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Google Project Management > Foundations of PM - Module 3 - The project management Life Cycle and methodologies > Flashcards

Foundations of PM - Module 3 - The project management Life Cycle and methodologies Flashcards

1
Q

What is the project lifecycle?

A

is the project basic structure.

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2
Q

What are the 4 major phases of project lifecycle?

A
  1. Initiate the project
  2. Make a plan
  3. Execute & complete tasks
  4. Close the project
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3
Q

What is the initiate project phase?

A
  1. Define project goals and deliverables
  2. Identifiy budget and the resources
  3. People who will be involved in the project
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4
Q

What is the Make a plan phase?

A
  1. Creating a plan how to meet your goal
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5
Q

What is a execute and complete tasks phase?

A
  1. Project team has the responsibility to complete the tasks
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6
Q

What is the Close project phase?

A
  1. Chace to evaluate how the project went
  2. Take a time to reflect what went well and what went not so well
  3. Hand over the project to another group to continue to support the system on a day to day basis.
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7
Q

What are the Initiate the project phase actions?

A
  1. Define project goals
  2. Determine resources, people, equipment, software, vendors, physical space, location
  3. Get project approval
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8
Q

What are the Make a plan phase actions?

A
  1. Create a budget
  2. Set the schedule
  3. Establish your team
  4. Determine each person role and responsibilities
  5. Plan for risk and change
  6. Establish communication
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9
Q

What are the actions for Executing and complete tasks?

A
  1. Manage the progress
  2. Communicate with the team and anyone else involved to the project
  3. Make adjustment to schedule, budgets, allocation of resources
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10
Q

What are the actions of Close the project phase?

A
  1. Ensure all tasks were completed
    - Invoices paid, Resources has been returned, project docs submitted
  2. Confirm acceptaionce of the project outcome.
  3. Reflect what went well and what went wrong. Retrospective notes.
  4. Communicate results with stakeholders
    -collect all project documentation, plans, share the final results with the stakeholders. Clients, department manager, users, community.
  5. Celebrate the completing the project
  6. Formally move on from the project
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11
Q

In the project initiation phase what questions can be asked to help set the foundation of the project?

A
  • Who are the stakeholders?
  • What are the clients or customers goals?
  • What is the purpose and mission of the project?
  • What are the measurable objectives for the team?
  • What is the project trying to improve?
  • When does this project need to be completed?
  • What skills and resources will the project require?
  • What will the project cost? what are the benefits?
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12
Q

In the make plan phase what questions can be asked?

A

Create a detaile project plan.
1. What are the major milestones?
2. What tasks or deliverables make up such milestone?
Build out the schedule to manage the resources, budgets, materials, timeline. Create itemized budget.

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13
Q

Execute the project phase what actions involves?

A
  1. Monitor your porject team as they complete the project tasks
  2. Break down any barries that would slow or stop the team from completing the tasks
  3. Help keep the team aware of schedule and deliverable expectations
  4. Address weaknesses in your process or examine places where your team may need additional training to meet the project goals
  5. Adapat to changes
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14
Q

What actions is involved in the close the project phase?

A
  1. Check if all outcome are completed
  2. Release your team so they can move on to another project
  3. Celebrate the success
  4. Pas soff all remaining deliverables and get stakeholder approval
  5. Document the lessons learned
  6. Reflect on ways to improve in the future.
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15
Q

By following the project life cyle what can you ensure?

A
  1. Capturing the expectations of your customer
  2. Setting your project up for success with a plan
  3. Executing project tasks and addressing any issues that arise
  4. Closing out your project to capture any lessons learned.
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16
Q

What is a project management methodology?

A

Is a set of guiding principles and process for owning a project throug its life cycle.

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17
Q

What is a linear type methodology?

A

Linear means the previous task must be completed before the next can start.
Like building a house.

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18
Q

What is a iterative type methodology?

A

The phases and tasks will overlap or happen at the same time other tasks are ongoing.
Ex. TV program show

19
Q

What is waterfall methodology?

A
  1. Created in the 70’s
  2. Sequential order of tasks, so linear approach
  3. Used in manufacture and constructions, engineering, app design.
  4. Follows the project lifecycle
20
Q

When to use waterfall approach?

A
  1. The phases of the project are clearly defined
  2. When there are tasks to complete before another can begin
  3. When changes to the project are very expensive to implement once it started.
21
Q

What are characteristics of the Agile approach?

A
  1. Able to move quickly and easily
  2. Willing to change and adapt
  3. Done in pieces
22
Q

How the projects phases and tasks are completed in the agile methodology?

A
  1. Project phases overlap and tasks are completed in iterations
23
Q

What is Scrum?

A

Scrum is a type of Agile project management methodology.
Tasks are called sprints in the Scrum.

24
Q

What are sprints?

A

In Scrum, sprints are short period of time usually 1-4 weeks, focused in completing a specific task.

25
Q

What is the main theme of the agile approach?

A
  1. Collaborative team that seeks regular feedback from customer.
  2. Ideally agile is used when the client have a vague idea of what they want but not defined.
  3. Level of high uncerntity
26
Q

Example using agile on building a website?

A
  1. Deliver parts of the website, ex main home page.
  2. Then other parts continue to be built over time.
  3. This gets feedback from customer before wasting time on something that will not be accepted.
27
Q

Compare differences between Waterfall vs Agile
in project manager role, scope, schedule.

A

Waterfall vs Agile
* Role: Active leader, prioritize and assign tasks vs Scrum master, removing barriers, but team shares more responsibility to manage their own task
* Scope: Project deliverables and plans well established and documened, change go through formal change request process VS Planning in shorter iterations focusing on delivering value quickly, subsequent iterations adjusted to the feedback
* Schedule: Linear path through the project life cycle vs Organized into phases called sprints, with a list of deliverables planned at the startt of the sprint.

28
Q

What is the characteristics of lean six sigma?

A
  • Its a combination of waterfall and agile methodologies
  • For projects requiring to thave goals to save money, improve quality, and move through processes quickly, team collaboration.
29
Q

Compare differences between Waterfall vs Agile
in cost, quality, communication, and stakeholders

A
  • Cost: Cost kept controlled estimated up front and closely monitored VS Cost and schedule change with each iteration
  • Quality: PM plans and clearly defines criteria to measure quality at the begining of the project VS team solicits ongoing stakeholder feedback and regularly implementing improvements.
  • Communication: PM regularly communicates the progress to stakeholders VS Consistent communications between users and the project team
  • Stakeholders: PM continually manages and monitors stakeholder engagement VS Provides deliverables to stakeholders throughout the project
30
Q

What are the 5 phases of lean six sigma?

A

DMAIC
* Define
* Measure
* Analyze
* Improve
* Control

31
Q

What is define phase?

A

Defining the goal, tells what to measure.

32
Q

What is measure?

A

Measure the data. Tells what to analyze

33
Q

What is analyze?

A

Analyze the data and find out the issue. Tells what to improve.

34
Q

What is improve?

A

Present the finding and implement improvements. Tells what to control

35
Q

What is control?

A

Put new processes and documentation in place, continue to monitor so the company dont revert to back to old ways.

36
Q

What is the Lean manufacturing methodology?

A
  • Main principle is the removal of the waste within an operation
  • By optimazing process teps and eliminating waste
37
Q

What is considered a waste?

A
  • Defects
  • Excess processing
  • overproduction
  • waiting
  • inventory
  • transportation
  • motion
  • non-utilized talent
38
Q

What are these wastes attibutted?

A
  • Lack of proper documentation
  • Lack of process standards
  • Not understanding customer’s needs
  • Lack of effective communication
  • Lack of process control
  • Inefficient process design
  • Failrues of management
39
Q

What are the pillars of Lean 5S quality control?

A
  1. Sort: remove all items not needed for current production
  2. Set in order: arrange needed items so that they are easy to use. Label items
  3. Shine: Keep everyting in the correct place, clean your workspace every day.
  4. Standardize: Perform the process in the same way every time
  5. Sustain: Make a habit of maintaining correct procedures and instill this discipline in your team
40
Q

What is the Kaban scheduling system?

A

Is a visualization tool that enables you to optimize the flow of your team’s work.
Gives the team a visual display to identify what needs to be done and when.
Todo- in process - testing- done.

41
Q

What are the characteristics of Six Sigma?

A

Is a methodology that focuses in the quality.
1. Always focus on the customer
2. Identify and understand how the work gets done.
3. Make your process flow smoothly
4. Reduce waste and concentrate on value
5. Stop defects by removing variations
6. Involve and collaborate with your team
7. Approach improvement activity in a systematic way.

42
Q

What are the characteristics of Lean Six Sigma?

A

Combines the Lean and Six Sigma methodologies.
1. Lean streamline the process
2. Six sigma reduces variation in products by building quality

43
Q

How to select the project management methods?

A
  1. Waterfall: Tasks and phases completed in a linear manner, and each stage must be completed before the next one. Project manager is responsible for prioritizing and assigning tasks to team members.
  2. Agile: Short phases iterative work, Some phases happen at the same time. Teams share responsibility for managing their own work. Scrum and Kaban are examples of Agile framework.
  3. Scrum: Agile framework focuses. Work is done by a small cross-functional teams led by a scrum master and divided into short sprints with a set list of deliverables
  4. Kaban: Tool used both agile and lean. Sticky notes or note cards on a physical or digital kaban board categories like Todo, in progress, done.
  5. Lean uses 5S quality tool to eliminate waste, save money, improve quality, and streamline process.
  6. Six Sigma: Reduce variations ensuring quality. Process-improvement approach called DMAIC- Define, measure, analyze, improve and control.
  7. Lean six sigma: Combination of Lean and Six sigma approaches. Aimed to save money, improve quality. Ideal to solve high-risk problems.

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