LO1 Organisation

Question 1

2 benefits of embedded PMO

Answer 1

1. Admin support
   (frees up PM time, expertise in specific tools/techniques, maintain filing system, config control, support decision making through information management)
2. Tailored support
   (quick response to requests, close relationship with PM and team - e.g. training, can implement previous learning to drive improvement and highlight risk)

Question 2

3 differences between functional and matrix organisation.

Answer 2

1. Resourcing / teams
2. PM role
3. Employee skills and management

Question 3

Policies

Answer 3

• Set of principles to guide decisions / achieve rational outcomes.
• Ensure alignment with intent / belief / ethics.
• Ensure management exercise control over project activities.
• Ensures business not exposed to unacceptable risk levels.
• Right level of decision making in place and regulations adhered to.
• Only projects that are viable and fit risk appetite / return on investment allowed to continue.

Question 4

Delegated responsibilities

Answer 4

• Delegated bodies given capability and resources to make appropriate decisions.
• Understand bounds of each role - management by exception, top-down control and escalation of issues outside tolerance.
• Role responsibilities clearly communicated and taken seriously.
• Empowers people to deliver in their role.

Question 5

Users

Answer 5

• Users are the group who will use product / outcome of the project to generate benefits.
• At the definition phase they should be involved in the requirements management process to ensure the correct requirements are prioritised and the end result is fit for purpose.
• They should also be involved in the transition phase with any training or handover documentation (sign-off) required and product testing.
• During the deployment phase they should be involved to ensure the requirements are being met. They may be involved in the change process to ensure any changes do not alter the outcome (steering board).

Question 6

Team Members

Answer 6

• Project team members are the individuals involved producing output.
• May be involved in scoping technical aspects (specialists).
• They will be responsible for agreeing and delivering work packages, reporting on progress to the project manager and highlighting risks and issues, raising change requests and arrange quality control.
• After the transition phase they will take part in the lessons learned process to ensure that learning is taken forwards to future projects.

Question 7

Steering Group

Answer 7

• The project steering group is a group of senior stakeholders chaired by the project sponsor. It may include representatives from the user group, suppliers and company management.
• Supports sponsor with guidance and decision making regarding strategic direction.
• Bring views of those they represent - ensure balance.
• Help resolve escalated risks and issues and decide on go / no-go decisions.
• Responsible for comms between PM team and external stakeholders.

Question 8

2 ways to use OBS to create RAM

Answer 8

1. OBS shows roles available to the project - combine with WBS to show who is available and allocated to complete elements of work.
2. OBS shows hierarchy (governance) - enables accountable roles to be allocated. Right people with right authority making key decisions.

Question 9

Lifecycle - PM responsibilities

Answer 9

Definition - develop team, plan the project
Deployment - issue work packages, manage risk, issues and change, monitor and report on progress, motivate and support team.
Transition - plan and conduct handover, post project review, disband team.

Question 10

Lifecycle - sponsor responsibilities

Answer 10

Concept - create outline business case, secure funding.
Definition - appoint PM, approve PMP
Deployment - support decision making, monitor external environment, manage senior stakeholders
Transition - Sign-off, business continuity, monitor and track benefits