PRELIM - PROMA Flashcards
a temporary endeavor undertaken to create a unique product, service, or result.
Project
The end is reached when the project’s objectives ___________________
have been achieved or when the project is terminated because its objectives will not or cannot be met, or when the need for the project no longer exists.
Characteristics of Projects
- unique
- temporary in nature; have DEFINITE beginning and ending date
- completed if goals are achieved or project no longer viable
When is a project successful?
it meets or exceeds the expectations of the stakeholders.
the application of knowledge, skills, tools, and techniques applied to project activities in order to meet the project requirements.
Project Management
a process that includes planning, putting the project plan into action, and measuring progress and performance.
Project Management
The six project constraints (CSQRRT)
cost, scope, quality, risk, resources, and time.
the budget approved for the project including all necessary expenses needed to deliver the project.
Cost
is what the project is trying to achieve. It entails all the work involved in delivering the project outcomes and the processes used to produce them.
Scope
It is the reason and the purpose of the project.
Scope
is a combination of the standards and criteria to which the project’s products must be delivered for them to perform effectively.
Quality
the process of evaluating overall project performance on a regular basis to provide confidence that the project will satisfy the relevant quality standards.
Quality Assurance (QA)
refers to the combination of the probability the event will occur and the impact on the project if the event occurs.
Risk
is defined by potential external events that will have a negative impact on your project if they occur.
Risk
are required to carry out the project tasks. They can be people, equipment, facilities, funding, or anything else capable of definition (usually other than labour) required for the completion of a project activity.
Resources
is defined as the time to complete the project.
Time
often the most frequent project oversight in developing projects. This is reflected in missed deadlines and incomplete deliverables.
Time
“Triple Constraint” refers to
Time, cost, and scope
Why is maintaining a balance in the triple constraints (time, cost, and scope) difficult?
because projects are prone to change
Areas of expertise that a project manager should bring to the project team. (AUMI)
Application knowledge, standards, and regulations
Understanding the project environment
Management knowledge and skills
Interpersonal Skills
The important factors to consider within the project environment. (CSIPP)
Cultural, Social, International, Political, Physical
The project environment factors that are often misunderstood or ignored
Cultural and International
The project environment factor that is the easiest to be understoond
Physical
ability to plan the project, execute it properly, and of course control it and bring it to a successful conclusion, along with your ability to guide the project team to achieve project objectives and balance project constraints.
this refers to what area of expertise?
Management Knowledge and Skills
the ability into the project to manage personal relationships and deal with personnel issues as they arise.
this refers to which area of expertise?
Interpersonal Skills
Interpersonal skills required of a project manager (CLNIMP)
Communication
Leadership
Negotiation
Influence
Motivation
Problem-solving
documents how the communication needs of the stakeholders will be met, including the types of information that will be communicated, who will communicate them, and who will receive them
communication management plan
A project manager must understand all of the unspoken influences at work within an organization.
this refers to what interpersonal skill?
Influence
Therefore they must be good communicators, promoting clear, unambiguous exchange of information. As a project manager, it is your job to keep a number of people well informed.
This refers to which interpersonal skill?
Communication
the ability to motivate and inspire individuals to work toward expected results.
Leadership
is a constant process that the project manager must guide to help the team move toward completion with passion and a profound reason to complete the work.
Motivation
is simply getting a diverse group of people to work together in the most efficient and effective manner possible. This may involve management events as well as individual actions designed to improve team performance.
Team building
formal ways of recognizing and promoting desirable behaviour and are most effective when carried out by the management team and the project manager.
Recognition and rewards
In any project, the project manager, the project sponsor, and the project team will have to negotiate with stakeholders, vendors, and customers to reach a level of agreement acceptable to all parties involved in the negotiation process.
this refers to which interpersonal skill?
Negotiation
is the ability to understand the heart of a problem, look for a viable solution, and then make a decision to implement that solution.
Problem Solving
The starting point for problem solving is
Problem Definition
is the ability to understand the cause and effect of the problem; this centres on root-cause analysis
Problem definition
The project manager and project team have one shared goal:
to carry out the work of the project for the purpose of meeting the project’s objectives.
A standard project typically has the following four major phases/ Project Life Cycle (IPIC)
Initiation
Planning
Implementation
Closure
in this phase, the project objective or need is identified; this can be a business problem or opportunity.
Initiation Phase
At which phase is a feasibility study conducted?
Initiation Phase
is conducted to investigate whether each option addresses the project objective and a final recommended solution is determined.
Feasibility Study
It is sought by the project manager to move onto the detailed planning phase.
Approval
is where the project solution is further developed in as much detail as possible and the steps necessary to meet the project’s objective are planned.
Planning Phase
In this step/phase, the team identifies all of the work to be done. The project’s tasks and resource requirements are identified, along with the strategy for producing them.
Planning Phase
Planning Phase is also referred to as?
Scope Management
It is the phase where the project plan is created
Planning Phase
is created outlining the activities, tasks, dependencies, and timeframes.
Project plan
the three fundamental components of the planning process:
Work identification
Schedule Preparation
Cost Estimation
identifying and dealing with anything that might pose a threat to the successful completion of the project is called ____________
risk management
The phase where project stakeholders are identified and when a communication plan, describing the information needed and the delivery method to be used to keep the stakeholders informed, is established.
Planning Phase
The phase when a quality plan and acceptance plan is developed
Planning Phase
it lists the criteria to be met to gain customer acceptance
acceptance plan
provides quality targets, assurance, and control measures,
quality plan
the phase wherein the project plan is put into motion and the work of the project is performed.
Implementation Phase
In this phase, Progress is continuously monitored and appropriate adjustments are made and recorded as variances from the original plan.
Implementation Phase
the phase wherein the emphasis is on releasing the final deliverables to the customer, handing over project documentation to the business, terminating supplier contracts, releasing project resources, and communicating the closure of the project to all stakeholders.
Closing Phase
the last remaining step in the closing phase
to conduct lessons-learned studies to examine what went well and what didn’t.
Responsible for managing the work related to the functional areas of the business.
Functional Manager
provides resources and support for the project, is accountable for the project success, and serves as an escalation point for important issues.
Sponsor
Group of persons that carries out the project work.
Project Team
Project stakeholders are very important because…
Stakeholders interests may positively or negatively impact the project.
Stakeholders may exert influence over the project and its outcome.
Stakeholders may have conflicting interests and objectives
Involving stakeholders in the project phases improves the probability of successfully completing the project and thus satisfying customer requirements.
Manages temporary, non-repetitive activities and frequently acts independently of the formal organization.
Project Manager
Is responsible for performance and success of the project.
Must induce the right people at the right time to address the right issues and make the right decisions.
Project Manager
Five Process Group (IPEMC)
Initiating
Planning
Executing
Monitoring and Control
Closing
Those processes are performed to define a new project or a new phase of an existing project by obtaining to start the project or phase.
Initiating
Those processes required to establish the scope of the project, refine the objectives, and define the course of action required to attain the objectives that the project was undertaken to achieve.
Planning
Those processes performed to complete the work defined in the project management plan to satisfy the project specifications.
Executing
Those processes required to track, review, and regulate the progress and performance of the project; identify any areas in which changes to the plan are required; and initiate the corresponding changes.
Monitoring and control
Those processes performed to finalize all activities across all Process Groups to formally close the project or phase
Closing
People, groups or organizations that could impact or be impacted by the project
Stakeholders
Internal stakeholders include (TPMPRI)
Top Management
Project Team Members
Manager
Peers
Resource Manager
Internal Customers
External Stakeholders include (GCES)
GOVERNMENT
CONTRACTOR AND SUBCONTRACTORS
EXTERNAL CUSTOMERS
SUPPLIER
Identify stakeholders, analyze stakeholder expectations and their impact on the project, and develop appropriate management strategies for effectively involving stakeholders in project decisions and execution.
Stakeholder management
Used throughout the project
A table used to manage interactions with the stakeholders
Lists all stakeholders and stakeholder groups
Stakeholder Register
- The person or group responsible for enabling success.
- May be inside but is usually outside the project.
Project Sponsor
The environment
The goals of each stakeholder or group
Goals that are openly stated or clear
Politics on Project
In cultural influences, groups and individuals may differ with regard to (CND)
Communications
Negotiations
Decision-making
In Relationship Building, you ________ (AAUDKK)
- Analyze stakeholders
- Assess influence
- Understand expectations
- Define success
- Keep stakeholders involved
- Keep stakeholders informed
Stakeholder management tools (PCSSC)
Power/interest matrix
Cooperation-Threat matrix
Stakeholder analysis template
Stakeholder Register
Communication Plan
Rate of Return equation
(Total benefits - Total costs) / Total costs
Compares cumulative costs to cumulative benefits
Payback Analysis
Typical contents of Project Charter (IPMHAHHSSSA)
- Identification section
- Project purpose or justification
- Measurable project objectives and related success criteria
- High-level requirements
- Assumptions and constraints
- High-level project description and boundaries
- High-level risks
- Summary milestone schedule
- Summary budget
- Stakeholder list
- Approvals
Identification should contain
- Name of the project-make it meaningful
- Name, title, department of project sponsor
- Name of project manager
SMART acronym stands for
- Specific
- Measurable
- Acceptable
- Realistic
- Time based
A concise statement of how the project’s deliverables will contribute to organizational objectives
Business Need or Opportunity
Clearly defines what is in and out of the project
Scope
- Identifiable points in time
- Target dates will be added LATER
Major Milestones
Break down the overall objective into smaller measurable units
Major Deliverables
Things you are not certain of but can proceed if you behave as if they are true*
Assumptions
Anything that limits your ability to deliver or the range of acceptable solutions
Constraints
How will the costs be defined and controlled
Preliminary Cost Estimates
- High-level statement about risks identified so far
- Include the risk of NOT doing the project
Risks
The stakeholders identified so far, including their role
Stakeholder List
A place for the project sponsor and the project manager to sign
Approval
What resources are required to carry out each task on the WBS?
- Human
- Budget
- Specialized equipment
