Learning Objective 2 Governance Arrangements Flashcards
Understand governance structures as a framework of authority and accountability for the delivery of a project, which align with organisational practice.
What are two benefits of delivering projects within a matrix organisational structure?
- The ability to run projects alongside business-as-usual functions.
- Easy effective communication
- The ability to effectively share knowledge across business areas.
- Effective Resource Allocation
- Flexibility
These benefits facilitate collaboration and enhance resource utilization.
Define a policy in the context of project governance.
A policy is a deliberate system of principles to guide decisions and achieve desired outcomes.
Policies are essential for establishing governance frameworks.
How does establishing clear governance structures for project delivery contribute to aligning projects with an organisation’s objectives?
- Ensures effective communication channels between project teams and wider stakeholders.
- Facilitates decision-making processes that prioritise project alignment with organisational goals.
- Defines roles, responsibilities and accountability to ensure project activities support organisational objectives.
Clear governance enhances project success by aligning with strategic goals.
What is the project manager’s responsibility regarding the business case?
The project manager is responsible for delivery of outputs to achieve the business case benefits once the business case is approved.
This includes consulting and supporting the project sponsor’s creation of the business case.
What is a disadvantage of a marketing project that is misaligned with an organization’s objectives?
- Lack of strategic alignment.
- Misallocation of resources.
- Ineffective performance measurement.
- Lost opportunities for synergy.
- Risk of reputational damage.
These disadvantages can significantly hinder overall business success.
Fill in the blank: The limits of financial authority are more ______ in a linear life cycle compared to an iterative life cycle.
fixed
Linear life cycles tend to have predetermined financial limits.
In a matrix organisation structure, the project manager’s authority will ______ the functional line manager’s authority.
be balanced with
This balance helps in managing dual reporting effectively.
When making resourcing decisions for a project, the project sponsor should ______.
sign off the approach
This ensures alignment with project objectives and resource allocation.
List three features of a permanent/functional organisational structure.
Repetative Tasks
Delivers Business as Usual
Clear communication channels via line manager
Specialisation in specific areas
This structure enhances efficiency but can also lead to silos.
What is a key responsibility of the project manager?
Manages the project day to day.
This includes ensuring successful delivery of outputs and managing risks.
What is the role of the project sponsor during the definition phase?
Owns and develops the business case with the support of the project manager.
This role is crucial for justifying the project within the organization.
What are two advantages of a temporary project organisational structure?
- Clear accountability with defined roles
- Effective resource allocation specifically for project tasks
This structure promotes flexibility and responsiveness to project needs.
What do users contribute to a project?
Identify project requirements and define acceptance criteria.
Users ensure that the project meets the actual needs of stakeholders.
True or False: The project manager is responsible for the overall success of the project.
False
The project sponsor is responsible for the overall success, while the project manager focuses on day-to-day management.
What are the disadvantages of a matrix organisational structure?
- Dual reporting can create conflicting priorities
- Role confusion may lead to conflict and reduced productivity
- Complex decision making from multiple stakeholders
These challenges can hinder project efficiency.
Fill in the blank: The project manager provides inputs into the phase reviews/______ gates.
decision
This input is critical for project governance and oversight.
What is the primary responsibility of a Project Manager?
Responsible for the day-to-day management of the project.
What is the primary responsibility of a Project Sponsor?
Responsible for the overall success of the project.
What authority does a Project Manager hold?
Manages the project within limits of delegated authority whilst implementing the direction of the project sponsor.
What authority does a Project Sponsor have?
Has the authority to approve major decisions and changes to the project.
What does a Project Manager focus on?
Focuses on the technical delivery of the project.
What does a Project Sponsor focus on?
Focuses on the business objectives of the project.
Who manages communication with stakeholders?
Project Manager.
Who sets the expectations of stakeholders?
Project Sponsor.
Who is accountable for the delivery of the project?
Project Manager.
Who is ultimately accountable for the success of the project?
Project Sponsor.
What role does a Project Manager have in the project team?
Responsible for leading and managing the team.
Is the Project Sponsor typically a project team member?
No.
What are the required aspects of project management governance?
Policies, Regulations, Processes, Procedures, Delegated Responsibilities.
What do policies provide in project management?
Guidelines around the business expectations of the project and outlining boundaries.
What do regulations ensure in project management?
Conformity to specific standards and legal, regulatory, corporate, ethical, and professional standards.
What is the purpose of processes, procedures, and functions in project management?
Outline standardized working methods and provide a structured method for delivery.
What is the benefit of having clarity around delegated responsibilities?
Increases efficiency during the project life cycle.
What is a responsibility assignment matrix (RAM or RACI)?
A tool that gives stakeholders oversight of roles and responsibilities.
What characterizes a linear project life cycle?
Sequential with clearly defined outputs, typically applied to low-risk projects.
What is an iterative project life cycle?
A repetitive life cycle beneficial for projects with evolving objectives or solutions.
What is a hybrid project life cycle?
Combines aspects of both linear and iterative life cycles.
What impact does a project’s life cycle have on governance?
Can influence the governance framework and the overall limit of financial authority.
Fill in the blank: Policies ensure the continued governance of the project through _______.
control points.
True or False: A Project Sponsor is responsible for the day-to-day management of the project.
False.
What is an advantage of a permanent/functional organisational structure
Specialisation. Employees can focus on their area of expertise and develop specialist skills and knowledge.
Efficiency. Departments can develop efficient process and procedures to streamline operations.
Clear Career Path. Employees can see their career path and opportunities for advancement
What is a characteristic of a permanent/functional organisational structure
A stable team environment working on business-as-usual, or routine, operational tasks that require specific resources.
Individuals taking instruction from a line manager only and, as a result, communication methods are simple.
Allocated tasks match on individual’s capability so may be more repetitive and less varied.
What is an disadvantage of a permanent/functional organisational structure
Silos. Departments can become isolated and develop their own priorities or goals leading to lack of collaboration and communication.
Lack of Flexibility. Functional departments may become resistant to change or new ideas that do not align to their area of expertise.
Slow Decision Making. Decisions may take longer to make as they need to be approved by multiple departments.
What is a characteristic of a Temporary/Matrix structure
A temporary team bringing different skills to complete a series of specific tasks in a project environment.
Employees have both a functional manager and a project manager.
Best suited to organisations that have complex project requiring collaboration across the functional areas.
Provides a mix of skilled resources to the project on a temporary basis.
What is a Benefit of a Temporary/Matrix structure
Improved Communication. Each team has clearly defined roles and responsibilities.
Effective Resource Allocation. Promotes communication and collaboration across functional departments leading to better decision making
Flexibility. Allows for flexibility in responding to changing project needs and priorities
What is a disadvantage of a Temporary/Matrix structure
Dual Reporting. Employees may have conflicting priorities as they report to both a functional manager and a project manager
Role Confusion. Employees may become confused over their roles and responsibilities leading to conflict and reduced productivity.
Complex Decision Making. Decisions may take longer as multiple stakeholders may need to be consulted
What is a characteristic of a Project structure
A temporary team bringing different skills to complete a series of specific tasks in a project environment.
Employees are organised around a specific project or initiative.
Best suited to organisations that have complex project requiring collaboration across the functional areas.
Provides a mix of skilled resources to the project on a temporary basis.
What is a advantage of a Project structure
Clear Accountability. Each team has clearly defined roles and responsibilities.
Effective Resource Allocation. Resources are allocated specifically to the project for a clearly defined task.
Flexibility. Allows for flexibility in responding to changing project needs and priorities
What is a disadvantage of a Project structure
Duplication of Resources. There can be duplication of resources across multiple projects leading to inefficient resource utilisation.
Limited Integration. The project may become isolated from the permanent organisation.
Limited Career Progression. Team members may have limited opportunities to progress or be overlooked whilst in the project.
What is a key responsibility of the Project Manager
Manages the project day to day.
Ensures successful delivery of outputs, identifying and managing risks, managing budgets and schedule.
Communicates with and updates all project stakeholders.
Organises, motivates and leads the team; ensures knowledge and skills are aligned to assigned roles.
Develops the project management plan; monitors and controls the project progress.
What is a key responsibility of the Project Sponsor
Communicates the vision and sets the high-level expectations, securing funding for the project.
Owns and develops the business case during the definition phase, with the support of the project manager.
Identifies the business change and coordinates the justification of this change within the business case.
Provides ongoing support to the project manager and overarching governance.
Makes decisions on behalf of the business at phase reviews/decision gates.
What is a key responsibility of the Project Steering Board
Guides the project in line with the strategic aims of the business.
Retains responsibility for the project’s feasibility, business case and achievement of outcomes.
Authorises the business case on behalf of the organisation, sanctioning a release of funds for the project to progress.
Decides on any issues escalated from the project manager and supports higher-level decision making.
What is a key responsibility of the Product Owner
Typically, this role is more common within iterative or hybrid life cycles.
Defines scope of work; leads the focus on product development.
Acts as the intermediary between stakeholders and project team members.
Creates the vision and defines goals for the operability of the project’s outputs.
Accepts incremental delivery, signing off the function or scope as complete.
What is a key responsibility of the Projet Team Members
Perform project tasks as instructed by the project manager.
Deliver the project outputs.
Report on progress of achievement against the project plan.
Support the project manager in completing tasks within the project plan, such as identifying risks, communicating with stakeholders, and identifying and reporting changes.
What is a key responsibility of the Users
Identify project requirements, ensuring objective separation of ‘musts’ and ‘wants’.
Participate as part of the project team, identifying project constraints and dependencies.
As subject matter experts, answer any questions the project team might have about the scope of work or the benefits required.
Define acceptance criteria.
What are key differences between the Project Manager and the Project Sponsor with regards to Responsibilites
Project Sponsor : Responsible for the overall success of the project.
Provides high level guidance
Project Manager : Responsible for the day-to-day management of the project
What are key differences between the Project Manager and the Project Sponsor with regards to Authority
Project Sponsor : Has the authority to approve major decisions and changes to the project
Project Manager : Manages the project within limits of delegated authority whilst implementing the direction of the project sponsor
What are key differences between the Project Manager and the Project Sponsor with regards to Focus
Project Sponsor : Focuses on the business objectives of the project.
Project Manager : Focuses on the technical delivery of the project
What are key differences between the Project Manager and the Project Sponsor with regards to Stakeholder Management
Project Sponsor : Sets the expectations of stakeholders
Project Manager : Manages communication with stakeholders
What are key differences between the Project Manager and the Project Sponsor with regards to Accountability
Project Sponsor : Ultimately accountable for the success of the project
Project Manager : Accountable for the delivery of the project within constraints of time cost and quality
What are key differences between the Project Manager and the Project Sponsor with regards to roles in the project team
Project Sponsor : Not typically a project team member
Project Manager : Responsible for leading and managing the team
Why are policies used in project governance
Policies provide guidelines around the business expectations of the project as well as outlining boundaries.
They can be influential in how the project is conducted and how the project aligns with the organisational culture.
They also ensure the continued governance of the project through control points, e.g. decision gates, audits and evaluation reviews.
Why are Regulations used in project governance
Regulations ensure that the project conforms to specific standards and legal, regulatory, corporate, ethical and professional standards.
Why are Processes, procedures and functions used in project governance
It is typical, but also best practice, for a set of processes, procedures and standardised functions to be in place for a project team or community before any work begins.
These outline standardised working methods and provide a structured method for the delivery of the project, including principles for managing risk, budget control and the life cycle approach.
They also ensure consistency of practice across the project.
Why are delegated responsibilities used in project governance
Having clarity around roles increases efficiency during the project life cycle by ensuring that all project team members are aware of what is expected of them.
Roles and responsibilities should be clearly defined to ensure transparency, and the use of a tool like a responsibility assignment matrix (RAM or RACI) gives stakeholders oversight of these expectations
What impact does a Linear lifecycle have on project governance
This sequential life cycle has clearly defined outputs and is typically applied to low-risk projects with greater structure and with clear expectations for each project phase.
Due to its nature, a linear life cycle provides maximum control and governance, as team members can follow a clear framework with defined requirements.
Communication between team members is simple, as controls and information are passed on to subsequent phases as milestones are reached and accomplished.
What impact does an iterative lifecycle have on project governance
This repetitive life cycle will repeat one or more project phases and is most beneficial when applied to projects with evolving objectives or solutions. It can also be used in agile development projects and allows for iterative learning.
Greater flexibility is required in governance procedures as the project’s scope may be vague or the required solution unclear.
However, adaptations and changes can be made by the project manager and their team before the next iteration to incorporate previously observed benefits.
What impact does a Hybrid lifecycle have on project governance
As the name would suggest, this life cycle combines aspects of both linear and iterative life cycles to enable a mixed approach.
This flexibility allows the project team to choose the most appropriate approaches to best suit the project and set up the governance procedures accordingly.
