Project Management

Question 1

What is project scope?

Answer 1

defines the boundaries of the project and specifically states what is included and what is excluded

Question 2

Defining the project scope is important because it helps the project team concentrate its __________, ______________ and ________ on appropriate tasks that will address the effort.

Answer 2

time, effort, resources

Question 3

What is a pareto chart?

Answer 3

a bar graph that arranges data in descending order and highlights the significance of situations

Question 4

The pareto chart is based on the pareto principle which suggests…

Answer 4

approx. 80% of effects result from 20% of causes

Question 5

What tools can be used to define project scope?

Answer 5

FMEA, Pain Points, and Tree Diagram

Question 6

How do you use pain points to define scope?

Answer 6

1) brainstorm pain points on separate pieces of paper
2) sort pain points by likely root causes by using an affinity diagram or adding to areas on a process map

Question 7

How do you use a tree diagram to define scope?

Answer 7

1) start with key metric indicating there is a problem
2) break the problem into smaller parts using supporting metrics until you identify a small part that being fixed could help improve the larger problem

Question 8

What are project metrics?

Answer 8

measurements, qualitative or quantitative, that track the project’s or process’s performance

Question 9

What are the two main categories of metrics?

Answer 9

primary
consequential

Question 10

What are primary metrics?

Answer 10

process metrics –> specific measures that are almost always direct outputs of processes (ex. quality, cycle time, cost)

Question 11

What are consequential metrics?

Answer 11

used to measure negative results of a process improvement project

can be either business or process metrics

derived from primary metrics

Question 12

What is the risk of improving the wrong consequential metrics?

Answer 12

negatively impacting the primary metric

Question 13

We must try and understand the _____________ between the primary and consequential metrics so that we can sub-_______ the consequential metrics that allow the primary metrics success.

Answer 13

relationship

optimize

Question 14

What is the purpose of project documentation?

Answer 14

measure and ensure success of any project

Question 15

What are the main inputs to project documentation? (4)

Answer 15

1) project deliverables, goals, and objectives
2) required performance level or quality criteria
3) required timeline and budget constraints
4) individuals and equipment allocated for project

Question 16

What are some examples of documentation files?

Answer 16

spreadsheets
status reports
storyboards
phased reviews
management reviews

Question 17

What is a gantt chart?

Answer 17

a visual illustration of a project schedule that contains start and end dates for tasks, activities, and accounts for dependencies among them

Question 18

What are the elements a gantt chart might include?

Answer 18

deliverables
timeline
dateline
deliverable bars
progress bars
milestones
dependencies
resources assigned

Question 19

What is an affinity diagram?

Answer 19

a diagram for sorting a large number of brainstorming ideas into common, natural groups, and affinities based on relationships

Question 20

What is an affinity diagram used for?

Answer 20

• when facts or thoughts are chaotic
• when issues seem too large or complex
• when a breakthrough is needed
• when the goal is to build support for a solution

Question 21

What is an interrelationship digraph?

Answer 21

a tool used to display cause and effect relationships and evaluate standard links between different parts of a complex situation

Question 22

How is an interrelationship digraph different from an affinity diagram?

Answer 22

it includes arrows demonstrating how ideas influence or affect other ideas

Question 23

When is an interrelationship digraph used?

Answer 23

to facilitate the conceptualization and development of process improvement ideas

Question 24

What is a tree diagram?

Answer 24

a tool for the planning phase to identify specific activities that, when they occur, contribute to causing the issue

Question 25

What are some ways to use a tree diagram? (8)

Answer 25

• break an issue into components
• identify factors contributing to an issue
• clarify the problem
• model decisions and possible outcomes
• trace the sources of defects
• transform abstract requirements into concrete events and variables
• discover factors that can be used to measure performance
• identify possible data for a data collection plan

Question 26

What are the steps to creating a tree diagram? (6 steps)

Answer 26

1) Develop a statement of the goal, project, plan, or problem being studied
2) ask a question leading to the next level of detail (if a goal, what are the needs or tasks to complete the goal?, if a problem, what are the causes or reasons for the problem?)
3) Brainstorm all possible answers w/ causal linkage
4) check to see if all items are necessary
5) ensure final list contains everything needed
6) listing of activities generated

Question 27

What is a matrix diagram?

Answer 27

a method of showing the relationship between two or more groups of information, including the strength of the relationships and other information

Question 28

What are the types of matrix diagrams? (6)

Answer 28

L shaped - two related groups
T shaped - two unrelated groups related to third group
Y shaped - three related groups
C shaped - three related groups in three dimensions
roof shaped - relates one group back to itself (often used in conjunction with L shaped)
X shaped - relates four groups, each related to two others

Question 29

What is a matrix diagram used for?

Answer 29

to promote understanding and communicate how one group of items relates to another group

shows logical connecting points between performance criteria and implementing actions, and required actions and personnel responsible

Question 30

How to create a matrix diagram? (9 steps)

Answer 30

1) define purpose
2) identify which set of elements need to be included
3) select matrix format
4) choose and define the relationship symbols
5) pick one factor in one group and compare it with another
6) identify the relationship and put appropriate symbol
7) continue comparing the same factor with other factors
8) repeat until all factors have been compared
9) analyze by looking for factors w/ strong relationships

Question 31

What is a prioritization matrix?

Answer 31

an L shaped matrix that helps you analyze and evaluate a list of solution possibilities against a defined set of selection criteria by using values and scores

Question 32

What is a prioritization matrix used for?

Answer 32

• study the strength of relationships between two or more product, process, or market characteristics
• reach decisions in a disciplined, objective way
• decide among options of any kind
• help a group reach consensus
• make a complex decision

Question 33

What are the steps to making a prioritization matrix?

Answer 33

1) generate criteria for decision
2) determine weight of criteria
3) create L shaped matrix w/ choices by rows
4) label the matrix column headings w/ criteria and relative weights
5) rank the options according to criterion
6) multiply each ranking by criterion weight
7) for each option, total up the score

Question 34

What is a process decision program chart (PDPC)?

Answer 34

maps out possible events and describes contingency plans for those events

Question 35

What are the six steps to making a PDPC?

Answer 35

1) determine activity flow
2) construct a tree diagram w/ objective on first level and activities on second level in a time sequence
3) brainstorm what could go wrong on third level for each task
4) brainstorm possible countermeasures and add as clouds or jagged lines under problems
5) discuss each countermeasure to decide its practicality
6) mark impractical countermeasures with an X and practical countermeasures with an O

Question 36

When to use PDPC?

Answer 36

• project is complex
• project must be completed on time
• cost of failure is high

Question 37

What is an activity network diagram?

Answer 37

a simplified method off planning and scheduling designed to show the optimum schedule or critical path for fulfilling a plan and tracking its progress

Question 38

What does an activity network diagram show?

Answer 38

• required order of tasks
• best schedule
• potential scheduling/resource problems

Question 39

How to create an activity network diagram? (8 steps)

Answer 39

1) assemble people w/ firsthand knowledge of subtasks
2) brainstorm or document all the tasks needed on post-it notes
3) place first set of tasks on far left
4) ask –> “can any tasks be done simultaneously with task #1”?
5) place simultaneous tasks in a column
6) what is the next task that must be done? repeat #5
7) repeat until all tasks are sequenced
8) draw connecting arrows and agree on a realistic timeframe

Question 40

What is a project storyboard?

Answer 40

drawings or illustrations that show complex processes or events

Question 41

What is in a status report?

Answer 41

• where project is in relation to the plan
• risks or issues affecting the time, scope, or cost of the project
• action plans to address the risks of the issues
• requests for management assistance or intervention