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Project Management > Prelims > Flashcards

Prelims Flashcards

1
Q

Types of Activities

A

1) Improvised activities
2) Routine activities/work
3) Project-based activities

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2
Q

These kinds of activities do not last long; temporary. It was improvised because of a certain problem/concern encountered and said was able to be solved through improvised solution.

A

Improvised Activities

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3
Q

Cannot be easily changed/eliminated since they are documented.

A

Routine Activities

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4
Q

Often arise when there is a problem that occurs and a solution must be made

A

Project-Based Activities

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5
Q

A group of people, usually from various fields of expertise, collaborating temporarily with the aim of reaching a predetermined project result within a predetermined budget and timeframe

A

Project

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6
Q

The application of knowledge, skills, tools, and techniques to project activities to achieve project requirements.

A

Project Management

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7
Q

T or F.

Project is Permanent.

A

False. Project is temporary because it has a start and a finish.

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8
Q

Which of the following is NOT a Project Component?

A) Temporary
B) Unique Result
C) Detail-Oriented
D) Dedicated Budget

A

C) Detail-Oriented

While projects, and the people working behind, it should define and follow the details of the project, most often, the project manager should be more results-oriented.

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9
Q

Types of Projects

A

Technical, Social, Commercial, Mixed, and Events

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10
Q

Common and Useful Phases of a Project

A

Concept, Definition, Design, Preparation, Realisation, Follow-up

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11
Q

Which common and useful phase of a project is the detailed design involved?

A

Preparation.

The concept is concerned with the project proposal, while the definition phase is involved with the project plan.

The design phase is concerned with the preliminary design. The preparation phase is for the more detailed design.

The realisation phase is for the project results, while the follow-up phase is for adopting, emasuring, and evaluating the project results.

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12
Q

T or F.

Since a project is started in order to achieve a general end result, the is a smaller risk of failure.

A

False.

A project must aim to achieve a specific, not general, end result.

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13
Q

T or F.

Since members of a particular department take part in the project, they leave behind a ‘gap’ in their department that must be filled.

A

True

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14
Q

What is SMART?

A

Specific
Measurable
Attainable
Realistic
Time-bound

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15
Q

T or F.

Project management is the task of the project members.

A

False.

It is the task of the project manager.

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16
Q

Which Project Team member is assigned to take care of correspondence, time records, and documentation?

A) Project Manager
B) Project Auditor
C) Assistant Project Manager
D) Project Secretary

A

D) Project Secretary.

The duties of the secretary consists of taking care of the correspondence, taking the minutes of the meeting, noting how much time has gone into the tasks (time records) and managing the project’s files (jotting notes and documentation).

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17
Q

Enumerate the diferent people that are a part of the project environment.

A

Project sponsor
Steering Committee
Committee of Experts
Departmental Heads
Representative Advisory Board
Government
Interest Groups

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18
Q

These individuals provide advice on the project or is required to give approval for the project.

A

Representative Advisory Board

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19
Q

They act as the sounding board of the project.

A

Committee of Experts

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20
Q

What are the four factors that connect the stakeholders of a project?

A

Information
Fund
Resources People

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21
Q

They are responsible for initiating the project and providing the funding.

A

Project Sponsor

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22
Q

T or F.

The project manager may instigate the project on behalf of the management team.

A

False.

The sponsor has the ultimate say in whether the project result is acceptable. They may also instigate the project, possibly on behalf of the management team (stop or pause operations).

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23
Q

T or F.

If the project is carried out within a company, the project manager will usually be appointed by the board of directors.

A

True

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24
Q

What are the three-fold tasks of a project manager?

A

1) Management with internal focus
2) Management with external focus
3) Organizing

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25
Q

Whose task is it to take chage of external communication?

A) Manager
B) Coordinator
C) Sponsor
D) Resource Investigator

A

A) Project Manager

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26
Q

T or F.

The Project Sponsor implements the project results which would realise the project goal, and eventually contribute to organization goals.

A

False.

It is the project manager and team who implements the project results.

The sponsor decides the results and goals and delegates the manager and the team.

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27
Q

What are the nine roles according to Belbin?

A

Thinking/Intellectual Roles
- Plant
- Monitor
- Specialist

Action Roles
- Shaper
- Implementor
- Completer-Finisher

People/Social Roles
- Co-ordinator (Monitor Evaluator*)
- Teamworker
- Resource Investigator

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28
Q

Which role often has a scientific mindset?

A

Plant

29
Q

Which role is often domineering and act as supervisors?

A

Coordinator

30
Q

Which role has a recruiter mindset?

A

Resource Investigator

31
Q

Which role defines the success rate of deliverables?

A

Monitor Evaluator

32
Q

Which role often delivers 80-90% of the project?

A

Completer-Finisher

33
Q

Which role manages the deliverables and progress throughout the day?

A

Shaper

34
Q

What are the Digital Tools for Collaboration

A

Agenda Management, Teleconferencing, Sharing Documents, Planning Softwares, Digital Collaboration, Social Media

35
Q

Enumerate the windows/categories of a Dialogue Conjunction.

A

Information Input to Persuasion
(Controlled One-Way Traffic)

Persuasion to Forming (Influences)

Dialogue and Forming (Two-Way Traffic)

Dialogue to Information Input (Message)

36
Q

T or F.

Only one party in a negotiation situation is served by a favorable outcome

A

False.

You should show respect for your opponent, because both parties in a negotiation situation are served by a favorable outcome

37
Q

What are the 5 methods of decision-making?

A

Majority Vote, Consensus, Lack of Response, Authoritative, Automatic Approval

38
Q

A number of related projects are sometimes called a “_________.”

A

Program

39
Q

T or F.

Line Management may also be working hand in hand with the Project Management.

A

True

40
Q

A project that complies completely with these prerequisites and which is contracted out entirely is called a ______.

A

Turnkey Project

41
Q

What are the important cultural differences?

A

Time
Power
Language
Physical Distance

42
Q

Who created the indices of Cultural Dimensions?

A

Hofstede

43
Q

Who created and developed the Dialogue Conjunction and when was it created?

A

Van Ruler (1998)

44
Q

What are the 5 indices of Cultural Dimension?

A

Power Distance, Experience of Time, Masculinity v. Femininity, Individualism vs. Collectivism, Uncertainty Avoidance

45
Q

These are small-scale tests involving a new tool, innovation, or concept.

A

Pilot Project

46
Q

T or F.

The point of a pilot project is to deliver a specific goal for the organization, whether large or small.

A

False.

The point of a pilot project is to prove viability rather than to deliver a specific goal.

47
Q

What are the reasons for starting a project?

A

Spontaneous
SWOT Analysis
Periodic Plans

48
Q

What is SWOT?

A

Strengths and Weaknesses (Internal)
Opportunities and Threats (External)

49
Q

What are the possible phases and reactions to initiating a project?

A

1) Do nothing
2) Solve it day to day operations
3) Commission a project proposal
4) Start a project immediately

50
Q

Project Management outlines the following: (Enumerate)

A

1) Project Proposal
2) Initial Meeting with the Sponsor
3) Setting up the Project
4) Project Start Up Meeting
5) Design and Preparation
6) Realization of the Project
7) Completion of the Project

51
Q

What are the 5 monitoring aspects that are essential during the preparation and execution of a project?

A

Time
Money
Quality
Information
Organization

52
Q

What is the formula to calculate the size of a project risk?

A

Size of Risk = Probability of Occurrence × Consequence for Project

53
Q

What are the steps to risk analysis?

A

1) Make list of possible risk
2) Analyze the risk
3) Formulate measures

54
Q

What are the different measures formulated during risk analysis?

A

Preventative
Repressive
Transference
Acceptance

55
Q

What are the reasons for project termination?

A

1) Termination by Extinction
2) Termination by Addition
3) Termination by Integration
4) Termination by Starvation

56
Q

Enumerate the different methods/diagrams used when planning?

A

Gantt Chart, Network Diagram, Work Breakdown Structure, Planning Software, Automatic Planning Program

57
Q

Who developed the Gantt Chart and when was it created?

A

Henry Gantt (1910-1915)

58
Q

Enumerate and explain the different details of a gantt chart.

A

A simple Gantt chart contains the following parts:
- The activity is indicated by a strip or a bar. The length of the strip indicates the duration of the activity. If an activity is on the critical path, it is highlighted in some way (by making it red, for example)
- Any slack can be indicated by dotted lines
- If desired, mutual dependencies can be linked by vertical lines in the chart. These activities can only be done after other activities have finished

59
Q

T or F.

In a gantt chart, the length of the strip provides an indication of the duration. It makes a Gantt chart orderly and easy to understand.

A

True

60
Q

Enumerate and explain the different details of a network diagram.

A

A network diagram consists of the following:
- A circle as starting point and as finishing point.
- Rectangles (or if you wish circles) used to indicate finished activities. These are the milestones.
- Arrows indicate the dependencies and also denote the activities. The duration is indicated above the arrow.

61
Q

How do you determine the critical path in a network diagram?

A

To determine the critical path, check the lengths of the various paths and their duration. The longest path will be the critical path.

62
Q

T or F.

An activity with N predecessors will have N arrows to those predecessors.

A

True.

Draw rectangles for all the other milestones and connect them to the preceding activity with an arrow. If there is more than one preceding activity, use arrows to connect each one. Consequently, an activity with N predecessors will have N arrows to those predecessors.

63
Q

It contains a schematic overview and deliverable-oriented breakdown of project activities.

A

Work Breakdown Structure

64
Q

T or F.

A computer can be used for the planning process.

A

True.

There is a great deal of reasonably priced, user-friendly planning software for PCs on the market now.

65
Q

What are the different forms of dependencies between two tasks?

A

Finish to start: Task B can only be started after task A is finished

Start to start: Task B can only be started after task A has been started

Finish to finish: Task B cannot be finished before task A is finished

Start to finish: Task B cannot be finished before task A is started The most common dependency is of the type finish to start.

66
Q

Enumerate the steps and procedures for making a planning.

A

A. Decide on a starting date or a finishing date for your project (or both).

B) Make a list of the tasks that have to be carried out. The list should be as detailed as possible and the tasks organised in groups and phases.

C) Estimate the amount of time available for each task and the duration of each task.

D) Assign the right resources to each task: workers with the right capacities or the required tools and materials.

E) Determine the dependencies: what activities can only be performed if others have been completed?

F) Insert your data into the computer program.

G) Print the required reviews.

67
Q

A task that has to be finished before another can be started is known as a ______.

A

Predecessor

68
Q

A task that is carried out after completion of another is called a _________.

A

Successor

69
Q

What are the steps/phases in planning a large project (Chapter 4)

A

1) Divide the project into a number of phases
2) Make a general plan for the whole of the project
3) Make a detailed plan for the following phase
4) Put the plans into action
5) Collect data relating to progress
6) Adjust the planning if necessary
7) Finish the phase

Project Management (1 decks)

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