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Project Management > Plans > Flashcards

Plans Flashcards

1
Q

What is the purpose of the information in the Plans Theme?

A

To provide a framework to design, develop and maintain the Project Plans.

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2
Q

What are the 4 Project Plans?

A
  1. Project Plan
  2. Stage Plan
  3. Exception Plan
  4. Team Plans
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3
Q

What is a “Plan” in PRINCE2?

A

A document that describes how, when and by whom a specific target or set of targets is to be achieved.

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4
Q

What are the three different management levels in regard to “Plans”

A
  1. Directing
  2. Managing
  3. Delivering
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5
Q

What are the three types of Plan?

A
  1. Project Plan
  2. Stage Plan
  3. Team Plans
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6
Q

What Level of the Management level is the Project Plan used?

A

The directing level and therefore is used by the Project Board.

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7
Q

When is the Project Plan created?

A

During the Initiating a Project Process (IP)

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8
Q

What information is stored within the Project Plan?

A

It will show the major products of the project, when they will be delivered and the associated cost.

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9
Q

Who is responsible for keeping the Project Plan up to date?

A

The Project Manager

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10
Q

What Level of the Management level is the Stage Plan used?

A

The Management Level, used by the Project Manager on a day-to-day basis.

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11
Q

What Level of the Management level is the Team Plan used?

A

The Delivering Level.

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12
Q

Who are the Team Plans used by and what is its use?

A

Created and used by the Team Manager in the Managing Product Delivery process.

The focus is to plan the work that is assigned to the Team Manager in Work Packages.

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13
Q

How is the Project Plan used by the Project Board?

A

Used by the Project Board as a baseline against which to monitor the progress stage by stage.

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14
Q

When is the Stage Plan created?

A

Each Stage Plan for the next management stage is produced near the end of the current management stage in the Stage Boundary process.

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15
Q

What is the Exception plan used for?

A

Used to recover from the effect of tolerance deviation.

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16
Q

What happens when the Exception Plan is approved by the Project Board?

A

The Exception Plan will replace the current Stage Plan to allow the Project Manager to complete the current stage.

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17
Q

What are the 7 steps in the PRINCE2 approach to plans.

A
  1. Design the Plan
  2. Define and analyse the products
  3. Identify activities and dependencies
  4. Prepare estimates
  5. Prepare the Schedule
  6. Document the plan
  7. Analyse the risks
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18
Q

What is involved within the first step of “Design the Plan” in the PRINCE2 Approach to Plans?

A

Choose style and format of plan.

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19
Q

What are the 4 steps in Product-Based Planning found in the second step in the PRINCE2 Approach to Plans?

A
  1. Writing the Project Product Description
  2. Creating the product breakdown structure
  3. Writing the Product Description for each product
  4. Creating the Product Flow Diagram
20
Q

What are the benefits of Product-Based Planning?

A
  1. Clearly identifies and documents the plan’s products and interdependencies
  2. Clearly shows what the project involves
  3. Involves users in supplying product requirements
  4. Clarifies what is in and out of scope
  5. Easier to gain a clear agreement on what needs to be produced.
21
Q

What is the Product Breakdown structure?

A

A Project Product is broken down into the major products which in turn are then broken down into further products to give a hierarchical overview of them.

22
Q

What is a Product Flow diagram?

A

A Product Flow diagram defines the sequence in which the products of the plan will be developed, and shows the dependancies between them.

23
Q

Name two ways to identify activities within the PRINCE2 approach to plans?

A
  1. Making a list of activities for each product in the Product Flow diagram.
  2. Create a Work Breakdown Structure for each of the products in the product breakdown structure.
24
Q

What are the two types of dependencies to look out for within the PRINCE2 approach to plans?

A
  1. Internal

2. External

25
Q

What is Estimating in regards to the PRINCE2 approach to plans?

A

Estimating is about deciding how much time and resources are required to carry out a piece of work to an acceptable standard.

26
Q

What does Estimating Involve?

A
  1. Identifying the type of resource required.

2. Estimating the approximate effort required for each activity.

27
Q

What information must the Project Manager have before they can begin the task of scheduling?

A
  1. The list of all activities
  2. Their Dependencies
  3. The duration of effort for activities
28
Q

What are the 8 steps for “Preparing the Schedule”

A
  1. Define Activity Sequence
  2. Asses resource availability
  3. Assign resources
  4. Level resource usage
  5. Agree control points
  6. Define milestones
  7. Calculate total resource requirements & costs
  8. Present the schedule
29
Q

What is involved within the “Define Activity Sequence” Process?

A

Determine the optimal sequence in which these activities can be performed (Critical Path Analysis)

30
Q

What is the definition of “Float”?

A

Float is the amount of time that an activity can be delayed without affecting the completion time of the overall plan.

31
Q

What is the definition of “Critical Path”?

A

The critical path is the sequence if activities that have zero float, so that if any of these activities is delayed, the completion of the project will also be delayed.

32
Q

What is involved within the “Assess resource availability” process?

A

The PM creates an overview on who is available to do the work, their experience, and the percentage and conformation of schedule availability.

33
Q

What is involved within the “Assign Resources” process?

A

The Project Manager will assign the list of resources to the activities, starting with the activities that are part of the critical project path.

34
Q

What is involved within the “Level Resource usage” process?

A

The Project Manager will check that project resources are not overloaded and spread out the work. This is called levelling.

35
Q

What is involved within the “Agree Control Points” process?

A

Control Points, like that for the Project Board, may now be added to the plan (E.g. Management stages)

36
Q

What is involved within the “Define Milestones” process?

A

Milestones can help the Project Manager to see how the project is progressing according to the plan, so it is up to the Project Manager to decide how many milestones they will define.

37
Q

What is involved in the “Present the Schedule” process?

A

Most Project Managers present the schedule in a graphic format, such as Gantt chart or Critical Path diagram.

38
Q

What is involved in the “Analyse the Risks” process?

A

A final Risk Analysis check is essential once the plan is ready (status draft complete) and updating the Risk Register if necessary.

39
Q

Give some examples of Risks in Planning

A
  1. Many resources joining the project at the same time can slow down progress. It is better to introduce people gradually to the project.
  2. The Plan may contain a high proportion of external dependencies.
  3. The Plan may be using untested suppliers or new technologies that may not deliver as
    expected.
40
Q

What is the Product Checklist?

A

The Product Checklist is a list of all the major products of a Plan, plus key delivery dates.

41
Q

What responsibilities do Corporate & Program Management hold within the Plans theme?

A
  1. They set Project Tolerances and document them in the project mandate.
  2. They approve Exception Plans when the project-level tolerances are forecast to be
    exceeded.
42
Q

What responsibilities does the Executive hold within the Plans theme?

A
  1. They approve the Project Plan.
  2. They define tolerances for each stage and approve Stage Plans.
  3. They approve Exception Plans when the stage-level tolerances are forecast to be exceeded.
43
Q

What responsibilities does the Senior User hold within the Plans theme?

A
  1. Ensure that Project Plans and Stage Plans remain consistent from the User perspective.
  2. Commit User resources to the Stage Plans.
44
Q

What responsibilities does the Senior Supplier hold within the Plans theme?

A
  1. Ensure that Project Plans and Stage Plans remain consistent from the supplier perspective.
  2. Commit supplier resources to Stage Plans
45
Q

What responsibilities does the Project Manager hold within the Plans theme?

A
  1. Designs the Plans.
  2. Prepare the Project Plan and Stage Plans.
  3. Organise corrective action to be taken when Work Package-level tolerances are forecast to be exceeded.
  4. Prepare Exception Plans when requested by Project Board.
46
Q

What responsibilities does the Team Manager hold within the Plans theme?

A
  1. Prepare Team Plans.

2. Prepare schedules for each Work Package.

47
Q

What responsibilities does the Project Support hold within the Plans theme?

A
  1. Assist with the compilation of Project Plans, Stage Plans and Team Plans.
  2. Assist with planning tools and other tools.
  3. Take care of the Configuration Management activities.

Project Management (10 decks)

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