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project management Flashcards

1
Q

characterstics of successful project managers (5)

A

communication and planning skills
motiviate development team
negotiate with stakeholders
resolve conflict
ensure project progresses within budget and time constraints

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2
Q

communication skills necessary to deal with others (5)

A

active listening
conflict resolution
negotiation skills
interview techniques
team building

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3
Q

active listening

A

strategy to improve listening skills

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4
Q

aim of active listening (2)

A

to better receive and understand speakers intended message
fors peaker to know listener has received and understood message

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5
Q

techniques of active listening (5)

A

mirroring
paraphrasing
summarising
clarifying questions
motivational responses

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6
Q

mirroring

A

repeating back key words

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7
Q

paraphrasing (2)

A

listener uses own words to explain what speaker just said
reflects both feelings and meaning

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8
Q

summarising (2)

A

refocuses and directs speaker to important topics
reachagreement so conversation can end

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9
Q

clarifying questions

A

asking questions/making statements that encourage speaker to provide more detail

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10
Q

motivational responses

A

encourage speaer and indicate interest in what they are saying

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11
Q

conflict resolution (2)

A

conflict is not always bad unless personal or unresolved
alternative decisions being rejected cause conflict

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12
Q

common conflicts (4)

A

allocation of limited resources to development tasks
different goals of team members
scheduling of tasks
personal differences

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13
Q

allocation of limited resoruces to development tasks

A

as time/money is added to one are itis reduced in another

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14
Q

different goals of team members

A

e.g. graphic designer expectations vs software developers

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15
Q

scheduling of tasks (2)

A

must be completed in sequence
one taks behind delays other people’s work

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16
Q

personal differences

A

culture, age, religion, experience etc

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17
Q

strategies to resolve conflict (4)

A

attack problem not person
brainstorming
mediation
group problem solving

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18
Q

group problem solving

A

all involved on equal footing and are encouraged to contribute equally

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19
Q

negotiation skills (2)

A

we negotiate to reach a compromise that suits both parties
commences with both parties arguing for more than they expect

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20
Q

techniques of negotiation skills (6)

A

know in advace all you can about person, product, service, organisation prior to negotiation
consider range of acceptable arrangements in advance
approach other party directly to make appointment in advance
lower expectations rather than raise them
prior research and planning will increase confidence/assertiveness
establish trust/credibility prior to negotiations

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21
Q

interviews are used to (3)

A

identify rpoblems with existing system
get feedback during development
recruit and assess staff performance

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22
Q

interview techniques (2)

A

planning and preperation is crucial
when scheduling interviewee should be made aware of purpose of interview and be given time to prepare

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23
Q

positive interviewer attributes (7)

A

well-prepared questions
attention and careful listening
personal warmth and engaging manner
ability to sell ideas and communicate enthusiasm
putting interviewee at ease
politeness and generosity
focus on topics needing to be covered

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24
Q

negative interviewer attributes (6)

A

lack of preperation
not allowing enough time for interview
talking too much
losing focud
letting interviewee direct conversation
biased towards people with similar ideas/styles to their own

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25
Q

team

A

2 or more people with complementary skills, behaviours and personalities who are commited to achieve a common goal

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26
Q

advantages of groups that can function as a team (3)

A

increased productivity
enhanced job satisfaction
development of quality system

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27
Q

consequences for groups that fail to function as a team (3)

A

financial loss
employment loss
missed oppurtunities

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28
Q

traditional system development approach (6)

A

waterfall model
understanding the problem
planning
designing
implementing
testing, evaluating and maintaining

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29
Q

project management tools (5)

A

gantt charts
scheduling of tasks
journals and diaries
funding management plan
communication mamagement plan

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30
Q

gantt charts

A

tool for planning and monitoring the progress of development tasks
horizontal bar charts which graphically schedule and track individual tasks

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31
Q

social and ethical issues (2)

A

system designers must ensure that their systems comply with ethics and morals
participants must use it in an ethical way

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32
Q

parts of social and ethical issues (7)

A

privacy of the individual
security of data and information
accuracy of data and information
changing nature of work
appropriate information use
health and safety
copyright laws

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33
Q

understanding the problem (2)

A

determine purpose and requirements of new system
what needs to be achieved to make system a asuccess

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34
Q

what does understanding the problem need (4)

A

understand existing system
identify needs of:
users
participants
management

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35
Q

system analyst (4)

A

person who analyses system
determines requirements
designs new systems
problem solvers with strong analytical and communication skills

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36
Q

individual system

A

simple processes

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37
Q

larger systems

A

group of developers
more structured activities

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38
Q

approaches to identify problmes with existing systems

A

interviewing/surveying users
performing task analysis activities
(determine how it works, what it does, who uses it)

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39
Q

requirements report

A

information gathers is fromulated int o a list of needs/requirments

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40
Q

requirements (2)

A

features, properties or behaviours a system must have to achieve purpsose
each requirement must be verifiable

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41
Q

requirements prototype (3)

A

a working model of an information system, built in order to understand the requirements of the system
repetitive process fo prototype modification and partcicipant’s feedback until problem is understood
can be basis for further system development

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42
Q

when is the requirement prototype used

A

when the problem is not easily understood

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43
Q

planning

A

to dertmine possible solutions and make decision on which if any should be implemented

44
Q

solutuon proposals must include (4)

A

details of required participants
data/information
info technology
info processes

45
Q

project management aims to

A

ensure system development lifecycle results in a system that achieved purpose on time and within budget

46
Q

areas taken into account in planning (3)

A

scheduling
funding
communication

47
Q

feasibility study

A

conducted to assist with selecting what option to develop

48
Q

feasible

A

capable of being achieved using the available resoruces and meeting the identified requirements

49
Q

economic feasibility (3)

A

Will the new system be cost effective?
How long will it take for the cost of the new system to be recovered as a result of increased profits?
Could money invested be more effectively used elsewhere?

50
Q

technical feasibility (3)

A

Is info tech available?
Will info tech work with existing tech?
Do participants possess required technical skills?

51
Q

operational feasibility (4)

A

Will the system work in practice?
Are management and employees in favour of the new system?
Will ongoing support and training be available in the future?
Will the system operate well with existing systems?

52
Q

scheduling feasibility (4)

A

Can the solution be completed on time?
What are the consequences if it is not completed on time?
Are strict deadlines required and if so how will they be enforced?
What training is needed, how long will it take and how will existing duties be performed whilst training occurs?

53
Q

choosing the appropriate development approaches (6)

A

traditional
outsourcing
prototyping
customisation
participant development
agile methods

54
Q

outsourcing (3)

A

using another company to develop parts of the system
may be more cost effective
may be used when highly specialised skills are required than may not be available “in house”

55
Q

requirement prototype

A

working model of an informaiton system

56
Q

why is a requirement prototype built

A

built in order to understand requirements of system

57
Q

prototyping approach

A

extends use of requirements prototype so it evolves to a point where then actually become the final solution

58
Q

prototyping loop

A

each iteration through loop produces a more enhanced prototype that meets mor eof the system’s requirements

59
Q

customisation

A

existing system is customised to suit the specific needs and requirements of the new system
may involve alterations to system settings withing the hardware and software or it may involve inderlying customisation of the actual hardware or software itself
more cost effective than developing form scratch

60
Q

participant development

A

same people who will use and operate system develop system

61
Q

disadvantage of participant development

A

need for professional skills and technical knowledge

62
Q

advantages of participant development

A

small business and home users who would not be able to afford professional solution

63
Q

agile metods

A

methods place mphasis on team devleoping system rather than following predefined structure development processes

64
Q

what are agile methods generally used for

A

developing software rather than total information systems

65
Q

requirements reports should (6)

A

detail time frame
detail subprojects and time frame for them
identify participants
identify relevant informaiton technology
identify data/information
identity needs of users

66
Q

system requirements requirements report should detain (5)

A

physical
performance
security
data-information
system operation requirements

67
Q

designing

A

actual solution is designed and built
describing infor processes and specifying system resources to perform processes
hardware and software is chosen and built

68
Q

system models (2)

A

context diagrams
dataflow diagrams

69
Q

when are context diagrams used

A

when understand the problem to define the data entering and leaving the existing system

70
Q

tools used in designing (5)

A

context diagrams
data flow diagrams
decision trees
decision table
data dictionaries

71
Q

data modelling

A

process of identifying entities, relationship between entities and attributes of entities

72
Q

what is data modelling used for

A

to develop schema for database

73
Q

tools used in data modelling (3)

A

data dictionaries
schematic diagrams
normalisation

74
Q

if a database is well designed they can (3)

A

avoid problems (data redundancy, lack of data security)
address data integrity
address data validity

75
Q

data redundancy

A

undesirable duplication of data within database

76
Q

lack of data security

A

data cna me manipulate, destroyed or stolen

77
Q

data integriy

A

reliability of data so it is accurate an current

78
Q

data validity

A

correctness of data entered to tensure that it is of the correct data type and its value is sensisble

79
Q

data dictionaries

A

comrehensive description of each field (attribue) in database

80
Q

data dictionary categories (6)

A

field name
data type
data format
field size
field description
example

81
Q

data dictionaries (field name)

A

name of field

82
Q

data dictionaries (field size) (3)

A

also known as width
number of characters allowed in each field
should be limited to smallest numebr fo characters as smaller fields izes let database work faster

83
Q

data dictionaries (data type) (3)

A

also known as field type
kind of data that can be stored in a field
each field stores single data type

84
Q

examples of data types

A

text
memo
number
currency
yes/no
data/time etc.

85
Q

logical fields

A

contain logic values (true or false)

86
Q

data dictionaries (field description)

A

specifies contents of field

87
Q

what does a data dictionary consist of

A

metadata

88
Q

metadata

A

information about data

89
Q

advantage of data dictionaries (2)

A

provides common ground for people working on project at same time (checking whether a particular attribute already exists)
reduces data redundancy

90
Q

calculating size of database

A

sum of field sizes in bytes x number of records

91
Q

numeric data types (3)

A

integer
real number
currency

92
Q

integer

A

whole number
length depends on bytes allocated to them

93
Q

real numbers

A

also called floating-point and fixed-point datat typed
represent decimal places

94
Q

currency

A

if number is to be used for money value
importan when available to choose currency option as it follows special rules for two decimal placed used in monetary calculations

95
Q

test data (testing, evaluating matinaing)

A

volem data
simulated data
live data

96
Q

testing, evaluating, maintaining (4)

A

aspects of stange continue throughout life of system
acceptance testing
ongoing evaluation
maintaining system

97
Q

acceptance testing

A

ensures system meets requirement

98
Q

ongoing evaluation (2)

A

monitor performance
review effect on users and participants

99
Q

maintaing system

A

ensure it continues to meet requirements

100
Q

implementing

A

new system is installed and commences operation

101
Q

what is involved with implementing (6)

A

Installing network cabling and outside communication lines
Purchasing and installing new hardware and software
Configuring the new hardware
Installing, customising and configuring the software
Converting data from the old system to the new
Training the users and participants

102
Q

methods of conversion (4)

A

direct
parallel
phased
pilot

103
Q

direct conversion

A

company stops using old system and start using new one at a specific point in time

104
Q

parallel conversion

A

when the process is run on the old and new system for a period of time

105
Q

phased conversion

A

intrdouction of new system in stages, gradually replacing parts of old system until completely replaced

106
Q

pilot conversion

A

company uses system in test environment for a period fo time to work out bugs

107
Q

an implementation plan details

A

participant training
method for conversion
how system will be tested
conversion of data for new system

ipt (5 decks)

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