Monitoring and Control

Question 1

The purpose of monitoring and control a project is to ?

Answer 1

Stop the project going out of control

Question 2

Circumstance when the project is going out of control :

Answer 2

• the project has been running a long time and there still no end sight

-there are a lot of people in charge

-information for tracking and control isn’t available or is not believed

-the business is changing faster that the project is progressing

-new risks and issues are arising but old ones are unresolved

• unscheduled times is being worked and there are staff shortages
• predicted progress has not been achieved
• contingency is being used faster than the project is progressing

Question 3

The control cycle works for works for each level for the project Team , the sponsor can use it to :

Answer 3

Authorise the phase and then monitor and control each element or the project manager can use it to authorise each element of the phase and then monitor and control the results

Question 4

Once the plan has been signed of for the phase by sponsor and project the PM _______ the team to get on with their individual element of work usually called work packages or statement of work which can vary in content and formality but essentially Describes:

Answer 4

Authorises

• what has to be done
• when it has to be done
• the require standard
• the reporting required

Question 5

Sometimes the team manager may produce a more detailed plan for the ________.

Answer 5

Work package

Question 6

Authorising work gives the project manager ?

Answer 6

Control over the project and what is happening and prevents the chaos that would arrive if everyone just went their own way and decided to complete work as they pleased instead of being in accordance With the plan

Question 7

Once the work has been authorised in accordance with the plan we can now ?

Answer 7

Follow the projects progress

Question 8

The project progress can be followed :

Answer 8

Informally - by meeting the staff and reviewing progress with them ( management by walk about )

Formal - ask teams to send a written by report of progress every week or have a more formal meeting and record the results as minutes

Question 9

Progress recorded :

Answer 9

• work done against work planned
• reasons for over or under performance
• planned work for the next period
• a review of risks and issues
• review of cost incurred in the last period and a forecast for the next
• any other items the teams wishes to raise

Question 10

A progress reviews typically takes place _____ with individuals or teams and everyone month the overall progress is reviewed with the whole project team

Answer 10

Weekly

Question 11

The schedule is then updated with the data to show the actual work completed instead of the ______

Answer 11

Planned work

Question 12

Having the data to update the schedule with work completed allows is to :

Answer 12

• check that the work on the critical path is going to plan as any delay on the critical path will cause the end date to slip
• if an activity has float and slips it may have cost implications

Question 13

The results of the evaluation are mostly incorporated into a :

Answer 13

Report or presentation the the project senior management team.

Question 14

Sometimes a problem arises that requires immediate resolution to avoid the project being delayed or going over budget these are called :

Answer 14

Exceptions and they should be evaluated immediately

A recommended say forward should be devised

Escalated to the sponsor and steering group for a decision

Question 15

Once we have an update to picture of the progress of the project it is normal to have to readjust the schedule to ….

Answer 15

Take account of the minor differences between the estimate and the actual performance

If this is in specified boundaries ( tolerance) no decision from senior management is needed

This often requires a bit more time
To be allowed or a bit more money spent

However for serious situation escalated to the sponsor we often have to allocate more money or time.

If these are not available then we must consider amending the scope or modifying the quality standards not options usually require the authorisation of the senior management team led by the project sponsor

Question 16

Project control cycle :

Answer 16

1. Authorise work
2. Follow project progress
3. Plot and update data
4. Evaluate status
5. Take corrective action

• the cycle is repeated for each work package or phase until the project reaches a conclusion where we move into the project transition phase

Question 17

Stakeholder =

Answer 17

Individuals or groups who have an interest or role in the project , programme or portfolio or are impacted by it

Question 18

Stakeholder engagement =

Answer 18

The systematic identification, analysis . Planning and implementation of actions designed to influence stakeholders

Question 19

Steps in the process used to identify stakeholders:

Answer 19

Identify
State their key interest in the project
Their power , interest and attitude
Identify the management approach
Implement the approach

Question 20

Stakeholders are first identified in the ?

Answer 20

Concept phase - either by brainstorming with the team or by contextual analysis

Question 21

We must remember to revise the stakeholder list through out the project to make sure ____

Answer 21

We haven’t forgotten anyone or perhaps new stakeholders may appear as the project develops

Question 22

We need to identify what aspect of the project the stakeholder is interested in is it ?

Answer 22

Time , cost or quality

This forms the basis of the communications later in the process

Question 23

We must identify how much power should be allocated to a stakeholder :

Answer 23

Low power/interest
Medium power/interest
High power/interest

Question 24

It also needs to be noted whether a stakeholder is for or against the project and record ?

Answer 24

Reasons for our analysis

Question 25

The results from deciding what a stakeholder is interested is in , how much power should be allocated and whether they are for or against the project are the. Plotted on a grid which helps us decide ?

Answer 25

How we must engage with are stakeholders and whether they are suitable for appointment to the steering group

Question 26

Special consideration should be given to those stakeholders in the high power area of the grid who are against the project it may be useful to ?

Answer 26

Get them involved in some way

Question 27

Some stakeholders can be kept informed and others will require some Element of

Answer 27

Consultation.

Question 28

Once the analysis is completed a __________ is produced and a ________

Answer 28

Stakeholder engagement plan
Communication plan

Question 29

There are three forms of communication :

Answer 29

Written , spoken , face to face

Question 30

Written words : it is important to make sure that what we write is

Answer 30

Clear and unambiguous

Question 31

Spoken words : voice only has the added richness of

Answer 31

Pitch , pace tone and volume which helps us express ourselves in a more meaningful way

Question 32

Face to face : the richest form of communication and these additional non-Vera l cues can help us ?

Answer 32

Communicate more effectively

Question 33

When we communicate we must make sure ?

Answer 33

The message is clear and that we check understanding by asking for feed back

Typically we can ask for the message to be repeated back to ensure there hasn’t been any misunderstanding

When work is delegated to us We can take the initiative and repeat it back to check we have understood correctly

Question 34

Barriers to communication :

Answer 34

Perceptions
Personality
Interest
Attitudes
Emotions and prejudices

Question 35

Background info : communication barriers

Answer 35

• Language is another barrier even within one country different dialect and sayings can cause confusion
• if the project is international , time frames often mean communicating outside our normal
  Working day

Question 36

We can improve communication by making sure there is a :

Answer 36

Feed back loop
Using face to face communication
Attempt to use simple language
Reinforcing words with actions

Question 37

Decision gates are held at the end of ?

Answer 37

Each phase or sub phase and is a key point to decide whether to continue with the project.

Question 38

One of the primary inputs to the decision gates is ?

Answer 38

The business case - the project should only continue if the business case is still valid

Question 39

The audit is carried out by some one or some group outside the project to give an independent view of the ?

Answer 39

Health of the project

Question 40

Auditors review the project progress including ?

Answer 40

Adherence to time , cost and quality targets , the use of any project management methods, engagement with stakeholders and the likely success of the project

Question 41

Post project review takes place at ?

Answer 41

The end of the transition phase

Question 42

Post project reviews access ?

Answer 42

How well the project was managed , looking back at the original project management plan and the deployment baseline proceed at the end of the definition phase .

Asking the question , did we do it right helping to identify lessons at the end of the project.

Question 43

Benefits reviews are held ?

Answer 43

During the benefits realisation phase
Done to determine whether the benefits have been realised

If they have not , what action is required to remedy the situation ? And again lesson learned can be derived for other projects

Question 44

Change control : changes need to be controlled carefully to avoid ?

Answer 44

Unauthorised cost overruns and delays

Question 45

Change control is defined as the _________ that ensures that all changes made to a project’s baseline scope , time, cost and quality objectives or agreed benefits are identified , evaluated , approved , rejected or deferred.

Answer 45

Process

Question 46

The term baseline refers to ?

Answer 46

The agreed starting point against which we are judged

Question 47

Change request process :

Answer 47

Someone identify a need to change something

A change request is raised

The request contains the details of the change and the reasons why it is required
And the information about the author , funding details and so on

Question 48

Change request process continue : the change request is sent into the project office where it is ?

Answer 48

Logged and given a reference number this allows it to be traces and given an audit trail for future reviews

Once log the project manager can evaluate the change asking questions such as :

What exactly must change
Does it affect anything else
How much will it cost
How long will it take
Does it affect work already completed
What benefits does it bring and how does it affect the business case
What about the risk does it affect them

Question 49

Once the PM has all the information regarding the change request , the PM is in the position to consider ?

Answer 49

The options available to deal with the change and make a recommendation to the decision making body.

Question 50

The change request decision can be ?

Answer 50

Accept
Reject
Or pending to deal with later

• the next step is to implement the decision and let the originator of the change know what has happened

Question 51

Configuration describes ?

Answer 51

All the products that makeup our final project output

Question 52

Configuration management is defined as ?

Answer 52

An activity that comprises the technical and administrative activities concerned with the creation, maintenance and controlled change of the configuration throughout the project lifecycle

Question 53

The 5 main activities associated with configuration management :

Answer 53

Planning , identification, control , status accounting , verification and audit

Question 54

At the start of the project we must decide how we intend to manage the configuration and at what ?

Answer 54

Level

Question 55

Where you are in the supply chain will dictate the level of detail to maintain configuration , the lowest level at which a component can be installed , replaced or modified . The lower level products are called ?

Answer 55

Configuration item

Question 56

We also need to identify the person or group who will look after the configuration management system which we call the ?

Answer 56

Configuration Liberian

-

Question 57

There is a configuration management plan to record information as is part of the

Answer 57

Project management plan

Question 58

Once identified , built and agreed configurations items are ?

Answer 58

Baselined and can only be changed by following the change control process.

Question 59

Status accounting : each configuration item has an record which will be kept in some form of

Answer 59

Database - this will include fields showing it’s version number and status

Question 60

The status field of a configuration item in a configuration record is used to record -

Answer 60

• baselined
• issued for change
• under review
• replaced
• why has the item has changed its version or status

Question 61

A report is generated against the database which is called a ?

Answer 61

Status account and tells us exactly what we want to know about the configuration

Question 62

Verification and audit process consists of :

Answer 62

• ensuring that the items we are using in the live environment reflect the latest status as given in the database and any anomalies can be found and corrected.

Question 63

Information management and project reporting: information reporting is defined as :

Answer 63

Taking information and presenting it in an appropriate format which includes the formal communication of project information to stakeholders

Question 64

Reporting usually follows the management levels within the project with Team managers and team members providing report to the _______

Answer 64

Project manager about work
Completed , problems that have arisen and forecast of work to be completed in the next period

Question 65

The project reviews the reports and combines them into another report for the ?

Answer 65

Project sponsor and steering group covering the same topics but across the who project

Question 66

Reports and information are also provided to individual or groups of stakeholders about the ?

Answer 66

Project

Question 67

The project communication plan will dictate the ?

Answer 67

Reporting content ,
Frequency ,
Recipients
And format.

Question 68

Most reports will contain information about:

Answer 68

• Schedule and cost status
• risks and issues
• quality
• problems
  And a forecast of likely success

Question 69

Stakeholder analysis starts with the identification of a projects _______ and assessing their interest in the project and the ways in which those interests affect project riskiness and viability

Answer 69

Key stakeholder

Question 70

Developing a sound stakeholder environment means understanding the needs of stakeholders both perceived and in reality such as the following considerations :

Answer 70

• understanding the role of the various stakeholders and how this information may be used as an opportunity to improve both the perception and reception of the project
• identifying the real nature of each stakeholder group’s business and their consequent interest in the project
• understanding their motivation and behaviour towards the project
• assessing how they may react to various approaches and communication
• identifying the characteristics of the stakeholders environment and development of appropriate responses to facilitate a good relationship
• responding to the stakeholders
  Motivation in relation to the project
• determining the key areas that will have the most impact on the successful reception of the project

Question 71

Project managers should be aware of stakeholders and their ?

Answer 71

Likely objectives

Question 72

Having identified the various stakeholders each may be assigned to a category according to their relative ability to influence the project , three distinct tasks are envisaged:

Answer 72

1. Identification and mapping of relevant stakeholders
2. Analysis of their interest in and relative
   Power over the project
3. Developing and outline action plan defining how each stakeholder group will be managed through the life cycle of the project and the likelihood of them supporting the project

Question 73

Stakeholder engagement

Answer 73

we need to look at each stakeholder and their relationship to the project

Question 74

Stakeholder analysis -

Answer 74

Starts with the identification of a project key stakeholder and assessing their interest in the project and they way in which those interest affect project riskiness and viability

Question 75

Power is a factor that is closely associated with influence. Each stakeholder is analysed as to their degree of _________ according to their level of _______ and therefore their ability to _______ the project.

Answer 75

Importance
Power
Influence

Appropriate members of the project team can then prioritise their efforts accordingly to maintain the necessary stakeholder engagement thus given the best chance of ultimate project success.

Question 76

If the project team is large enough or the stakeholder linkages are sufficiently intense, the project teams stakeholder engagement efforts may be assigned to a

Answer 76

Specific group within the project

*assignments of such kind would be fully recorded in the projects communication plan.

Question 77

The projects communication plan will assign specific responsibilities to those who will conduct communication and the overall engagement strategy of how information about the project will be conveyed to those who need that information which would be ?

Answer 77

External stakeholders such as the general public

Question 78

The importance of managing stakeholder expectations to the success of the project:

Enabling more effective risk management

Answer 78

Once stakeholders are identified and analysed it will help with the management of risks within the project including their identification and assessment.

EXAMPLE : if there are a significant number of negative stakeholders or a key stakeholder is found to be negative the risk in the project will be high. Once this is established it can be mitigated and reduced.

——- if the right stakeholders are brought into the team , they will help with risk identification and the risk within the project can be accurately assessed.

Question 79

The importance of managing stakeholder expectations to the success of the project:

Improved communications planning

Answer 79

The results of the analysis will define the key communication requirements. These requirements are essential to assure effective engagement.

This is especially true of the key interest of the stakeholders have been gathered in tens of time, cost , quality , scope and benefits.

Not only can the appropriate level of information be ascertained but also where the information will come from and how it will be transmitted

Question 80

The importance of managing stakeholder expectations to the success of the project:

Ensuring a productive team is formed

Answer 80

Knowing which is the most appropriate engagement strategy to adopt for stakeholders either , partnering , being consultative , needing to be informed or simply kept informed will help to define whether or not they need a place on team.

The outputs of the analysis should indicate likely stakeholder relationships that might be productive for the project being considered/

Those seen as partners may play a key role as suppliers and members of the steering group depending on their interest and level of seniority.

Engagement strategies for stakeholders in other areas may ultimately encourage them to be partners also .

Similarly if there are many stakeholder groups that need to be consulted this my mean that a tan needs to be formed to complete these activities.

Question 81

The importance of managing stakeholder expectations to the success of the project:

Engaging effective action plans to be initiated

Answer 81

Once Identified it is possible to apply a further analysis to the stakeholder to develop an engagement strategy for dealing with the stakeholder concerned.

Effective engagement improves the Chance of achieving objectives by having a positive influence on stakeholders behaviours to:

• Use and sustain positive interest or
• Minimise or remove negative interest

Effective engagement requires the project team to focus on understanding stakeholder perspectives and to address these in order to achieve the intended outcomes.

Putting in effort to explore stakeholder points of view has the dual benefit of building understanding of the issues and building relationships

Question 82

The importance of managing stakeholder expectations to the success of the project:

Increased likelihood of the project being accepted

Answer 82

There are stakeholders who are important , particular when the project reaches the handover as they will decide whether the output should be accepted or not.

Identifying these stakeholders from the onset and fulfilling their needs will be a big step in ensuring stakeholder satisfaction is sufficient to warrant the product being accepted into the operational environment

Question 83

The benefits to a project of a communication plan:

The most appropriate communication media is used

Answer 83

Choosing the most appropriate media for delivery of a message is viral to that message being received and understood by stakeholders.

Increasing the chance of stakeholder engagement.

The communication plan will consider which media is best for which situation and stakeholder.

Question 84

The benefits to a project of a communication plan:

More focused communication to stakeholders

Answer 84

Avoiding mass communication, where receivers are swamped with information only some of which might be relevant to them.

Instead communication messages are planned and tailored to convey the communicators meaning as accurately as possible to the target audience.

If the right information is provided at the right time messages are more often likely to be read by the recipients intended

Question 85

The benefits to a project of a communication plan:

More consistent communication

Answer 85

When communication is planned in advance all messages will be delivered using a framework that has been agreed and approved in advance.

Such as assigning of specific responsibilities for communication in the project.

The result being that the stakeholders do not receive conflicting messages from different areas of the project.

Question 86

The benefits to a project of a communication plan:

Communication can be systematically improved

Answer 86

By ensuring that free-flowing feedback channels are planned into the communication structure communication barriers can be identified allowing improvement actions to be proactively taken to ensure that barriers are eliminated and communication can be conducted more efficiently.

Question 87

The benefits to a project of a communication plan:

Greater adherence to the organisations governance and standards

Answer 87

Any protocols or standards for communication that are developed in the organisation are important to adhere to for effective communication to take place.

The communication plan will take account of any norms in the particular organisation and so circumvent avoidable communication errors or potential conflict or security breaches

Question 88

Relationship between stakeholder analysis and an effective communication management plan:

All projects have communication plans that build from _______ that outline the who , what , when and how of two way commutation between the wider stakeholder environment.

Answer 88

Stakeholder analysis

Question 89

As soon as stakeholders are identified the analysis process will seek to establish ?

Answer 89

The level of interest and power the stakeholder is likely to possess.

• this initial view may have been formed by the project team with reference to previous experience or consultation with a subject matter expert.

Question 90

It is not until the communication process start that the true interest and power of a _______ can be confirmed for this particular project situation which in some cases may be contact to previous experience.

Answer 90

Stakeholder

Question 91

An effective communication plan will seek to form an engagement strategy as a result of suitable analysis by answering some of the following questions:

Answer 91

• what particular messages should be communicated to this particular stakeholder ?
• who in the project organisation is the best placed to carry out this communication
• what form of message media or method will motivate this stakeholder to engage the most
• when and how should communication take place
• what form of feedback can be solicited or expected
• what barriers can be proactively identified and acted upon prior to communication taking place
• Which stakeholder should/should not communicate with each other

Question 92

The communication plan allows the essential interactions to take place that are deemed necessary to motivate those stakeholders whos ?

Answer 92

Support is needed to achieve desired outcomes

Question 93

Putting in effort to analyse stakeholder points of view has the dual benefit of building understanding of the issues and developing ?

Answer 93

Positive relationships

Question 94

Managing stakeholder influence relies on these relationship being ?

Answer 94

Maintained and can only realistically be achieved through having an effective communication plan

Question 95

Factors which can positively or negatively affect communication:

Answer 95

Many factors affect the success of communication , from cultural influence
To the mood in the team to the method
Of communication chosen and the language used .

Project professionals have choices to use written words and symbols , voice and non verbal signals when communicating .

Face to face communication , non- verbal communication can have more of an impact than the words used so being able to control non-verbal signal me and create a coherent message are vital.

Question 96

Configuration management: configuration management encompasses the technical and administrative activities concerned with the?

Answer 96

Creation, maintenance, controlled change and and quality control of the scope of work.

Question 97

Configuration management: a configuration is the ?

Answer 97

Functional and physical characteristics of the final deliverable as defined in technical documents and achieved in the execution of the project management plans.

Question 98

Configuration management: the product break down structure + detailed descriptions of each product becomes the ?

Answer 98

Project configuration

Once this is baselined it is subject to formal change control and configuration management

Question 99

Configuration management: in agile projects the initial configuration will be very ______ and updated _______. The lack of a full detailed configuration at the start makes configuration management of vital importance in such a highly dynamic environment

Answer 99

Flexiable
Frequently

Question 100

The configuration management process encompasses 5 activities …:

Answer 100

1. Plan configuration management processes and activities
2. Identify configuration items and dependencies
3. Apply change control to configuration item changes
4. Create records and reports to demonstrate traceability

5.verify integrity of configuration before use

Question 101

Configuration management planning -

Answer 101

A configuration plan describes any project specific procedures and the extent of their application. The plan also identifies roles and responsibilities for carrying out configuration management.

The configuration management plan will often form part of the quality management plan but may be separate in large or complex projects.

Question 102

Configuration identification-

Answer 102

This involves breaking down the project into configuration items and creating a unique numbering or referencing systems for each item. A configuration record is created for each item which will record the current version and subsequent changes to the item.

Question 103

Configuration control -

Answer 103

Configuration control ensures that all changes to the configuration items are controlled . It is important to identify the interrelationship between configuration items to enable this.

Question 104

Configuration status accounting -

Answer 104

This provides records and reports that relate to a deliverable and it’s configuration information.

It enables traceability of configuration items throughout their development. Users can consult the configuration record , which will provide an updated account of the status of the item, showing all changes to the current reference point when these changes were made and who has taken responsibility for creating the latest version.

Question 105

Configuration verification audit-

Answer 105

This is used to determine whether a deliverable confirms to its requirements and configuration information. At a minimum , a verification audit is undertaken at the end of the lifecycle phase when a deliverable is finished or at the point of transitioning the output into use however audits could be carried out throughout the lifecycle during change control to ensure management products were being used in life with their current configuration status .

Question 106

The key outputs of a well-controlled configuration management process are -

Answer 106

• confidence that the current version of any configuration item is known be that a document , drawing, software or any other assets and;
• documented traceability between versions of each configuration item.

Question 107

Configuration management is very close with change control together these two processes ensure that that ?

Answer 107

Deliverables meet the required specification , any changes are beneficial changes and there is a complete audit trial for the development of each deliverable

Question 108

Whilst configuration is primarily concerned with the product of a project or programme it should be applied to key management documents such as

Answer 108

The business case and project management plan - they should be subject to version control and audit to ensure that they are fit for purpose and all changes are recorded.

Question 109

As work is completed responsibility for maintaining deliverables passes onto _______. The project or programme management team is responsible for ensuring that configuration management information is suitable for transfer to those who will be maintains the products long after the project or programme has been closed

Answer 109

BAU

Question 110

Change control is the process through which all request to change the ______ of a project are identified , evaluated and approved , rejected or deferred.

Answer 110

Baseline

Question 111

The change request should ?

Answer 111

Make it clear what the change is and who has requested the change and why

Question 112

Change request may arise as a result of ?

Answer 112

Issues that develop in the management of work or from external sources such as a new stakeholder requirement , new regulations or changes in the context that results in the new plans no long being viable.

Question 113

Making change requests in a controlled way enables the sponsor and other stakeholders to:

Answer 113

• understand the implications of variations on the forecasted outcomes of the work

-influence the decisions made of how to respond in the context of their objectives and appetite for risks.

Question 114

Agile projects make change control an integral part of the development process where each development _______ starts with a planning meeting that clarifies and priorities the function addressed as the integration.

Answer 114

Iteration

Question 115

Information is the process that includes the :

Answer 115

Collection , storage , curation, dissemination, archiving and destruction of documents, images, drawings and other sources of information.

Question 116

Effective management of a project relies on accurate and timely information for teams and stakeholders to make ?

Answer 116

Informed decisions and Fulfil the role in a effective and cost effective way.

Question 117

Project documentation should be considered a ________ realisable information source to communicate to all
Stakeholders and to provide ?

Answer 117

Documentary evidence for assurance

Question 118

The elements of a intimation management process:

Answer 118

Collection
Storage
Curation
Dissemination
Archiving
Destruction

Question 119

Collection: Data received during the lifecycle of a project is varied and may be collected in many ways such as?

Answer 119

Meetings , from reports, and from reviews.

The project manager must ensure that there is a uniform filling structure available within the document control system to accept this information.

Question 120

Collection: it is likely the organisation will already have predefined documents styles and format to which the project will be expected to ?

Answer 120

Comply

Current systems will need to be flexible enough to deal with Information that may be collected in a range of formats such as digital, audio or streamed data as-well as traditional paper-based information.

Question 121

Having an effective way of classifying collected information allows the project team to ?

Answer 121

Differentiate information that must be acted upon and is time sensitive rather than information that is simply recording events .

Question 122

Storage : it is most common that must Organisation’s will have a document management system within which information will be sorted. Systems like these need to be ?

Answer 122

Secured and various access levels created. Data also needs to be classified to establish any legal implications of storing such data.

Personal data for example has a number of specific legal aspects that are important to understand . The project manager would have to be aware of such legislation and ensure compliance.

Non personal data may also fall under legislative control such as the official secrets act or freedom of information act.

Question 123

Curation: data needs to be managed throughout the project lifecycle and potentially beyond. Curation makes important decision about ?

Answer 123

The management of data. When is the data considered obsolete and Eligible for destruction.? How should it be recorded and structured ? Is it in a form that can be used effectively in the future ? - these are some of the areas curation needs to consider

Question 124

Curation: data that has been collected has potential value for the organisation, but only if it is ordered and sequenced in such a way that it meets ?

Answer 124

Future needs

Question 125

Dissemination: information management and the communication plan interact to ensure ?

Answer 125

That the stakeholders who need the information , obtain the information in a timely manner and in a format that enables them to make necessary decisions regarding the project

Question 126

Dissemination: the interaction between information management and communication planning is necessary to ensure ?

Answer 126

The right information reaches the right recipients.

Stakeholders that receive information that they don’t require get swamped with data , may potentially overlook a viral piece of information that would be useful for them to have.

Question 127

Dissemination: Establishing access rights for all project information is critical to uphold ?

Answer 127

Requirements for data protection and to help stakeholder obtain the information they need efficiently .

Question 128

Archiving : archived information provides an audit trail of changes. Information that is no longer required will eventually be destroyed subject to ?

Answer 128

Statutory requirements or organisational policy.

Question 129

Archiving : despite information being considered eligible for archiving there is still a consideration that it may need to be ?

Answer 129

Accessed at some point in the future.

As part of curation an information cataloguing system should help with getting to the required document quickly and easily without having to trawl through years of possible data.

Question 130

Destruction : at some point it will be necessary to make the decision to relive the information management system of the burden of storing lots of data and commit to destruction.this might be guided by ?

Answer 130

The need for legislative compliance

Question 131

Destruction: a data destruction policy will be part of the overall information management plan ensuring that ?

Answer 131

Procedures are followed to destroy the data to a degree that it cannot be retrieved. This is particularly relevant to information held digitally on storage devices. Procedures will ensure that devices have their contents securely removed , destroyed or overwritten to an extent that the contents are unable to be viewed.

Question 132

Factors which will typically be reported on to help ensure successful project outcomes:

there are several pieces of information that will be typically reported on throughout the project and the project manage will use this information in a number of way to help ensure successful project outcomes:

Answer 132

• performance status - actual or forecast date if achievement for deliverables
• schedule status- estimated time of completion for each tasks
• cost status/ actual expenditure and the committed expenditure to date for each task and deliverables
• Risk exposure system - changes in the status of any identified threats to the achievement of tasks, together with any new threats or opportunities
• exception threshold and variance reporting - defined triggers will require the task owners to report variations to forecast time and cost at completion and suggest recovery actions

Question 133

Factors which will typically be reported on to help ensure successful project outcomes:

The project manager will have several uses for reported information : schedule status information will be

Answer 133

Scheduled status information will be reviewed and the schedule updated and variances reported to the schedule for time and cost will be noted and If necessary corrective action will be taken to bring the tasks back into the appropriate time and cost schedule.

Question 134

Factors which will typically be reported on to help ensure successful project outcomes:

The project manager will use information as a basis for ?

Answer 134

Reporting to the sponsor and steering group and other stakeholders as indicated in the communication plan

Question 135

Factors which will typically be reported on to help ensure successful project outcomes:

Information received from task owners will be formed into a ?

Answer 135

Consolidated report. Information from the task owners and teams is received frequently often weekly whilst the consolidated report is required at a longer frequency often monthly.

Question 136

Factors which will typically be reported on to help ensure successful project outcomes:

Reporting of status could trigger an issue that would require?

Answer 136

Escalating to the sponsor and or steering group.

It could be used as a basis for performance reviews with the teams concerned, particularly with a view to continual improvement for example when reviewing the quality statistics

Question 137

Factors which will typically be reported on to help ensure successful project outcomes:

Information from teams could be used to support ?

Answer 137

Valuations of work performed and related payments. This may be linked to an earned value management system, as there will be significant amount of information analysis to be undertaken in a large project , the project manager may be assisted by the PMO in this task .

Question 138

The role of knowledge and information management to inform decision making:

Whatever lifecycle is chosen what is important a that the experiences of delivering the project are captured and provided to others in a way that will ?

Answer 138

Help them make decisions about future lifecycle deployment.

Question 139

The role of knowledge and information management to inform decision making:

The nature of a project environment may mean that working practices are imported and exported to match the movement of contracted ?

Answer 139

Staff in and out of the project

Practices may be brought from elsewhere and good practices that have been developed within a particular project leaves when the personal contracts finish.

The organisation is in a perpetual learning curve and always seems to be starting plans from a blank sheet never really establishing an agreed consistent practice.

Question 140

The role of knowledge and information management to inform decision making:

Knowledge management is a cross functional discipline and set of practices concerned with the way ?

Answer 140

Organisations create and use knowledge to improve outcomes.

Question 141

The role of knowledge and information management to inform decision making:

Effective knowledge management helps project teams work better together , utilising ________ and creating new _______.

Answer 141

Experience
Knowledge

It can be applied within and between projects, programmes , portfolios and organisations and across extended and product lifecycle’s.

Question 142

The role of knowledge and information management to inform decision making:

Working with knowledge everyone in the organisation can add value such as:

Answer 142

• anticipating, understanding and responding to changing conditions.
• avoiding repetition of mistakes
• generating options and solutions
• supporting decision making processes
• enabling benefits realisation

Question 143

The role of knowledge and information management to inform decision making:

Knowledge management activities should be built into the day to day management of the project and should include :

Answer 143

• project reviews , ensuring that outputs of. Such reviews are fully documented and distributed throughout the original
• workshops with facilitated activity focused on areas of the project such as risk, scope and quality performance

With the availability of common IT programs , Knowledge management activities can be performed to good effect and in a most cost-efficient manner. The benefits are not only returned in improved project performance but also in the motivation of all who work in such an environment.