliver it. - Also known as a lump sum contract.
- Provides maximum protection to buyer but requires a lengthy preparation and bid evaluation.
- Suited for projects with a high degree of certainty about their parameters.
What is a cost-reimbursable contract?
- A contract involving payment to the seller for the seller’s actual costs, plus a fee typically representing the seller’s profit.
- Includes incentives for meeting certain objectives, such as costs, schedule, or technical performance targets.
- Suited for projects when parameters are uncertain.
What is a time and material contract?
- A type of contract that is a hybrid contractual arrangement containing aspects of both cost-reimbursable and fixed-price contracts.
- Combines a negotiated hourly rate and full reimbursement for materials.
- Include not-to-exceed values and time limits to prevent unlimited cost growth.
- Suited for projects when a precise statement of work cannot be quickly
prescribed.
What are three agile contract types?
- Capped Time and Materials Contracts
- Target Cost Contracts
- Incremental Delivery Contracts
What is a Capped Time and Materials Contract?
- Works like traditional Time and Materials contracts.
- However, an upper limit is set on customers’ payment.
- Customers pay up for the capped cost limit.
- Suppliers benefit in case of early time-frame changes.
What is a Target Cost Contracts?
- Supplier and customer agree on final price during project cost negotiation.
- Primarily for mutual cost savings if contract value runs below budget.
- These contracts may allow both parties to face additional costs if it exceeds budget.
What is a Incremental Delivery Contract?
- Customers review contracts during the contract life cycle at prenegotiated designated points of the contract lifecycle.
- Customers can make required changes, continue or terminate the
project at these points.
What is a Contract Change Control System?
The system used to collect, track, adjudicate, and communicate changes to
a contract.
✓ Might be a component of the integrated change control system or a separate system.
✓ Specifically dedicated to control contract changes.
✓ Specifies the process by which project contract changes can be made.
✓ Includes the documentation, dispute-resolution processes, and approval
levels to authorize the changes to contract specifications.
What are the type of contract changes?
Administrative changes; Non-substantive changes, usually about the way the contract is administered.
Contract modification; A substantive change to the contract requirements such as a new deadline or a change to the product requirements.
Supplemental agreement; An additional agreement related to the contract but negotiated separately.
Constructive changes; Changes that the buyer may have caused through action or inaction.
Termination of contract; A contract may be terminated due to vendor default or for customer convenience. Defaults are due to nonperformance,
such as late deliveries and poor quality, or nonperformance of
some or all project requirements.
What are Legal Concepts when Managing Disputes?
Warranty; A promise, explicit or implied, that goods or services will meet a pre-determined standard. The standard may cover reliability, fitness for use, and safety.
Waiver; The giving up of a contract right, even inadvertently.
Breach of contract; Failure to meet some or all of the obligations of a contract. It may result in damages paid to the injured party, litigation, or other ramifications.
Cease and desist (C&D) letter; A letter sent to an individual or a business to stop (cease) allegedly illegal activities and to not undertake them again (desist). Often used as a warning of impending legal action if it is ignored.
How do you handle disputes?
- Be aware of important legal terms e.g. ’warranty’, ’waiver’, and ‘breach of
contract’ that can, if ignored, have a significant impact on the project. - Consult with the legal department or an outside legal expert so you
thoroughly understand any contracts that affect your project. - If your contract isn’t written specifically to exclude inadvertent waivers,
avoid waiving your contract rights by:
− Accepting a product that fails to meet standards for quality or performance.
− Accepting late deliveries.
− Overlooking an aspect of nonconformance to contractual obligations.
How do you Manage Suppliers and Contracts?
- Index and store all contract correspondence for ease of retrieval.
- Develop and implement an effective contract change control system.
- Evaluate the risk of each contract change request.
- Document all contract changes and incorporate any effects of the changes
into the project plan. - Develop and implement an effective performance reporting system for the
seller. - Specify any performance reporting criteria to apply to the seller.
- Set performance milestones to monitor project progress.
- If work is performed at another site, conduct site visits to determine how
the seller’s work is progressing. - Submit approved invoices for payment in accordance with the contract and
the project’s payment system.
What is meant by project phases?
A collection of logically related project activities that culminates in the completion of one or more deliverables.
What are the components of a project governance?
✓ Project success and deliverable acceptance criteria
✓ Process to identify, escalate, and resolve issues
✓ Relationship between project team, organizational groups, and external
stakeholders
✓ Project organization chart with project roles
✓ Communication processes and procedures
✓ Processes for project decision-making
✓ Guidelines for aligning project governance and organizational strategy
✓ Project life cycle approach
✓ Process for stage gate or phase reviews
✓ Process for review and approval of changes above the project manager’s authority
✓ Process to align internal stakeholders with project process requirements
