Executing Process Group Flashcards
Define the Executing Process Group
The processes performed to complete the work defined in the project management plan
Processes within the Executing Process Group
Direct and Manage Work (Integration);
Manage Project Knowledge (Integration);
Manage Quality (Quality);
Acquire Resources (Resources); Develop Team (Resources); Manage Team (Resources);
Manage Communications (Communications);
Implement Risk Responses (Risk);
Conduct Procurements (Procurement);
Engage Stakeholder Engagement (Stakeholder
Define Direct and Manage Project Work
Process of the Integration Knowledge group;
The process of leading and performing the work defined in the project management plan and implementing approved changes to achieve project objectives
Define corrective action
An intentional activity that realigns the performance of the project with the project management plan
Define preventive action
an intentional activity that ensures the future performance of the project work is aligned with the project management plan
Define defect
an imperfection or deficiency in a project component where that component does not meet its requirements or specifications and needs to be either repaired or replaced
Define defect repair
an intentional activity to modify a nonconforming product or product component
Define updates
changes to formally controlled product documents, plans, etc. to reflect modified or additional ideas or content.
Inputs of Direct and Manage Project Work
Project Management Plan; Project Documents; Approved change requests
Tools and Techniques of Direct and Manage Project Work
Project Management Information System: scheduling tool such as Microsoft Project or configuration management system such as sharepoint
Meetings: Kick off, technical, sprint reviews, etc
Outputs of Direct and Manage Project Work
Deliverables, Work Performance Data, Issue Log, Change Requests, Project Management Plan Updates, Project Documents Updates, Organizational Process Assets updates
What are (3) different types of information?
Work Performance Data; Work Performance Information; Work Performance Reports
Define Work Performance Data
the raw observations and measurements identified during activities performed to carry out the project work (e.g. percent complete, actual costs)
Define Performance Information
the performance data collected from various controlling processes, analyzed in context and integrated based on relationships across areas (e.g. status of deliverables, forecasted estimates to complete)
Define Performance Reports
the physical or electronic representation or work performance information compiled in project documents (e.g. status reports, memos, electronic dashboards, updates)
Define Manage Project Knowledge
Process of the Integration Knowledge group;
The process of using existing knowledge and creating new knowledge to achieve project objectives and contribute to organization learning
What are the classifications of knowledge?
Explicit Knowledge: easily arranged using pictures, words and numbers
Tacit Knowledge: Personal and sometimes difficult to express
Inputs of Manage Project Knowledge
EEFs; OPAs
Tools and Techniques of Manage Project Knowledge
Knowledge Management, Information Management, Interpersonal and Team Skills
Outputs of Manage Project Knowledge
Lessons learned register, Project Management Plan Updates, OPA updates
Define Manage Quality
Process of the Quality Knowledge group;
The process of translating the quality management plan into executable quality activities that incorporate the organization’s quality policies into the project
Philip Crosby
Quality theorist who believed in conformance to requirements; ZERO DEFECTS; and developed the theory of the cost of quality
Joseph Juran
Quality theorist who defined quality as “FITNESS FOR USE,” promoted conformance and quality by design, and management responsibility in quality
W. Edwards Deming
Quality theorist who developed the 14 points of Total Quality Management, said QUALITY IS A MANAGEMENT PROBLEM 85% OF THE TIME
PDCA
Plan Do Check Act
Who used PDCA?
Shewhart and Deming
Kaizen
Quality theorist who believed in continuous improvement; uses PDCA cycle (small changes)
Six Sigma
Strives to reduce defects to no more than 3.4 defects per million, by eliminating the causes of defects
Define Precision
Means the values of repeated measurements are clustered and have little scatter
Define Accuracy
Means that the measured value is very close to the true value
What are the two types of variances?
Special Cause: not inherent in the system, not predictable, and is intermittent. Also known as assignable cause. On a control chart, this would fall outside the control limits.
Common Cause: inherent in the system and predictable (normal or not unusual). Also known as random cause. On a control chart, includes random patterns within the control limits.
Inputs of Manage Quality
Project Documents: Quality Control Measurements, Quality Metrics
Tools and Techniques of Manage Quality
Data Analysis: Process Analysis and Root Cause Analysis
Data Representation: Cause and effect diagrams, histograms, scatter diagrams
Decision Making: project decisions and product decisions
Cause and effect diagram also known as…
Fishbone Diagram, Why-Why, Ishikawa
Tools and techniques of Manage Quality
Audits, Design for X, Problem Solving, Quality Improvement Methods
Define Audits
is a process; independent reviews to ensure the project is adhering to the processes, policies and procedures originally planned.
Define Design for X (Dfx)
set of technical guidelines applied during design to optimize a specific asset; reliability, cost, safety, quality, etc.
Outputs of Manage Quality
Quality reports, test and evaluation documents, change requests, project management plan updates, project documents updates
Define Acquire Resources
Process of the Resource Knowledge group;
process of obtaining team members, facilities, equipment, materials, supplies and other resources necessary to complete project work.
Tools and techniques to acquire resources
Decision making, interpersonal and team skills, pre-assignment, virtual teams
Outputs of Acquire Resources
Physical Resource Assignments; Project Team Assignments; Resource Calendars; Change Requests; Project Management Plan Updates; Project Management Plan Updates; EEFs updates; OPAs updates
Groups of what size are believed to make the best decisions?
5-11 people
Define Develop Team
Process of the Resources Knowledge group;
Process of improving competencies, team interaction and overall team environment to enhance project performance
Inputs of Develop Team
Project Documents: Team Charter
Tools and Techniques of Develop Team
Colocation and Interpersonal/Team skills;
Recognition and Rewards;
Training;
Individual and team assessments
5 Stages of Team Development
Forming Storming Norming Performing Adjourning
The addition of a new member moves the group back to what stage?
Forming
Outputs of Develop Team
Team Performance Assessments; Change requests; project management updates; project documents updates; EEFs/OPAs updates
What should you use as your guide during the Develop Team Process?
Resource Management Plan
Should we be more concerned with rewarding the team or individuals?
Team
Define Manage Team
Process of the Resource Knowledge group;
Process of tracking team member performance, providing feedback, resolving issues, and managing team changes to optimize project performance
Inputs of Manage Team
Work Performance Reports
Tools and Techniques of Manage Team
Interpersonal and Team Skills
Conflict Management Techniques
Withdraw/Avoid: Retreating from conflict (lose/lose)
Smooth/Accommodate: Emphasizing areas of agreement, but ignoring the true problem (lose/lose)
Force/Direct: Pushing one’s viewpoint at the expense of others (win/lose)
Compromise Reconcile: Both parties are giving something up
Collaborate/Problem-Solve: Examining alternatives, give-and-take (win/win)
What are forms of power?
Positional: formal position granted in organization or team
Expert: Based on skill, experience, training, education, certification
Reward-oriented: ability to give praise, bonuses, or other items
Punitive or coercive: Ability to discipline or other negative consequences
Referent: Respect or admiration others hold for individual credibility gained through personality
Informational: Control of gathering or distribution of information
Situational: Based on unique situations, such as a specific crisis
Personal or charismatic: charm and attraction
Ingratiating: Application of flattery or other common ground to win favor or cooperation
Pressure-based: limited freedom of choice or movement for purpose of gaining compliance to desired action
Guilt based: Imposition of obligation or sense of duty
Persuasive: ability to provide arguments that cause people to shift to a desired course of action
Avoiding: Refusing to participate
What is the expectancy theory?
Employees are motivated by the expectation of positive outcomes and related rewards
Hygiene Theory
Fredrick HERZBERG: Work environment (pay, benefits and work conditions) prevents dissatisfaction only
Theory of Needs
McClelland: People are motivated by either achievement, affiliation or power and are managed accordingly
Maslow’s Hierarchy
(TRIANGLE); people can only ascend to a higher level after fulfilling each of the lower levels.
Self Actualization: Achievement, peak performance
Esteem: self esteem, confidence, respect of self
Social: sense of belonging, friendship, family, love
Safety: security of: body, employment, family, health
Physiological: breathing, food, water, sleep
Theory Z
Job for life increases loyalty (Ouchi)
McGregor’s Theory X and Theory Y
Theory X: People dislike work
Theory Y: people are self motivated
Outputs of Manage Team
Change Requests, Project Management Plan Updates, Project Documents Updates, EEFs updates
How does this process differ from Develop Team?
Individual focuses versus Team or Group
Who is responsible for resolving team member disputes in the first instance?
Individual Members
Define Manage Communication
Process of the Communication Knowledge group;
process of ensuring timely and appropriate creation, collection, distribution, storage, retrieval. management, monitoring and ultimate disposition of project information
Input of Manage Communications
Project documents, work performance reports
Tools and techniques of Manage Communications
Communication skills, project reporting
Outputs of Manage Communications
Project communications, project management plan updates, project documents updates, OPA updates
Define Implement Risk Response
Process of the Risk Knowledge group;
Process of implementing agreed-upon risk response plans
Tools and techniques of Implement Risk Response
Interpersonal and Team Skills
Outputs of Implement Risk Responses
Change Requests;
Project Document Updates
What documents should we refer when performing Implement Risk Responses
Risk Register, Risk Management Plan, Risk Report
Define Conduct Procurements
Process of the Procurements Knowledge group;
the process of obtaining seller responses, selecting a seller and awarding a contract
Inputs of Conduct Procurements
Project Management Plan, Procurement Documentation, Seller Proposals
Tools and Techniques of Conduct Procurements
Advertising, Bidder Conferences, Data Analysis, Interpersonal and Team Skills
Outputs of Conduct Procurements
Selected Sellers, Agreements, Change Requests, Project Management Plan Updates, Project Documents Updates, OPA Updates
Define Manage Stakeholder Engagement
Process of the Stakeholder Knowledge group;
process of communicating and working with stakeholders to meet their needs and expectations, addressing issues, and foster appropriate stakeholder engagement involvement
Inputs of Stakeholder Engagement
Project documents: change logs
Tools and techniques of Stakeholder Engagement
Communication skills; Ground Rules
Outputs of Manage Stakeholder Engagement
Change requests; project management plan updates; project documents updates
What role do individual team members play in this process?
None; PM engages stakeholders
