Definitions (might not NEED to know) Flashcards
Describe what a PMO is and benefits
A project management office (PMO) is a group or department that defines, maintains and ensures project management standards across an organization. They are experts in setting up and running the administrative processes for projects.
*Provides a centre of excellence – improving processes, tools and techniques; embedding through training and support; and measuring capabilities to review progress and target higher levels of maturity.
*Support quality assurance – Audits, health checks and reviews to support decision gates and change control.
*Maintain corporate standards by ensuring the consistent application of standards and by supporting effective governance.
*Provides economies of scale, supporting multiple projects.
*Act as a single source of information.
Describe an embedded PMO
An embedded PMO is dedicated to one project or programme, reporting to the project or programme manager. They typically last for the duration of the project and then move on to a new project once that is finished. Embedded PMO’s tend to be expensive, so are only really beneficial on larger projects. Typically, they manage performance and systems, with only organisation-wide elements such as processes defined at a higher level.
Describe a central PMO
The Central PMO functions sits outside of the team, providing a service to multiple projects. They tend to be based on a department, function or region. Resource management is critical as people have to work on several projects at one time. Inevitably, they are less involved in each project when compared to an embedded PMO. However, they tend to have a longer life because they work on a portfolio of projects to learn from experience. They manage performance, systems and processes.
Describe a hub and spoke PMO
A hybrid form with a central enterprise PM linked to satellite PMOs within individual projects and/or programmes. The Hub works with satellite PMOs who support the projects day-to-day. Typical the Hub will define the policy, procedures and systems, whiles the local satellite PMOs support the projects. This type of structure can work well, but clarity is needed on what is done in the hub and the spokes.
Define conflict
When two or more parties have different objectives and attitudes. Conflict is unavoidable. By the very nature of their job the PM causes conflict by i) looking for omissions and mistakes; ii) directing people who report to others and iii) escalating problems until necessary decisions are made.
Define a project and BAU
Projects are temporary, unique endeavours undertaken to achieve a specific set of objectives. They have a defined start and end, a specified scope, and resources allocated to them. They are often associated with change and development within an organisation. For example, developing a new product, implementing a new IT system, or constructing a building are all projects.
BAU refers to the normal execution of standard operational tasks within an organisation. These are ongoing, repetitive activities that are essential for the daily functioning of the organisation. For example, BAU could be managing payroll, maintaining facilities, or providing customer service.
What is the definition of a risk?
“An uncertain event or set of circumstances that should it or they occur would have an effect on the achievement of one or more of the project objectives”
What is the definition of risk management?
A process that allows individual risk events and overall risk to be understood and managed proactively, optimising success by minimising threats and maximising opportunities.
Define procurement
Procurement is the approach for securing the goods and services required from an external supplier to satisfy the project, programme or portfolio resource requirements.
Describe teams within programmes
Within a programme there will be a number of sub teams that the programme manager needs to develop as well as the overall team. These could include for example: team of PM’s, team of business change managers, or support teams.
What is conflict management?
The process of identifying and addressing differences that, if left unresolved, could affect objectives. With effective conflict management, conflict can be positive as differences in opinion / interpretation can be resolved and in doing so often new ideas and practises can result.
Define knowledge management
Knowledge management is the holistic cross-functional discipline and set of practises concerned with the way organisations create and use knowledge to improve outcomes. Information management is the collection, storage, curation, dissemination, archiving and destruction of documents, images, drawings and other sources of information.
Define quality
Quality is broadly defined as delivering something that is fit for purpose, meets customer needs, produces the right product, and produces it right first time.
Define quality planning
Quality Planning takes the defined scope and specifies the acceptance criteria used to validate that the outputs are fit for purpose to the sponsor.
Describe quality assurance and quality control
Quality assurance:
Quality assurance looks at if we are doing the work correctly (in line with best practice etc.), but it doesn’t necessarily look at if we are doing the right work inside the project.
Quality assurance is the process of providing confidence to stakeholders that projects, programmes, and portfolios will achieve their objectives for beneficial chance.
It validates the consistent use of procedures and standards, and ensures that staff have the correct knowledge, skills, and attitudes to fulfil their project roles and responsibilities in a competent manner.
Quality assurance must be independent of the project, programme, or portfolio to which is applies. Audits are a form of assurance.
Quality control:
Consists of inspection, testing, and measurement.
Quality control activities determine whether acceptance criteria have, or have not, been met.
Once agreed, the specification may need to be modified.
