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APM > Identifying the Project Scope > Flashcards

Identifying the Project Scope Flashcards

1
Q

Scheduling steps

A
  1. Identify scope
  2. Activities and tasks
  3. Dependencies and networks
  4. Estimating and risks
  5. Critical Path
  6. Add resources
  7. Schedule
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2
Q

Identify the scope =

A

Identifying the products or outputs that are needed

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3
Q

Activities and tasks=

A

Determine the activities and take required to produce the products or outputs

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4
Q

Dependencies and networks=

A

Establish the dependencies between the activities and draw a network showing how they link together

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5
Q

Establishing risks =

A

Estimate the duration and the associated risks ( duration is added to the network)

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6
Q

Critical path=

A

When the duration has been added to to the network we can identify the critical path and then add resources

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7
Q

Resources =

A

Resources are added when the critical path has been identified

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8
Q

Schedule =

A

After all the steps are completed a schedule is established ( probably have to run up and down the steps unlikely to get it right the first time)

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9
Q

PBS ?

A

Product breakdown structure

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10
Q

PBS: scope ?

A

The totality of the outputs , outcomes and the benefits and the work required to produce them

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11
Q

PBS: Scope management

A

The process whereby outputs , outcomes and benefits are identifies , defined and controlled

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12
Q

PBS: the scope of the project is defined by listing all the _______ that will be provided and the amount of ______ involved

A

Products
Work

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13
Q

PBS: it is important to state what is out of scope as this sets the _________ for the _________

A

Expectations
Project stakeholder

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14
Q

Product break down structure =

A

The products are established by producing a product break down structure

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15
Q

A product breakdown structure is a?

A

Hierarchal structure - products at the high level are shown as consisting of the products at the lower levels

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16
Q

WBS?

A

Work break down structure

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17
Q

Work breakdown structure :

A

Once products have been identified we can define the activities required to produce the product

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18
Q

WBS + PBS - there is no need to ?

A

Consider the order of activities as this point

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19
Q

Once the WBS is completed we can move on to consider the ?

A

Organisational break down structure

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20
Q

OBS?

A

Organisational break down structure

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21
Q

Organisational breakdown structure:

A

Once we know what activities are required we can establish the skills or the personnel required to undertake the work

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22
Q

OBS: once we determine who will undertake the work , tasks are allocated to the team through a ?

A

Responsibility assignment matrix

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23
Q

Responsibility assignment matrix =

A

RAM

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24
Q

Responsibility assignment Matrix:

A

Combines the WBS with the DBS to produce a report showing who does what

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25
Q

RAM: The acronym RACI is used to ?

A

Define the activities

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26
Q

RAM: RACI ?

A

Responsible - The person doing the work
Accountable - the person accountable for the work being done
Consult - the person or people who will be consulted during the execution of the work
Informed: the person who will be informed about the work during during its execution

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27
Q

CBS?

A

Cost Breakdown Structure

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28
Q

Cost Breakdown Structure:

A

Based on the RAM and the WBS and will be finalised once estimating step has been completed.

29
Q

CBS: the CBS is normally some
Sort of ?

A

Spreadsheet , where we list all
The activities and against each activity we allocate the areas of cost

30
Q

CBS: areas of cost ?

A

The cost of labour + Materials
Plant and specialised equipment

31
Q

CBS: Areas of cost also include ?

A

Allowances for contract or subcontract cost along with cost for management and overheads and allowances for any contingencies or risks.

32
Q

CBS: the cost is allocated to ?

A

Different cost areas, once totalled up we can and an allowance for profit to obtain the final cost for the project

33
Q

BENEFITS OF STRUCTURE: helps the team to think about the _________ and in turn reduces the risk of _________

A

Work requires
Overlooking something

34
Q

BENEFITS OF STRUCTURE: plans can be used to gain _______ from the _______

A

Agreement
Customer/client

35
Q

BENEFITS OF STRUCTURE: the WBS list all the activities required to produce the ________

A

Network diagram and schedule

36
Q

BENEFITS OF STRUCTURE: the CBS provides a ______

A

Total cost for the project

37
Q

BENEFITS OF STRUCTURE: the PBS Identifies ____________ . The numbering system provides________

A

Products / outputs
Consistency throughout the project documentation

38
Q

BENEFITS OF STRUCTURE: the structure ensures the team members know _____

A

What they most do

39
Q

Scope management liner vs Iterative: how is the scope identified

A

Linear : scope is developed using a pbs and or WBS

Iterative: the scope is structured using a prioritisation technique such as MoSCoW
- must have
- should have
- could have
- won’t have

40
Q

Scope management liner vs Iterative: CBS vs MUST HAVES

A

Linear : the cbs is used to define the cost of all resources , labour and materials etc. necessary to complete the work

Iterative: must have requirements are priorities into user stories and these are translated into a target scope of work

41
Q

Scope management linear vs Iterative: work

A

LINEAR - time cost and quality
Are generally defined later in the planning process

ITERATIVE - the target scope of work must be achieved within a target time window w/ defined resources

42
Q

Scope management iterative - subsequent iterations may result in the scope being ______ based on the _______ gained and any _____ the team has acquired and the emerging ______

A

Modified
Experience
Insight
Priorities

43
Q

The PBS is a hierarchical structure where the main main output of the project is placed at the ________. The next level down shows the components that makeup the _______. The process continues to the level of __________ products. Each products will have defined _______ and _____ methods.

A

Top level
Higher level
Individual products
Acceptance criteria
Quality control

44
Q

The pbs shows ?

A

What will be delivered

45
Q

Once the PBS is completed it can be used to do the initial _____ to obtain stakeholders _______ that the Products identified are what stakeholder expect the project ______ and get a firm agreement to that effect.

A

Scope verification
Agreement
To deliver

46
Q

Following the categorisation of the project to Create products , the PM is able
to direct those products to the must suitable _______ resource for more detailed scope _____. This results
In the baseline scope of work to be defined through a _______ which will detail the activities which will be _____and ______to meet all the requirements and benefits.

A

Technical
Definition
WBS
Scheduled and resourced

47
Q

The lowest level of the WBS consist of work packages that contain the activities to be performed to allow ____, ______ and ____. All necessary to do the work and ultimately deliver the output.

A

Scheduling , estimating and resourcing assignments

48
Q

Where the objective is well understood and has a tangible out it is usual to define the scope as ____________________.

A

Accurately as possible at the beginning of the lifecycle

49
Q

Where the objective is less tangible or subject to significant change a more ______________

A

Flexible or iterative approach to scope
Is needed

50
Q

In the WBS each work package will have a _________ in order to be tracked within the business management systems of the
Organisation. Any estimated cost related to the delivery of the work package can then be ______ using the ________.

A

Coded reference
Recorded
Coding structure

51
Q

The resulting structure of the WBS is the ______. A ______ breakdown of the project into cost elements.

A

CBS
Cost

52
Q

The CBS provides a ______ view of the project and splits the project scope into its individual _____________ components. which can be related back to the original breakdown.

A

Financial view
Cost

53
Q

The OBS describes the structure of the project _______ required to complete the work packages in the WBS. This is useful useful particularly when work will be performed by business staff ______ on to the project or by specialist
team working on more than one project. It is also important for individuals themselves to know where they are ________ in the structure and their reporting_________.

A

Organisation
Seconded
Situated
Responsibilities,

54
Q

The WBS and OBS can be combined together to create a communication devise known as ____________

A

A responsibility assignment matrix (RAM)

55
Q

The RAM ensures ?

A

That people who are going to
Do the work are fully aware of the work they have been assigned together with their position in the project organisation

56
Q

A common coding structure can be applied to the RAM. Where the RAM is coded it can also be referred to as a _________ matrix

A

RACI

57
Q

RACI stand for

A

Responsible
Accountable
Consults
Informed

58
Q

The RAM provides a clear and concise summary of _____ or _______ the specific responsibilities defined within the _________ and the level of accountability or contribution expected from named roles or individuals within the project

A

Tasks or deliverables
Project procedure

59
Q

Requirement management: in all cases specific project objectives and requirements are informed by the ________ and _____ desired by the stakeholders. Requirements are the stakeholders wants and needs and must be clearly defined with _______.

A

Success criteria and benefits
Acceptance criteria

60
Q

Everyone involved in carrying out requirements management must also ensure that:

A

There is linkage between benefits , project success criteria , project objectives and project requirements

Requirement are clear , unambiguous and expressed as simply as possible

61
Q

Requirement management: high level requirements are defined during the concept phase these need to be detailed enough to make an _________

A

Investment decision ( where or not to proceed to the definition phase)

62
Q

Requirement management: requirement management is the process of _____, _______ and _______ stakeholders wants and needs. It requires the capture of requirements via a __________. This process should incrementally breakdown the requirements in a ________ manner considering different conditions and scenarios.

A

Capturing , assessing and justifying
Structured process
Hierarchal manner

63
Q

Requirement management: The requirements once defined must be ________ with the project ____ and or key _____ to ensure the full scope has been captured.

A

Validated
Sponsor
Stakeholders

64
Q

Requirement management is an ongoing ____ that is maintained through tout the project lifecycle. These requirements becomes the ____________ deliverables. This is helps us define the project scope allowing the project team to understand the exact ______ of the project and how the work will be structured to meet the requirements and deliver the scope

A

Process
Principle project
Deliverable

65
Q

Requirement management establishing scope: step one , gathering of requirements

A

Can be done in a number of ways ranging from personal interviews , workshops , focus groups, surveys etc. some methodologies including agile approaches are designed to enable Continuous gathering and refinement of requirements on the assumption that the stakeholders may not be sure of their needs.

66
Q

Requirement management establishing scope: analysing requirements

A

Analysing combines information from functions such as schedule management and investment appraisal, with specific value based techniques such function analysis and function cost analysis. Resulting in a thorough understanding of requirements and the value they contribute to the overall objective.

67
Q

Requirement management establishing scope: sometimes more requirement are requested than it is feasiblle
To deliver so a ________ Excercise is needed to highlight the most essential requirements and justify why the chosen requirement should the ones that are ______. Such as MoSCoW

A

Prioritisation
Baselined

68
Q

MoSCoW when using an agile methodology…

A

The could have and should have requirements would be sacrificed if at anytime the project was predicted to over budget or be late . The must have would
Only be reduced as a very last resort. Worst case scenario project would deliver only the must have in the form of a MVP. This process ensures that the essential requirements are understood as an input to work to select the optimal solution and then define the detailed scope of work to be delivered with an acceptance criteria.

69
Q

Once the schedule is created it is important to confirm with the resource owners that the resource
assumptions around available are ?

A

Validated

If the resources are not available when the work is planned the schedule cannot be achieved

APM (15 decks)

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