Project Foundations Flashcards
What are a projects common attributes?
They are temporary -> time-bound (they have a beginning and an end, a lifetime)
They are unique -> uncertainty (they are different from each other)
They focus on goals -> result-oriented (concentrate/focus on setting goals)
They require teamwork -> group dynamics
They involve change -> unprecedented effects
What is the definition of a project?
A project is a temporary endeavour undertaken to create a unique product, service or result (PMI: PMBOK)
What is the Project Management Model?
Project model is part of the project methodology and consists of
three parts:
* Organizational roles: describes the responsibility and authority
for each role within the entire project life cycle.
* Project lifecycle: The series of phases and gates that a project
passes through from its start to its completion.
* Governing documents: template of documents required to
initiate, plan and follow up on a project.
What steps are there in the Project life cycle?
Pre-study: Analyze pre-requisites and specify assignments (define it).
Planning: Produce plans for execution (design it).
Execution: Carry out project activities and implement results (deliver it).
Closure: Close the project, assess the outcomes and lessons learned (develop it).
What is Project typology?
Defining the different characteristics, types, and sizes of projects and their effect on the skills needed to manage them effectively
What is The purpose of the organization?
A human innovation is to solve social and economical problems that cannot be solved individually
Has a legal and social identity
Formalize and regulate relationships to bring order to the working environment
Coordinate to achieve collective goals
Create efficiency in governing and utilizing resources
What does the organizational structure chart show?
The organizational structure chart shows how the organization is meant to work and how labor, responsibility and authority are distributed.
What is a Vertical organizational structure?
Vertical organizational structure is a pyramid-like top-down management structure. These organizations have clearly defined roles with the highest level of leadership at the top, followed by middle management then regular employees. Decision making often works from top to bottom, but work approval will work from bottom to top.
What is a Horizontal organizational structure?
Horizontal organizational structure is a flat management structure. Organizations with these structures often have few managers with many employees, and they allow employees to make decisions without needing manager approval.
Types of organizational
structures
- Functional hierarchical
- Project-based
- Matrix
- Network-based
- Flow-based
What is Functional hierarchical?
- Unity of command (one boss): employees report to only one boss
*Specialization
*Top-down collaboration
*Inflexible to changes
*Slow in cross-functional communication and decision making – Eg. Manufacturing companies
What is Project-based organisations?
*Unity of command
* Highly focused
* Fast decision making
* Weak linkage to parent org. & lost
lessons learned
* Portfolio-level: a group of projects
and programs prioritized and
coordinated to achieve strategic goals.
* Program-level: coordination of
projects to achieve benefits
* Project-level: time-limited venture
performed by a temporary group.
* Eg.1. Construction companies
What is a Matrix organisation?
Employees report to more than one boss -> increased confusion
Collaboration is required between functional and project managers
Flexible to external changers
Faster decision-making across functions
Shared resources -> sources of conflict (resource allocation syndrome)
Of weak (the project is not so important for the organisation), balanced, or strong type
Eg. Consulting companies
A structure in which there is more than one line of reporting managers
Project as a temporary
organization
- Assign resources from functions/lines
(of parent organization) to work
temporarily on an assignment (project
organization). - The project allows team members to
temporarily focus on a specific goal or
achieving results that are different
from every-day routines. - Project organization is dissolved after
completion.
What are the Permanent and temporary organisation relations?
Weak, balanced and strong matrix
What defines a Weak matrix?
Projects are done within functional departments but they may take resources from other departments. Functions have more power in relation to project organisation.
What defines the Balanced matrix?
Projects are cross-functional taking resources from various departments. Parent and project organisations have equal powers.
What defines a Strong matrix?
Dedicated team. Project organisation has more power than parent organisation. Co-located/tiger teams.
Roles in relation to project organization - Governing & monitoring role/ senior mgmt/strategic level
Project owner
Project sponsor (optional)
Project steering committee (optional)
Roles in relation to project organization - Supporting role
Project management office (optional)
Reference group (optional)
Roles in relation to project organization - Organizing & managing role/middle mgmt or level
Project manager
Project mgmt team or team heads (optional)
Roles in relation to project organization - Executing role/resource level
Project group (or team members)
Project key roles & responsibilities - The project owner
In charge of business impact and benefit realization
Appoints a project manager
Allocated budget and strategic resources (if no project sponsor)
Approve key deliverables
Chairs the steering committees
Project key roles & responsibilities - Project manager
Plan and organize the project
Apply project management tools
Deliver project products
Ensure project goals are achieved (time, cost, quality)
Solve problems along the project
Control the project vs. baseline
Project key roles & responsibilities - Steering committee
Ensure alignmnet between project and parent organization
Monitor and review project at high level
Handling project major changes
Approve the goals and plans
Project key roles & responsibilities - Project group/team
Perform project activities according to the baseline plan
Report status on assigned tasks regularly
Engage in planning
Comply with project guidelines
What is a Project charter?
Project charter – a project founding document on the assignment and its specifications.
What is a business case?
Business case – a basis for investment and the returned value over time.
a basis for investment and the returned value over time. Projects should be business-oriented and a profitable investment. Justifies the project.
What is a project plan?
Project Plan – schedules, resource allocation, etc. on how to execute the project.
What is a request for proposal?
Request for proposal – a basis for procurement. - It is important to thoroughly understand what is requested, when the proposal should be submitted and how it is evaluated.
What is a project status review?
Project status review – a basis for continual follow-up.
What is a decision log?
Decision log – decision points/milestones.
What is a Final report?
An assessment of the project goals and lessons learned.
What does The iron triangle in project management illustrate?
All projects are constrained by 3 elements, time, cost, and quality.
The circle in the middle is the project
Sometimes the circle is closer to one of the elements depending on the product’s focus. Ex Some are more cost-focused
Time - deadlines, due dates, constraints, etc.
Quality - scope, deliverable specifications, conformance and performance criteria etc.
Cost - human resources, material, equipment, budget, loans, investments, etc.
