Organisations and Structures

Question 1

Types of organisation

Answer 1

Functional - Functional manager authority
Matrix
Project focussed - PM authority

Question 2

Functional Org

Answer 2

Clear silos and lines of reporting

+ Maintains skilled staff
+ Stable and good for organisational learning
+ Clear reporting and authority
- Less flexible
- Inefficient as staff can’t easily move between priorities
- Less potential for staff advancement - lower motivation

Question 3

Project Org

Answer 3

Focussed on single project delivery

+ No competition with BAU
+ Clear PM authority and dedicated staff to meet needs
+ Flexible
- Transient - no retention/continuity
- Staffing can be inefficient as no potential to support other activities

Question 4

Matrix Org

Answer 4

Combines features of both

+ Can draw resources from across org
+ Retains staff
+ Flexible and
- Difficult to organise/manage resources
- Conflict between PM and Line Manager priorities (BAU)
- PM lacks full authority and needs to negotiate/influence more

Question 5

List main Roles

Answer 5

Project Sponsor
Project Manager
Steering Group
Project Team
Users
Suppliers

Question 6

Steering Group

Answer 6

May appoint sponsor
Includes Sponsor - often peers drawn from Organisation
Helps manage key stakeholders
Advises and supports Sponsor 
Authorises Business Case

Question 7

Team

Answer 7

Supports PM - help to identify changes, risks and issues

Day-to day admin of project - processes and procedures to deliver the outputs

Question 8

PM

Answer 8

Manages the project - implements plan.
Accountable for delivery.
Owns the PMP
Manages Stakeholders
Liaises with users
Manages Suppliers

Question 9

Sponsor

Answer 9

Owns Business Case
Manages key stakeholders
Supports PM with key issues
Identifies strategic risks
Holds contingency funds
Approves changes
Arbitrates - disputes with/between suppliers.
Accountable for benefit delivery

Question 10

Users

Answer 10

Receive the project outputs and operate them
Realise the benefits
Identify requirements & specifications help to maintain them in light of change
Advise on acceptance

Question 11

Suppliers

Answer 11

Suggest specific solutions - advise on technical aspects
Engaged via contract
Report progress

Question 12

Project Office

Answer 12

Supports the PM - admin, continuity, organising
Collection, analysis and recording of information
Carries out processes - assurance
Provides specialist skills
Enterprise information and resources - link to PMO

Benefits:

• reduce load on PM
• consistency/standardisation
• continuity
• provides assurance to PM and sponsor that processes are being followed
• feeds back lessons learned for continual improvement