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OL481: Project Management > Lecture 1: Building the Foundation and Developing Project Management Skills > Flashcards

Lecture 1: Building the Foundation and Developing Project Management Skills Flashcards

1
Q

Definition of a Project: What is the 3 criteria?

A
  • Unique product, service, or result
  • Limited time frame
  • Temporary in nature
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2
Q

Definition of Operations: What is the 3 criteria?

A
  • Produces the same product, service, or result over and over
  • Ongoing- no definitive beginning and end
  • Processes are not completed
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3
Q

What are the 6 types of Organization Structures?

A
  1. Functional
  2. Project-oriented
  3. Matrix
  4. Virtual
  5. Hybrid
  6. PMO
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4
Q

Functional

A
  • Hierarchical in nature

- Clear chain of command

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5
Q

Projectized

A
  • Organized by project
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6
Q

Matrix

A
  • Combination of functional and project-oriented
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7
Q

Virtual Structure

A
  • People are not physically together at the same time but are connected via a corporate network or the Internet or both
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8
Q

Hybrid Structure

A
  • Takes on aspects of two or more structures. A matrix organization is a type of hybrid structure
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9
Q

Project Management Office (PMO)

A
  • Centralized organizational unit that oversees the management of projects and programs throughout the organization
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10
Q

Benefits of PMO

A
  • Provides an established project management methodology including templates, forms, and standardized processes
  • Mentoring, coaching and training for project managers
  • Facilitating communication within and across projects
  • Managing resources
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11
Q

Project Management Practices

A
  • Applying skills, knowledge and established project management tools and techniques to produce the best results possible
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12
Q

Project Management Practices : Benefits

A
  • Improves overall project performance
  • Reduces the time to complete projects
  • Reduces project risk
  • Increases quality
  • Improves communication
  • Ensures consistency in reporting
  • Improves accuracy of project reports
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13
Q

Project Management Tools

A
  • Project management software
  • Templates and forms
  • PM software typically includes templates and forms, scheduling, resource allocation, workflows, status reporting and more
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14
Q

Understanding Project Processes

A
  • Initiating
  • Planning
  • Executing
  • Monitoring and Controlling
  • Closing
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15
Q

Initiating

A
  • Acknowledges that a project should begin

- Primary output is the project charter

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16
Q

Planning

A
  • Create the project plan (communication plan, schedule, budget, resource plan, quality plan and more)
  • Primary output is the project planning documents
17
Q

Executing

A
  • Work of the project begins

- Primary output is deliverables and status reports

18
Q

Monitoring and Controlling

A
  • Work results are monitored, changes requested, and problems corrected
  • Primary output is change requests and corrective actions
19
Q

Closing

A
  • Project is completed and project documents closed out

- Primary output is signed off project documents and lessons learned

20
Q

21st Century Project Management

A
  • Project management is likely the same today as it was hundreds of years ago
21
Q

Definition of a successful project

A
  • The project results meet or exceed stakeholder expectations
22
Q

Constraints

A
  • Anything that restricts or dictates the actions of the project team
    Key: determine the constraint that’s the primary driver
23
Q

Triple Constraints

A
  • Scope
  • Schedule
  • Budget
24
Q

Other Constraints

A
  • Quality
  • Risk
  • Resources
25
Q

What “tool bag of skills” does Project Managers have?

A
  • Communication skills
  • Organizing techniques
  • General management skills
  • Negotiating skills
  • People management skills
26
Q

Communication Skills

A
  • The MOST important skill any project manager can master
  • Both verbal and written communication skills
  • 90% of a project manager’s time is spent communicating
  • Communicating the right information to the right people at the right time helps assure project success
27
Q

Organizing Techniques

A
  • Time management: Control the priorities for your daily, weekly, and monthly schedule
  • Keep calendar up to date
  • Maintain a task list of to-do’s
  • Use one tool for all your information
  • Set priorities: Prioritize time according to importance and urgency
  • Manage information: Handle every piece of information on time and do something with it
28
Q

Setting Priorities: Firefighting Zone

A
  • Issues such as emergencies, unplanned risks and business or service interruptions
  • Project deadlines or important and urgent issues that require preparation, response or decisions on short notice
  • Don’t spend a lot of time in this zone because it’s a time killer
29
Q

Setting Priorities: Planning Zone

A
  • “What must be accomplished today?”
  • If possible, delegate tasks that don’t need your personal attention to other team members
  • Planning puts you in control
  • Matters that are important, but not urgent
30
Q

Setting Priorities: Deflecting Zone

A
  • The alarm is going off, but there is no actual crisis
  • Unnecessary meetings, unimportant email and voicemail , drop-in visitors discussing their recent trip to Hawaii, and more
  • Matters that seem urgent but are not important
31
Q

Setting Priorities: Time-Wasting Zone

A
  • Cube hopping, Internet surfing, showing pictures of your Hawaii trip to anyone passing by, extraneous documentation, frivolous email, and more
  • Matters that are neither important nor urgent
32
Q

Organizing Techniques: Project Tools

A
  • Project repository (OneDrive, SharePoint, Google Drive)
  • Templates
  • Checklists
  • Forms
  • PMO processes
33
Q

General Management Skills

A
  • Budgeting/accounting
  • Leading
  • Managing
  • Coaching teams
  • Negotiating
  • Managing vendors
  • Customer service skills
34
Q

People Management Skills

A
  • Majority of your time spent interacting with people and communicating
  • Negotiation techniques and problem resolution techniques needed
  • Professional responsibility
35
Q

Professional Responsibility

A
  • Honesty
  • Ethical
  • Integrity
  • Fair
  • Avoid conflicts of interest

OL481: Project Management (2 decks)

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