Management, Tools, and Docs Flashcards
Components of the project management plan
_ scope statement _ project schedule _ communication plan _ resource plan _ procurement plan _ project budget _ quality management plan _ risk management plan
Purpose of the project management plan
_ to determine whether the project was performed within constraints (time, scope, cost)
_ to determine whether milestones were completed
_ to validate change requests
Three types of change requests
_ corrective actions - actions to bring the work of the project into alignment with the project management plan
_ preventive actions - actions to help reduce the probability of a negative risk event
_ defect repairs - correct or replace substandard or malfunctioning components
* not a comprehensive list
Change control system
_ a documented procedure describing how the deliverables are controlled, changed, and approved
_ describes/manages documentation required to request and track changes and updates to the project management plan
_ provides a process for analyzing impact of changes and for deciding whether they are worth making
Integrated change control
_ looks at the overall impact of change
_ manages updates across all elements of the project
Aspects of a change management system
_ identifying, documenting, and tracking change requests
_ evaluating the impact and justification of the change
_ “dispositioning” the request “at the change control board (CCB)” for approval or denial
_ implementing the change
_ validating the change and performing a quality check
_ updating the project management plan and the project documents, applying version control
_ coordinating/communicating changes with stakeholders
Change request
_ mini business case describing justification, alternatives, and impacts of a proposed change
Regression plan
_ a plan for rolling back changes to a previous state, should the change not perform as expected
Change control board (CCB)
_ reviews all change requests and approves, denies, or refers them
_ might include stakeholders, managers, team members, outsiders
_ might be organization- and project-wide, or might be established per project
_ board typically meets at scheduled intervals
_ emergency changes should have their own procedures to allow a project manager to immediately implement a change
_ sponsor often must approve the changes
Procurement planning
_ process of identifying needed outside goods and services
_ includes a make-or-buy analysis
_ project manager buys for the project
_ involves the legal department (was on a quiz)
Staff augmentation
_ contracting with outside folks to meet needs of project
Statement of work (SOW)
_ details goods or services you want to procure from a vendor _ project description _ major deliverables _ success criteria _ assumptions and constraints
Kinds of vendor solicitation
A process of obtaining responses from vendors for a SOW. The most common: _ RFI (request for information) - requests general information for the purpose of developing a list of qualified vendors _ RFB (request for bid) - used when asking for a formal bid for a deliverable that is a commodity and the price is the primary decision factor _ RFQ (request for quotation) - used when collecting quotes (but not asking for a bid) on a deliverable that is a commodity and the price is the primary decision factor _ RFP (request for proposal) - for when you’re ready to procure and the deliverable is not well defined or criteria other than price are important; involves submitting the SOW, receiving bids, evaluating responses, making a selection _ IFB (invitation for bid) - like an RFP, but for a large quantity of a commodity
Bidder conference
_ meeting with a prospective vendor for they have completed an RFP response
_ vendor can get clarification
Some non-obvious criteria for evaluating vendor proposals
_ vendor’s understanding of the requirements
_ warranty period
_ experience with projects of similar size and scope
_ vendor’s approach to project management
_ vendor’s financial stability
_ intellectual property
contract
_ legal, mutually binding document
_ goods and services that will be provided
_ costs of goods and services
_ penalties for noncompliance
Three types of contracts
_ fixed-price contract - risky for buyer and seller, but riskier for seller
_ cost-reimbursable contract - riskiest for seller, but the buyer can easily change the scope
_ time and materials contract - agreement on unit rate (e.g. hourly rate), but total cost is unknown; often used for staff augmentation
Letter of intent
_ outlines intent or actions of both parties before entering into a mutually binding agreement
_ negotiable
_ considered an agreement on terms and conditions
Memorandum of understanding (MOU)
_ agreement between parties that isn’t legally binding
_ done when it isn’t possible to create a legally binding agreement, such as between governmental organizations
