Introduction

Question 0

A definition of project management

Answer 0

Project management is the discipline of planning, organizing, securing and managing resources for the successful completion of specific project goals and objectives.
A project is a temporary endeavor, having a defined beginning and end, undertaken to meet unique goals and objectives, usually to bring about beneficial change or added value.

Question 1

Project

Answer 1

Lat. projectum or proiacere (to throw forward)

Question 2

Project management is not

Answer 2

The management of the regular working processes

Organizationally structures due to hierarchy and the regular organization

Question 3

Project management usually requires,

A project is specified by

Answer 3

To set up a project oriented team with a project leader.
- a start and an finish, a lifecycle (a beginning and an end with distinct phases in-between)
A budget with an associated cash-flow, activities which are unique and non-repetitive, use of resources from different departments which need separate co-ordination

Question 4

Project knowledge areas

Answer 4

Project integration
Project scope management 
Project time management
Project cost management
Project quality management
Project human resources management 
Project communications management
Project risk management
Project procurement management 

–> deliverable objectives in general: scope, time, cost, quality

Question 5

Project integration

Answer 5

Several knowledge areas brought together as planning-execution-control

Question 6

Project scope management

Answer 6

Includes all work required and only the work required

Question 7

Project time management

Answer 7

To ensure timely performance of the project

Question 8

Project cost management

Answer 8

Project to be completed within the approved budget, includes resource naming, cost estimates, cost budgeting, cash-flow and cost control

Question 9

Project quality management

Answer 9

To satisfy the needs and fulfill the objectives, includes focused measurable objectives, quality planning, quality assurance and quality control

Question 10

Project human resources management

Answer 10

Most effective use of people, includes project organization, staff acquisition and training

Question 11

Project communications management

Answer 11

Collection and sharing of information. Securing the decision process with management

Question 12

Project risk management

Answer 12

Identifying, analyzing and responding to risk, on-going control

Question 13

Project procurement management

Answer 13

To acquire goods and services from outside the team, organization, company. Procurement planning, source selection, contracts

Question 14

Cost

Answer 14

Realistic planning of resources
Defining external costs as eg research, consultancy
Implementing on-going cost and resource control

Question 15

Schedule

Answer 15

Realistic time frame defining milestones
Considering sub-projects and team-process
Securing management decision process
Consistent check of timing and delays

Question 16

Performance

Answer 16

Measurable performance criteria
Top management support
Standardized instruments and processes

Question 17

Project leader

Answer 17

One project leader, a tea with different background and know how ( a project is not embedded in the organization)

Question 18

Outside consultants

Answer 18

Lawyers

Business consultancy

Question 19

Abilities of a project manager

Answer 19

Ability to select, develop and motivate an operational team
Leadership and management ability
Ability to integrate stakeholders and drive management decisions
Operational flexibility
Ability to administer
Ability to plan, execute and decide
Ability to monitor and control
Understand the environment and adapts to changes
Ability to keep the boss and client happy

Question 20

Decision making continuum

Answer 20

Autocratic boss makes the decisions
Isolated 
Informed consultative 
Laisser-faire, democratic
Democratic, team makes the decision

Question 21

Action-centered leadership (original leadership training at sand hurst military academy)

Answer 21

Hierarchy of needs:
Individuals first for mayor effectiveness , otherwise unlikely to contribute

Individual to work together as a team, with a single point of responsibility

Individuals and team to deliver the task corresponding to the projects ‘ objective

Performance: ability plus commitment

Question 22

Herzberg’s motivation and hygiene factors

Answer 22

Dissatisfaction and demotivation -> not dissatisfied but not motivated -> positive satisfaction and motivation

Question 23

Hygiene factors

Answer 23

Company policies
Quality of supervision
Relations with others
Personal life
Rate of pay
Job security
Working conditions

Question 24

Motivational factors

Answer 24

``` Achievement Career advancement Personal growth Job interest Recognition Responsibility ```

Question 25

Management of conflict

Answer 25

Arbitration (Schlichtung) for conflicts which are apparent and specific, not continual Coordination device: creating a position between the conflicting parties e.g. CMO between business divisions Negotiations : conflicting parties negotiate Separation: conflict between individuals Withdrawal and neglect: retreating from a conflict situation to cool down Rules and regulations: should follow negotiation and agreement Compromising vs. confrontation: common agreement Problem solving: treating conflict as a technical problem, changing perspective

Question 26

A leader is also

Answer 26

``` A professional expert A diplomat An administrator A negotiator A motivator Skillful delegator A decision maker ```

Question 27

Project failure

Answer 27

Communication Failure to understand stakeholders' specific interests eg environment, women .. Competition is faster, more innovative Scope of work is under-estimated Objectives and expectations are not clear Motivation and organizations is lacking (NGO's no payment) IT- projects- only 18% completed within budgets, 50% overrun their budget, 30% are abandoned due to expensiveness Poor estimating Insufficient reviews and control Changes in the organization- new decision makers in global organizations

Question 28

The decisive steps in project management

Answer 28

Initiative naming Executing Closing

Question 29

Initiative

Answer 29

Requirements from customer Requirement analysis SOW- statement of work formulation project approval or project stop

Question 30

Planning

Answer 30

``` Definition of scope Schedule Resources Budget Risk plan Responsibility chart Team assignment ```

Question 31

Executing

Answer 31

Tracking and feedback Team training Quality assurance Project communication ``` Project control Budget variances Schedule variances Quality control Scope control Risk management ```

Question 32

Closing

Answer 32

Approval by customer Filing and documentation Lessons learned

Question 33

Initiative !

Answer 33

Idea -> project definition (analysis, initial objective, executional study, management planning (-->approval or stop) -> project objective

Question 34

Political campaigns..

Answer 34

Are always projects! Always a unique challenge, requires an individual project and team set-up, parameters change from one campaign to the others as project team, candidate, voter expectations, "competitive" environment

Question 35

Project analysis

Answer 35

Examination of background, framework and influences, internal and external Does the project fit the company? Is it related to a business plan? Will it solve the challenge/problem?

Question 36

Initial objective

Answer 36

Definition of measurable idea and strategy related objectives

Question 37

Executional study

Answer 37

Development and evaluation of solutions, cost-benefit analysis, risk evaluation, decision mandatories Can the project achieve targeted objectives? How realistic is the project given planned scope, timing, cost? Does the company has the know how? Is the budget sufficient? Cost related to benefits and alternative projects? What could not work? Risk allocation

Question 38

Management planning

Answer 38

Concept and organization planning eg structure and process What are the resources needed? What could be the process/cost, timing, scope?

Question 39

Project objective

Answer 39

Needs to be distinctive, measurable, realistic, precise and inspiring! Not! Less employees but decreasing 20% of the current stuff, timeframe one year, focus on production work force in factory d, secondary administration resources related to factory d

Question 40

Political campaign objectives

Answer 40

Quantitative : getting xxxx% national votes for the party, achieving majority of xxx for national government, regional and local candidates succeeding in xxx places, US specific: to succeed in xxx of swing states, to keep budget framework - to raise funds with an amount of xxx monthly Qualitative To successfully influence the decision making process within a specific group, to enforce one message with key voters "change"