PPM Fundamentals Flashcards
CIS-PPM certification
Define Demand Management?
It provides users with a single location to capture, organize, and assess strategic and operational demands
What are the steps of the demand process (5)?
- Submit an idea
- Create a demand
- Enhance a demand
- Assess a demand
- Complete a demand
Can any user create a demand?
No, need demand user/manager role
Can any user submit an idea?
Yes
What role can enhance a demand?
Demand Manager
What details can a Demand Manager add when they enhance a demand (8)?
Stakeholders Requirements Risks Decisions Demand tasks Cost Benefit & Resource plans
What “status” can the Demand Manger set during assessment (3)?
Qualify
Defer
Reset to draft
What role can put the demand in complete state?
Demand Manager
What two category’s of demands are there?
Strategic: Could results in creation of Enhancement, Project, Epic, Story, SAFe Epic, SAFe Feature, SAFe Story or No Conversion.
Operational: Could result in a Change, Defect
or No Conversion.
What determines what demand types are available?
Installed plugins
What are the states for a demand (6)?
Draft Submitted Screening Qualified Approved Completed
What 3 fields are mandatory when creating a draft/demand?
Name
Category
Type
What additional information fields/boxes (tabs) are available when creating a draft/demand (6)?
Details Business Case Financials Assessment Data Notes Preferences
What happends if the Demand Manager put the demand into Screening state?
Assessment questionnaires/surveys are triggered and sent to designated stakeholders to weigh in on the demand
In what state is the demand reviewed?
Qualified
What does the Financial Summary tab show?
A snapshot of all financial information inc total planned cost, budget cost, financial return and benefit
Creation of _____ in turn creates a capital expense cost plan and an associated cost breakdown?
Resource plan
Create a _______ to specify the estimated benefit in a category for a fiscal period
Benefit plan
What does RIDAC stand for?
Risk Issue Decision Action Request Changes (create a record for each when used)
What do you call (what field) expenses used to buy, maintain or improve assets?
Capital Expenses
What is the Financial Benefit value (definition)?
Estimate of revenue if the demand is approved (the value is rolled up from the benefit breakdown of the demand)
Interest rate to determine the present value of future cash flows is populated in what field?
Discount Rate (Financial tab)
What fields are automatically populated once financial information is entered (5)?
- Total Planned Cost (capital & operational expenses)
- Financial Return (difference Financial benefit & tot planned cost)
- Net Present Value (NVP) (The present value of future cash based on the given annual interest rate.)
- Internal Rate of Return (Annual interest rate required to achieve an NPV of zero)
- Demand Actual Cost (Actual cost of all the demand tasks + actual cost of extra activities.)
Present value of future cash-based on the given annual interest rate. It is a measure for comparing money spent today against future expected financial benefits. It helps when evaluating the overall investment performance. It´s called?
Net Present Value (NPV)
Strategic project demands are assessed based on five attributes (5)?
What categories are these attributes grouped into (2)?
Cost ROI Size Strategic Alignment Risk **Demand Metrics & Assesment Metrics
Demand Metrics is defined as?
Any information a demand manager enters
comprised of Cost, ROI and Size
Assessment Metrics (assessment results tab) is defined as?
Any information a stakeholder enters
include Strategic Alignment and Risk of a demand
__________ are a set of question categories where each group has a number of questions with various answer types – True/ False, 1-10 scale, etc. Each category can be given a weight to use in the score calculations.
Demand Assessments
What role can design modified assessments?
System admin
- A stakeholder list can be pre-built for a ______ to make adding stakeholders easier?
- Where do you add them in the menu (modul)?
- portfolio
2. Project Administration > Settings > Stakeholders
_________ are automatically added to demands aligned to a specific portfolio?
Stakeholders
Does creation of a stakeholder require a portfolio association?
No (demand manager is also able to add one-off stakeholders who do not belong to a single portfolio)
Each stakeholder’s scope and level of involvement is documented using these 6 attributes?
Portfolio Level of Interest Assessment recipient Approver Influence Engagement
At what stage (state of the demand) are assessments triggered?
When demand enters screening state
by dispatching a survey to stakeholders marked as the assessment recipients
Where does recipients view their assessments?
Self Service > My Assessments and Surveys (module)
The assessments are, by default, due _________ after being sent to an assessment recipient?
two weeks
______ is the average of all survey results for a particular metric
Rating
________ is the weighted average of all survey results based on defined criteria
Normalized value
The ROI metric category has two assessment metrics?
Impact
Financial return
Total Cost is calculated by?
Sum of capital and operational expenses
Financial return is automatically calculated as?
Financial benefit minus Total costs
ROI % is calculated as?
Financial return / Total cost * 100
T-Shirt size field on the Demand form describes what?
Assesses demand size relative to the size of other demands
The T-Shirt size metric category field in Assessment Data Tab use these size/values (5)?
XXL – 10 XL – 8 L – 6 M – 4 S – 2
Impact field in Assessment Data Tab have these values (3)?
High (10)
Medium (5)
Low (1)
When the demand is in Qualified state, is it possible to revert it for adjustments (cost, ROI, Size)?
No
A _______ captures benefit and financial metric information (snapshot of cost plan, benefit plan, and demand-level financial metrics) at a particular moment in time?
financial baseline
Baseline records are captured in the___?
Baselines related list
In the demand road map each demand in represented by a single box, what info can you see default without clicking on the box an open it up (2)?
Name
Due date
To create a change or defect from a demand, what plugin needs to be installed?
Agile Development 2.0 plugin
From where can you create a project for an approved demand (2)?
The demand form (Create Project related links) Demand workbench ( right click on demand bubble, create project)
What fields from the demand are automatically moved (not duplicated) to a created project (3)?
Costs Plans
Benefit Plans
Resource Plans
What fields are set from the demand on the Project Form to a created project when creating project from a demand (7)? (check if correct??)
Estimated Cost Planned Benefit Planned Return Planned ROI Planned Start and End dates (inc approved dates) Program and Portfolio Project Name *(investment type & class) *business case
Can demand approval be limited to specific roles?
Yes
Does all demands require stakeholder assessment?
No, Demand Manager can disable assessments
Does the Due Date of a Demand Task affect the demand workflow/completion date?
No (but does on a project task)
What are the stages in the Project Management process flow (5)?
What model is used?
Initiating (need and value?)
Planning (scheduled tasks, dependencies & resources)
Execution (start, assign tasks & managing delivery)
Delivering (completion of project tasks & hand off)
Closing (complete, post project activities)
**Waterfall model
What types of projects are available (3)?
Waterfall
Agile
Hybrid (mix waterfall & agile)
Where can you find the definition, planning, tracking and monitoring of projects from a single location?
Project Workspace
Where can a PM have a view of sub projects, project tasks and project Gant chart?
Planning Console
Define the difference between Risk and Issue?
Issue-something that already has occurred
Risk-only potential issue
From where can a new Project be created (3)?
Project -> Projects -> Project Workspace (dashboard)
Project -> Projects -> Create New
Project -> Projects -> All
Project Managers can import a ________ file and ServiceNow will create the project based upon the .mpp file.?
Microsoft Project
Is it possible to copy a project or parts of it?
Yes
There are many variations for a waterfall model, but most have either ____ or ______ to accomplish the core waterfall activities?
phases or tasks
An ____ software development project is iterative, incremental, and flexible; allowing for accelerated realization of the agreed‐upon business outcomes.
Agile
Measurement in Agile projects is on?
Working software (not tasks in a project plan)
With the _____ feature, a task is copied with all its subtasks and relationships.
Copy Partial Project
What can a project template include (4)?
Tasks
Subtasks
Checklists
Attachments
Where do you find the function to create template of a project?
Under Related Links in the project (form) -> Save as new template
A template can be applied to any project that doesn’t have _______ ?
Child tasks
To keep both the tasks created in Microsoft Project and in ServiceNow, the project must first be __________?
Exported from ServiceNow and imported into Microsoft Project.
Does recalculation happen on tasks imported from Microsoft Project in ServiceNow?
No (the dates are retained in the as is state from the Microsoft Project file)
The MS Project Import feature allows users to manage parents and subprojects as ________?
Two different Microsoft projects in ServiceNow
What is the It is the only field that is mandatory by default in the Project form?
Project Name
What are the different statuses (colors) for a Project (3)?
Green
Yellow
Red
Where is the information for (project) “Status” retrieved?
From the overall health field in the most recent project status report of the project.
What does the “Percent Complete” field in Project form present?
Aggregate representation of project task completion.
What are the different Project State´s (6)?
Same states as Project Task have
Pending - no work has been started
Open - project is ready to start
Work in Progress - work has begun on a project
Closed Complete - project was finished
Closed Incomplete - project was not finished and closed out
Closed Skipped - project skipped
What are the different tabs in the Project Form (7)?
Dates Details Business Case Financials Score Notes Preferences
If a Project is converted from a demand, will the Approved Start Date for the Project be the demand start date?
Yes
The Project Calendar, called _______ in ServiceNow, is used to calculate project duration and planned end dates by defining working and non‐working days / hours?
Schedules
The default schedule is a ____?
8‐hour work day (from 8 to 12 and 1 to 5). (A day is considered as a working day, not a 24‐ hour day)
The default schedule is using what unit for time?
Days (1,5 day will be 1 day & 4 hours)
The default schedule can be changed by an ________ who can customize the schedule entries?
Administrator
A Project Manager can manage the schedules if they are granted the __________ role?
schedule_admin
The ______ Tab in project allows project managers to document a variety of general information associated to the project including, portfolio, investment type, execution type, etc.
Details
Is it possible for a Project to belong to several different Portfolios?
Yes
Is it possible for a Project to belong to several different Programs?
No (only one)
What two different Investment Class is there (Details Tab) and what is the difference between them?
Run - projects aimed to sustain business
Change - projects aimed to change business
In what field (details tab) do you define what project methodology will be used for the Project?
Execution Type
What is the project Priority based on?
Impact & Urgency
In what field (details tab) do you associate Application Portfolio business capabilities for the Project?
Business Capabilities
This field (Financials tab) is automatically populated from the project budget breakdowns in the cost plan breakdown table?
Budget Cost
What is the Discount rate % field (Financials tab) used for?
Used to track the interest rate to determine the present value of future cash flows.
What fields in the Financials tab are read only (6)?
Estimate at completion
Planned return (diff between P. benefit and P. cost)
Planned ROI % (P. return in % of P. cost)
Net present value
Internal rate of return %
Estimate to completion
The ______ field (Financials tab) helps to determine which projects can deliver higher rate of return in terms of revenue?
Internal rate of return % (IRR)
When a Project is submitted the Score tab will be visible, what score´s does it include (4)?
- Risk Score: (calculated based on the project risk )
- Value Score: (calculated based on the ROI% of the project )
- Size Score: (calculated based on Planned Cost of the project )
- Score: (calculated based on the individual scores of these attributes: Risk Score, Value Score, Size Score)
- The “Derive time component from planned dates” field/checkbox is default set to True or False?
- What happens if the Project schedule date format field is set to Date (not Date and Time)?
- False ??? Need to check, seems True?
2. Field is auto checked and disabled
In what related list (tab) can you find labor & non-labor cost estimates by fiscal period?
Cost Plans
Project Budgets are created at the ______ level, but you can create a specific project budget using the ________ in the project form?
Portfolio
Project budget related link
Expense Line (related list tab) shows what?
Actual costs and expenses incurred by the project
If the execution type of a project is either Agile or Hybrid, what additional tabs will appear in related lists (3)?
- Agile Phase (tasks and stories associated with project tasks)
- Stories (list of stories associated to the project)
- Epics (list of epics in the project)
______ are the units of work that make up a project?
Project tasks
What is the hierarchical representation of all the tasks in a project called?
Work Breakdown Structure (WBS)
Using the project tasks tab, are you able to view sub tasks?
No (only allows viewing of the parent level task, if sub tasks are created it requires opening the parent task)
Why is it recommended to use the Planning Console, what feature does it provide?
User can see parent and sub tasks in one view
When you are in the Resource Plan tab (related lists) and press Manage button, where will you be directed?
Resource Workbench (to create new resource plans)
In Cost Plans you can create Cost Types and they can be either Opex or Capex, what different Cost Types are there (5)?
External Labor Labor Hardware Software Other *It is 10 choices since both Capex and Opex exist
A labor cost plan has a ______ attribute.
A non‐labor cost plan has a ________(asset) attribute.
Resource plan
Product model
Cost plans are created by selecting New from the Cost Plans tab. Every plan requires (4)?
Name
Start and End fiscal period
Entered Currency
Cost type
Total planned cost is created by?
Unit Cost x Quantity = Total
Are Task-level cost plans rolled up to the project?
No
Only _____ expense lines are considered as actuals for cost plans, projects, project tasks, and demands?
processed
A _______ creates a snapshot of the currently planned dates of all tasks and milestones at a particular moment in time.
Task baseline
A _________ captures benefit and financial metric information; a snapshot of cost plan, benefit plan, and project‐level financial metrics at a particular moment in time.
Financial baseline
Does a financial baseline capture actual cost component of a project?
No
Is it possible for nested projects to have baselines?
No (top‐level projects only )
To fully utilize the integration capabilities of PPM along with Agile, you can use the ________ application to create and manage products, releases, themes, epics, sprints, etc?
Agile Development 2.0
What are the two visualization tools that can be used while planning a project?
Planning console
Project workbench.
The _________ gives project managers a comprehensive view of all aspects of a project, including a hierarchical list of sub projects, project tasks that appear in a work breakdown structure (WBS) list, and the project Gant chart.
planning console
From where can you access the Planning Console (2)?
Project record (related links) Project Workspace and P. Workbench (Planning Tab->Project Workbench arrow->Dropdown))
What work elements are displayed in the Planning Console (4)?
Parent Project
Phases
Tasks
Relationships.
Zooming and changing the granularity of displayed information is possible for an optimal interaction with the Planning Console’s Gantt chart. The available zoom levels are (6)?
Day Week Month Quarter Year Auto Fit
To set a milestone as a key milestone, what do you need to do (2)?
- Double‐click the corresponding milestone diamond in the graphical pane
- check the Key milestone box
Checking the Key milestone box allows the milestone to be made available for ________?
Reporting purposes
Does Milstone states affect the Percent Complete calculations?
No (they have 0 duration)
Project Workbench top pane displays the project visualization, and the bottom pane displays phase details in two different types of views, what two options are there?
Visual Task Board (VTB)
List (view)
Any filtered or non‐filtered list of projects and/or project tasks can be converted to a Visual Task Board easily. Simply select an attribute to organize the tasks by either (4)?
Priority
Risk
State
Assignee
You can create Milestones and set their status manually to what (color) (3)?
Green
Yellow
Red
Only _______ milestones are visualized on the project workbench?
Top-level (created for the project and not for a task or phase)
If you want to create multiple project tasks at once, what feature can you use?
Project Task Creator (right click the banner in a project to select it)
What does Projects and Projects Tasks start with by default in the number field?
PRJ
PRJTASK
Can a Project Task start before the Project has started?
Yes
Is it possible to close a Project before all Project Tasks are completed?
No
What does the field “Planned duration” in a project task represent?
Number of working days between planned start and planned end date.
What role is needed to be able to be assigned to a Project Task?
it_project_user
A task planned start date is defined using a Time Constraint, what options are there for Time constraints: (4)?
Start ASAP
Start on Specific Date
Start no earlier than
Start no later than
Is Planned start date on a project task determined by child tasks if they exist?
Yes
What determine the Planned end date of a project task (2)?
Planned start date
Planned duration
By default, project phases created from the Project workbench are set to have a constraint of _______?
Start on specific date
By default, when a project task changes into a Work In Progress state, the Planned Start Date and the Planned End Date is copied to ____ ____?
actual start date
actual end date.
If the “Derive assignee list from resource plan” box is checked on the Preferences tab of the project form, what resources will show up in the drop down list of Assigned To field of a project task?
Resources allocated by a resource manager appear (if box is not checked, all users with role it_project_user shows up)
Once a task is saved, additional tabs become available to track more information, what are those (4)?
Details
Dates
Notes
Checklist
In ServiceNow, a milestone is ______?
Any task with zero‐duration that is used to track an important achievement
Can you create dependencies between Milstones and Tasks?
Yes
If you adds an off-schedule task to the project, what action do you need to perform on that task?
Set the task to be “allowed outside the schedule” (in planning console, right click on the task on left hand side)
________ do not have start or end dates, nor do they track effort or cost. By default they provide only a Name and a Complete field?
Checklist items
What roles are the Resource Management including (3)?
resource_user
resource_manager
pps_resource
In Resource Management, what does Hard Allocation mean?
A resource assigned to the resource plan and not available for other plans during the allocated time (booked time also appears in the users calendar)
In Resource Management, what does Soft Allocation mean?
A resource confirmed to work a task but not yet committed to a schedule
What is a resource event?
Block of time resource spends on a task
What different states can a Resource Plan be in (5)?
Planned Requested Rejected Confirmed (Soft Allocation) Allocated (Hard Allocation)
When a Resource Plan is in state Allocated, what role can cancel, modify or complete it?
Resource Manager
What are the different Request Types for a resource request (3)?
Full-time Equivalent
Hours
Person Days
What are the different Members Preferences when requesting a resource (3)?
All members (all members in a group, time dived over all group) Specific members Any member (most available member/members)
From where can you create a Resource Plan (4)?
Project Workspace
Demand form
Project form
Project Task
Resource Type Field has 3 choices, what are those (what levels you can request resources on) ?
Role
Group
User
When requesting a resource, what choices do the Allocation Type field have (3)?
Weekly (weekly allocations)
Monthly (monthly allocations)
Planned Duration (one allocation)
*Determines how time is allocated
When requesting a resource, what choices do the Allocation Spread field have (2)?
Even (hours spread even) Front load (fill up all available time in beginning of project)
What feature can Allocation Workbench provide?
Insight of resource availability (see availability while requesting resource)
Is it possible to request an extension for your Resource Plan?
Yes (use Request Extension)
________ is used to effectively manage resources by providing the resource manager with a comprehensive view of capacity, allocations, utilization, and availability for resources?
Allocation Workbench
To navigate to the Allocation Workbench you go to?
Resource > Resource Workbench > Allocation Workbench
Is it possible for a Resource manager to move a resource plan to a future date?
Yes
Resource reports are available for Resource Managers, what types are there (5)?
Availability Forecasted Utilization Committed Utilization Allocation Allocation Details
_________ allows resource managers to determine how resource requests impact a groups overall capacity?
Capacity Planning
How can you define a demand (consumer view)?
A consumers desire and willingness to pay for and/or use a product or service
Any planned, collaborative effort that is designed to achieve an objective?
Project
A logical group of related projects or demands under a single entity?
Program
A central location for viewing details of a program and the projects, demands and program tasks that are part of the program?
Program Workbench
A collection of demands and projects managed as a group to achieve strategic and operational objectives?
Portfolio
Provides a central location for viewing a list of associated demands and projects, scenario planning for a portfolio and tracking the progress of a portfolio?
Portfolio Planning Workbench
How many Data Model Structures are available for Project Management in ServiceNow?
3
What are the different Data Model Structures?
- Projects and Demands part of a Program and Portfolio, Program associated to Portfolio
- Projects and demands not part of a program, but belong to a portfolio
- Program not part of a portfolio but has projects and demands associated (these projects and demands can be part of portfolios)
Can a Project be part of more then one Program?
No
When you create a Program (Program form) and not choose any Portfolio for it, what is the Program termed as?
a Global Program
Can projects and demands in a Global Program be associated to any portfolio?
Yes
Is it possible for a Program to fulfill multiple strategic objectives?
Yes
Is Planned Start Date for a Program updated to the earlier date from associated program task, project or demand with earlier date?
Yes
If demand or project is removed from a Program, can it affect Planned Start Date of the Program?
No (same for Planned End Date of a Program)
Planned Duration of a Program is updated when ______ for the Program changes?
Planned Start or end Date
From where can you create a new Program (2)?
- Project > Programs > Create New
2. Programs > Workbench > New
When you create a Portfolio and use the Plan section (in Portfolio Workbench), how many different scenarios can you create?
4
What role is needed to add a Program Budget to a Program?
it_portfolio_manager
_______ is about execution and delivery of related projects?
Program Management
_________ focuses on doing the right projects at the right time by selecting and managing projects as a _______ of investments?
Portfolio Management
Portfolio
You must have the it_portfolio_manager role to use the Portfolio Planning Workbench for (3)?
- Portfolio planning (targets, projects, demands, budget plan)
- Portfolio budget forecasting (re-estimate forecast)
- Portfolio tracking (progress for program, projects and demands)
What is the Bubble Chart Tab in Portfolio Planning used for?
Compare and evaluate the relative standing of demands
The _____ provides comprehensive reports to the portfolio and program managers. uses Performance Analytics and base reporting capabilities to provide a trend of historical and current data.
PMO dashboard
The PMO dashboard contains tabs that display information for the different applications within the PPM, what are the different applications in PPM (4)?
Demand
Project
Program
Portfolio
What happends when you promote a budget?
Budget task is sent to stakeholders to review (you can re-Promote a budget when its changed)
A ______ is a group of logically related projects and demands that deliver a business outcome?
Program
A ______ is created to achieve governance over projects, demands and programs?
Portfolio
Can Projects and Demands be part of a Program and a Portfolio or just a Portfolio?
Yes
The _____ & ______ allow you to track schedules, key milestones and attributes, cost and resource metrics for projects and demands?
Program Workbench
Portfolio Planning Workbench
If you are in a Project Task and click the related link “Redirect to top task”, what happens?
You are directed to the Project record (top task)
If you want to create several Project tasks at the same time, what feature do you use?
Project task creator (In additional actions menu or right click in the form header)
If you check the “Create FS dependency” checkbox in the Project task creator, what feature is activated for these project tasks?
Identify the tasks as finish-to-start
tasks (one must complete before the next can commence).
To be able to get the related link “ Save as New Template” in a project, what needs to be done?
This related link does not appear until at least one task has been created for the project
Installing the Project Portfolio Management (PPM) Standard plugin integrates the following applications (6)?
Idea Demand Project (inc Portfolio and Program Management) Resource Timecard Cost and Financial Planning
Because a rate model is associated to this particular project, the system is calculating the planned cost using this rate model. If a rate model was not associated to the record, the default rate set in the ____ record would be used?
group
If unable to add a project or a demand to a specific program, make sure the project/demand does not already belong to a _____ other than the one the program belongs to.
Portfolio
If a demand shows up in the bubble chart in Demand Workbench, what state is it in?
Qualified (only qualified demands show up in the bubble chart)