General knowledge Flashcards
What is the Requirements Management Plan, who owns it, and when is it created?
Specifies process for gathering, documenting, analyzing, prioritizing, and validating requirements.
- Defines roles/resp for SHs involved in reqs process
- Plan Scope Mgmt Output besides the Scope Mgmt plan
How are changes managed in Requirements MP?
Change MP : How changes managed across entire project.
- Might include specific section/reference related to requirements changes.
- But detailed change control process specific to requirements usually in Reqs MP.
Where does Change MP and Config MP Live?
In Project Management Plan along with all other subsidiary plans.
PM plan shows how project will be executed, monitored, controlled, and closed.
-Controlled is when we implement change mgmt process.
Processes that implement Change/Config mgmt plans
-Perform Integrated Change Control> Output: Approved CR
Reqs MP: Has it’s own Change Control process for reqs to follow.
Come Back
Benefits Cost Ratio
Find example problem just incase to practice.
Need to reinforce right formula.
Benfit means REVUNUE, not profit.
Revenue is money coming in , before costs, taxes or other expenses.
Sum PV Benefits/ Sum PV Costs
(Revenue-Cost)/Cost X 100, don’t forget to multiply 100.
ROI Question: Don’t just put Benefit/Cost That messed up my answer. Need to put
Net Return/Net Investment X 100
Project Investment= 200k
Project Benefit= 240k
(240k-200k)/200k= 0.2 X 100= 20%
Before X100: Should not be over 1.2 or 1.0 type number
Only after I multiply by 100 should I get percent not befor
What are baselines and what is a Performance Measurement Baseline?
Is a tool used to measure and manage project performance.
* It integrates the project scope, schedule, and cost baselines into a single framework(Baseline) that allows comparison of planned performance against actual performance.
* The PMB serves as a reference point throughout the project lifecycle for tracking progress and identifying variances.
How is it Used?
* It’s used in Earned Value Management(EVM) to evaluate project performance and progress.
* Key Metrics to track performance: Planned Value(PV), Earned Value(EV), Actual Cost(AC) are calculated as project status.
* Variance Analysis: SV and CV
* Forecasting: PMB helps forecast project outcomes such as Estimate at Completion(EAC), and To complete Performance Index(TCPI)
* SH Comms: PMB provides clear and consistent framework for reporting project status to SHs.
What is the Change Control Process?
1.
- SH Raises CR
- Document on Change log(Initial CR)
- Scope Link? in or out of scope.
- Analyze impact(scope, sched, cost, other sub plans)
- Create 1 Pager CR(w/ impact analysis)
- Send CR to CCB- Approve, Reject, Deferred
- Always udate CHange log on decisions - Outcome communicated to Shs.
What is the Stakeholder Mapping Influence/Impact & Power/Influence Grids? And When do we use them?
Influence/Impact: Identifies how much SH’s are affected by the project and how much influence they have on the project.
Power/Interest: Identifies Shs that have the ability to control project outcomes. Look to see how much interest they have on project success
* Who needs to be managed closely due to their contol over resources or decisions.
slide8
What are the regions for the Influence/Impact & Power/Influence Grids?
Insert image and deets
What is the Salience Model and it’s uses?
Assesses SH by Power, Urgency and Legitimacy.
* Power: Level of authority to influence project.
* Urgency: Need for immediate attention
* Legitimacy: Is their invovlement is appropriate
Good for gov contracts and frequently changing or complex relationships
What are Opportunity costs between projects?
Opportunity Cost is loss of potential future return from 2nd best unselected project. Losing out on the returns of the 2nd best project not selected.
* It’s not the difference between projects. It’s the entire loss of return of that 2nd unselected project.
* What’s the Opportunity cost of choosing Project X over Project Y?
* Project X NPV=124K
* Project Y NPV= 179K
* Opp Cost=$179k(not the diff but the whole loss for 2nd unselected option.)
What are the 3 P’s for the Role of a Servant Leader
Purpose: The team’s “Why”, their goal or reason for being here.
People: Encouraging an environment where everyone can contribute and succeed.
* Psychological safety.
Process: It doesn’t have to be perfect, look for results. When a cross functional team delivers finished value often and reflects on the product and the process, the team is agile.
What are the responsibilities of a servant leader?
- Facilitate
- Grow the team
- Remove Impediments
- Pave the way for others to contribute: It’s not about me, it’s about “We”
- Value of a PM is not the position, but their ability to make everyone else better
What is Laisezz Faire?
Hands off leadership/mgmt, trust team to make their own decisions, implement ideas, and determine project objectives.
What is the purpose of a vision, where is it made, what’s the use?
Come back: Is there a difference btw team vision and project vision?
(Leadership SKills) Establishing a Vision: A vision keeps people pulling in the same direction. Developed collaboratively w/ the project team and SHs, a vision answers:
* Proj Purpose?
* Proj Benefits?
* What defines success?
* It is Clear, Concise and actionable.
Self Regulation is apart of emotional intelligence. What does it include?
Self Regulation
Trustworthiness: Trustworthiness involves being honest and maintaining integrity.
* It’s a key part of self-regulation as it requires an individual to consistently align their actions with their values and ethical standards, even under pressure.
Conscientiousness: Conscientiousness involves being thorough, careful, and vigilant.
* It includes the capacity to manage one’s impulses and behave in a socially acceptable manner, which is a core aspect of self-regulation.
Adaptability
Innovation
Optimism is not a form of self regulation but of MOTIVATION(maintian pos
What are elements of Self Management
Insert image slide 12- Fill in Self Managent
What are the 4 areas of emotional Intelligence?
Self Awareness: Ability to recognize and understand own emotions, own goals, motivations, strengths, and weaknesses.
Self management
Social awareness: The ability to empathize, understanding and consider other peoples feelings. This includes the ability to read nonverbal cues and body language.
Social Skill: ability to manage relationships andbuild networks. It invovles the ability to influence, communicate clearly, manage conflict, and build bonds.
Motivation apart of Self management
What is Self awareness for Emotional IQ?
Self Awareness: Ability to recognize and understand own emotions, own goals, motivations, strengths, and weaknesses.
* Emotional Self awareness: Understand own emotions their impact on your performance and relationships.
* Accurate Self awareness: Knowing your strengths and limitations, which allows you to be realistic and honest about your capability.
* Self Confidence: Having a strong sense of self worth and capabilities, which enables you to approach challenges with a positive mindset.
What is Social Awareness for Emotional IQ?
Social awareness: The ability to empathize, understanding and consider other peoples feelings. This includes the ability to read nonverbal cues and body language.
* Empathy: Foundation to understanding motivations of others
* Organizational Awareness: Understanding the dynamics and power relationships within an org, and navigating them effectively
* Service Orientation: Anticipating, recognizing and meeting clients or stakeholders needs, ensuring their satisfaction.
What is Social Skill for Emotional IQ?
What is Relationship Management for Emotional IQ?
Relationship Management: Culmination of other dimensions of emotional intelligence. Concerned w/ managing groups of people, such as project teams, building social networks, finding common ground with various SHs, and building rapport.
* Inspirational Leadership: Inspiring and guiding individuals and groups, setting a vision and motivating others to achieve it.
* Developing others:
* Influence: Persuading others with effective tactics, fostering consensus, and gaining support.
* Change Catalyst: promoting and managing change, championing new initiatives and approaches.
* Conflict Management: Navigating and resolving disagreements, facilitating positive outcomes from conflicts.
* Building Bonds: Developing and mainting a network of relationships, building rapport and alliances.
* Teamwork and Collaboration: working well with others, promoting teamwork and sharing responsibilities
* Drive to Achieve/Motivation:
What is Motivation in regards of Emotional IQ?
Motivation
* Drive to Achieve: Striving to improve or meet a standard of excellence, seeking to accomplish challenging goals.
* Commitment: Make decisions based on team core principles.
-Realize benefits of holistic participation.
-Sacrifice to fulfill company goal
- Search for opportunities to achieve team mission.
* Initiative: Being proactive and ready to act on opportunities, taking charge of situations.
* Optimism: Persistently pursuing goals despite obstacles and setbacks, maintaining a positive outlook.
What does a portolio manage?
Projects, Programs, other portfolios, and OPERATIONS managed as a group to achieve strategic objectives.
* Don’t forget operations too
What’s the difference between a VDO and PMO?
VDO: A value delivery office is for more adaptive approaches.
* Serves an enabling role(rather than oversight)
* Focuses on coaching and building capability
* Mentoring sponsors and POs to be more effective
PMO: Has more oversight and controls projects, tells PM what to do and what they’re working on and how to do the work.
Which org structure gives you the most control as PM?
a. Matrix
b. Composite
c. Strong
d. PMO
PMO
If I see PMO- That means Project oriented
What is a Composite Org Structure?
Blend of two or more models(blend of func, projectized, matrix orgs)
What are characteristics of a Functional Org Structure?
- Staff are grouped by specialty or function (e.g., finance, marketing, etc.).
- Project managers have limited authority.
- Employees report to a functional manager.
What are characteristics of a Matrix Org Structure?
Matrix: There is a blend of functional and projectized characteristics.
* Employees report to both functional managers and project managers.
* There are three types of matrix structures: weak, balanced, and strong.
* Weak Matrix: Closer to functional, with project managers having limited authority.
* Balanced Matrix: Project managers and functional managers share authority.
* NOT MEDIUM MATRIX but BALANCED!
* Strong Matrix: Closer to projectized, with project managers having more authority.
What is the middle term for a matrix org called?
Weak, ___ , Strong
Balanced
What are characteristics of a Project Oriented org Structure?
- Project managers have full authority over the project.
- Staff are dedicated to the project.
- Project managers report directly to higher management.
What’s the difference between EAC and Regresion Analysis for Forecasting?
Forecasting costs techniques
EAC: Estimated at completion new budget based on current cost performance(updated BAC)
Regression Analysis: Trend line on a scatter plot that looks for trend between 2 variables
* Control Schedule: Can look at performance see if it is improving or getting worse. Graphically draw trend to predict where it will be in future
What is the purpose of the steering committee?
??
Come back later
What is the Benefits Management Plan?
(Memorize what’s in it and how it interacts throughout the project.
What is VA and NVA? What area is this for? (Continuous improvement LEan?
Value Add or non value add activities
Insert image slide 28
Which plan has a preliminary SH list
Understand the needs part memorize how it connects.
Communications MP.
EX2.Q.54
* Has all Shs and their comm needs, and how info will be communicated to them.
Answer CGPT:
* The SH Register and Comms MP are complimentary
* The Comms Plan provides high level SH info requirements and information to be communicated, and reason for distribution of that information and more.
* Comms plan references SH Register for more detailed information on SHs.
Ex of Comms MP: SH Analysis Section
* The SH register is part of the SH Engagement plan not comms MP
* SH Register is output of SH Engagement plan
* The SH ID, Analysis, and management is part of SH Engagement plan
CGPT image of sample Comms MP and SH Register.
What is the difference between the SH info in the Communications Management Plan and the Stakeholder Register?
- SH Info: Comm MP references SHR for detailed info for each SH.
- Does not contain a full list of SHs w/ same level of detail as SHR. but outlines Comm requirements for each SH or SH group.
- Part of SH Engagement plan not comms plan(ID, analyze, management of SHS)
- Integrated approach: CommMP leverages SHR to ensure comms are tailored to meed the needs and preferences of each SH.
- Specifies how often and through which channels each SH or SH group will receive updates and other comms.
How do you create a Communications Management Plan?
Creating Comms MP:
1. Use SHR to ID Shs
* Determine comm needs for each SH based on their roles, influence, and impact on project.
* Develop Comm strategies and plans accordingly
2.Updating and Referencing
* When communicating w/ SHs, refer to Comms MP to ensure you follow the agreed upon methods and schedules
* Use SHR to retrieve details about each SH if needed.
Example Scenario: When you need to communicate the release to SHs
* Review the Comm MP: To understand the general comm strategy, channels, frequency, and responsible persons.
* Cross Reference w/ the SH Register: If you need specific details about SHs, such as updated contact info or to verify roles.
What does the Comms MP consist of?
Outlines comm strategies and plans for project detailing how info will be distributed to SHs.
Contents:
* Comms objectives
* Info to be communicated(content)
* Who will receive the info(audience)
* How info communicated(methods/channels)
* Freq of comms(timing/sched)
* Person responsible for delivering comms(sender)
* Feedback mechanism and procedures for managing comm
What does the SH Register consist of?
Detailed list Shs in project provides info on them, interests, influence, and impact on proj.
What is a leading Indicator?
Are metrics that predict future performance/trends/changes or outcomes can be used to make proactive adjustments.
Leading indicators(quantifiable): Size of project, number of items in progress in BL
* Sprint Burndown Rate- Measure rate at which work being completed in a sprint. If burndown slower than expected, it may indicate potential delays.
* Number of open issues: Count of unresolved issues or bugs. Increasing number of open issues can be sign of potential quality problems ahead.
* Team Velocity: Amount of work that can be done in a sprint. Velocity decreasing, can indicate team burnout or inefficiencies.
* Employee Engagement Levels: Measured through surveys/feedback. High engagement leads to better productivity and project outcomes
* Scope Change Requests: Number and frequency of scope CRs. High number of CR’s can indicate scope creep, can lead to delays and increased costs.
* Resources availability: Lack of resources indicate upcoming project bottlenecks.
* Completion of Milestones: Tracking whether milestones being completed on time. Delays to Milestones can predict future schedule slippage.
* Customer Feedback: Early feedback form customers or SHs about deliverable. Negative feedback can indicate future dissatisfaction or rework.
Lead Ind (harder to quantify): but provide early warning signs of problems: Lack of risk management processes, SHs who are not available or engaged, poorly defined project success criteria
Clarify last summ with bullets above.
