Detailed Project Management Processes Flashcards

Understand the workflow involved in completing projects

1
Q

How do you conduct the initiation phase (in detail)?

A
  1. Create a Project Charter. Why does this project exist? Define objectives, purpose, key deliverables, high-level timeline and budget, and success criteria.
  2. Create a Stakeholder Register. Identify sponsors, key team members, end-users/customers. Determine their roles, interests, influence, and expectations.
  3. Create a Feasibility Report. Assess whether the project is viable from a technical, financial, and operational perspective. Evaluate budget constraints, available resources, risks, and potential roadblocks.
  4. Develop an initial Scope Statement (to be refined during planning). Specify what is included in the project, and what is explicitly excluded.
  5. Document High-Level Requirements. Collaborate with stakeholders to determine key requirements the project must fulfill. This guides subsequent planning and execution.
  6. Create Risk Assessment. Identify and document risks and possible mitigation strategies.
  7. Develop initial Budget and Timeline (to be refined during planning). Estimate costs and allocate a preliminary budget. Create a high-level schedule noting major milestones.
  8. Obtain Project Approval. Present project charter, feasibility study, and other initiation documents to stakeholders or project steering committee. Secure formal approval to proceed with the planning phase.
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2
Q

How do you conduct the planning phase (in detail)?

A
  1. Define Project Scope.
    1a. Develop detailed scope statement. Define what is and isn’t included in the project.
    1b. Create a Work Breakdown Structure (WBS). Break the project into smaller, manageable components or tasks.
  2. Set Project Goals and Objectives. Define SMART goals. Align objectives with stakeholder expectations and company priorities.
  3. Develop the Project Plan.
    3a. Create detailed schedule.
    3b. Identify resources and assign roles.
    3c. Create a detailed budget with cost estimates for each tasks or phase.
    3d. Conduct risk assessment and develop risk management plan.
    3e. Define quality standards and metrics for deliverables.
  4. Develop Stakeholder Communication Plan. How and when will stakeholders be updated on project progress? Include meetings, reporting formats (status reports, dashboards), communication platforms and tools.
  5. Create a Resource Management Plan. Assign resources to specific tasks and ensure availability. Identify skill gaps and training needs. Define teams, members, roles, responsibilities, and lines of reporting.
  6. Establish Governance and Approval Processes. How will decisions be made? Create change control process to handle scope, budget, or timeline adjustments.
  7. Develop Contingency Plans. Plan for unexpected scenarios by identifying alternate resources, timelines, or strategies. Add contingency to budget and schedule.
  8. Finalize Project Plan and Obtain Approval. Put all plans into a Project Management Plan (including scope statement, schedule, budget, risk plan, resource plan, communication plan, quality strategy, stakeholder engagement plan). Present to stakeholders and obtain approval to move onto execution phase.
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3
Q

How do you conduct the execution phase (in detail)?

A
  1. Assemble and orient the team. Onboard members with roles, responsibilities, and objectives. Provide resources. Conduct kickoff meeting to reaffirm project plan and establish clear communication flow.
  2. Manage Tasks and Workflow. Use WBS to delegate. Monitor progress against the schedule. Follow to plan to ensure scope, timeline, and budget are in tact. Use software to track progress and ensure accountability.
  3. Monitor progress and performance. Compare progress to schedule. Identify deviation and take corrective action. Conduct status meeting for updates on progress, challenges, and risks, then address them. Track metrics.
  4. Manage resources. Monitor allocation and usage. Reassign if needed. Provide guidance, training, and support as needed.
  5. Communicate. Update stakeholders with progress and communication plan items. Encourage team communication. Address feedback and concerns.
  6. Manage risks. Monitor identified risks and act when needed. Watch out for emerging risks.
  7. Ensure quality control. Review deliverables. Test deliverables for functionality. Get feedback and incorporate necessary changes.
  8. Handle change requests. Evaluate and document change requests. Assess impact on scope, schedule, and budget. Inform team and stakeholders about approved changes and update the project plan.
  9. Foster collaboration and morale. Recognize achievements, celebrate milestones, and resolve conflicts.
  10. Document progress. Track completed tasks, decisions made, and issues resolved. Prepare status reports for stakeholders.
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4
Q

What are the Key Deliverables of the Project Management Initiation Phase

A
  • Project Charter: The central document that formalizes the project and provides authority to the project manager.
  • Stakeholder Register: A list of key stakeholders and their roles.
  • High-Level Scope Statement: An outline of the project’s boundaries and deliverables.
  • Initial Risk Register: A record of identified risks and potential mitigations.
  • Feasibility Study Report: Confirmation of the project’s viability (if applicable).
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5
Q

What are the Key Deliverables of Project Management Planning Phase.

A
  • Project Management Plan: The comprehensive document guiding execution.
  • Schedule: A detailed timeline with milestones.
  • Budget: A breakdown of costs and resource allocations.
  • Risk Register: Identified risks and planned responses.
  • Communication Plan: A strategy for keeping stakeholders informed.
  • Resource Plan: Allocation and scheduling of resources.
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6
Q

What are the Tools and Techniques to Use During the Planning Phase?

A
  • Software Tools: Microsoft Project, Asana, Jira, or Trello.
  • Diagrams and Charts: Gantt charts, flowcharts, or network diagrams.
  • Frameworks: RACI matrix, SWOT analysis, or risk matrix.
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7
Q

What are the Key Deliverables of the Project Management Execution Phase?

A
  • Completed Tasks and Milestones: Tangible progress toward project objectives.
  • Status Reports: Regular updates to stakeholders.
  • Issue and Risk Logs: Documentation of challenges and their resolutions.
  • Interim Deliverables: Outputs of completed tasks that contribute to final project goals.
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