Project Management Basics

Question 1

What is the definition of a project?

Answer 1

• A temporary organisation created for the purpose of delivering one or more business products according to an agreed Business Case

Question 2

What are the characteristics of a project?

Answer 2

• CHANGE (impr product, improve methods of work, avoid consequence like new leg)
• TEMPORARY
• CROSS-FUNCTIONAL (Different people with different skills & levels)
• UNIQUE (eg. New client, new product or processes)
• UNCERTAINTY/RISK

Question 3

What are the differences between a Project and Business as Usual (BAU)

Answer 3

Project: Temporary, a new team is created, an element of difficulty & uncertainty. Prince2 & Prince2 Agile is is for projects only

BAU: Ongoing, Stable team, Routine & a degree of certainty

Question 4

What are the 5 Bruce Tuckman team roles?

Answer 4

• Forming
• Storming
• Norming
• Performing
• Adjourning

Question 5

What is the definition of Project Management?

Answer 5

“The process of planning and executing a piece of work from inception to completion to achieve safe achievement of objectives on time, within cost limitations and to the specified standards of quality”

Question 6

Outline the reasons why projects fail?

Answer 6

• Lack of co-ordination of resources & activities
• “ of communication (especially with customer)
• Poor time & cost estimations
• Insufficient measurables (eg. progress checks)
• Inadequate planning of resources
• Lack of control over progress
• “ quality control
• Loss of momentum (eg. communication delays)

Question 7

List the six project Tolerances?

Answer 7

• Time
• Cost
• Quality
• Scope
• Benefits
• Risk

Question 8

What are the two levels of project management?

Answer 8

• Project Level ( Project Board)

• Stage Level (Project Manager)

Question 9

Describe the responsibilities of the Project Board and Project Manager.

Answer 9

Project Board: Managing some/all of the Project level tolerances (time, cost, quality, scope, benefits and risk) and is accountable for the Project

Project Manager: Managing the project at stage level, one stage at a time and reporting to the board at the end of each stage.

Question 10

How is the required work within a stage created?

Answer 10

• Via work packages managed by team leader/s
• Before stage, a discussion between Team manager and Project Manager to formulate a stage plan beforehand.

Question 11

Summarise how a project is controlled within Project Management.

Answer 11

• Project Board - Ensures Project is within Project level tolerances

• Project Manager - Submits stage plan to board & ensures compliance to objects

• Team Manager - Make sure each work package is completed with work package tolerance

Question 12

Outline the different people/groups within a project

Answer 12

• Delivery Team SMEs (Do the work)
• Project Manager (Manage the work)
• Project Support ( Help the PM)
• Project Board (Governance/oversight)
• Project Assurance (Check expectations are being met for PB)

Question 13

What makes up the Project Board?

Answer 13

• Senior Executive
• Senior Supplier
• Senior User

(Project Assurance checks expectations are being met by audits)

Question 14

Summarise the Project Methodology/life cycle of projects

Answer 14

• Places activities in order so that the right thing is done at the right time
• Prince2 projects must have a start, middle & an end

Question 15

What is the Project Product Description?

Answer 15

• AKA PPD
• Description of the product to be handed over at the end

Question 16

Outline the needs of a project

Answer 16

• To know what the project should deliver (Project Product Description)
• Project Approach (how product will be obtained)
• Plans (required resources and when)
• Justification (Business Case & Benefit Management approach)
• Change control framework (change request)
• Risk Management System (handle uncertainty)
• Quality Management Framework (make sure fit for purpose)
• Plans

Question 17

List 3 delivery approaches

Answer 17

• Prince 2
• Waterfall/ Big Design Upfront
• Agile

Question 18

What does Prince2 stand for?

Answer 18

Project in a controlled environment

Question 19

What is a big con with the Waterfall Approach?

Answer 19

The actual starting of the build phase of the project happens so late in the project. The end product may now not be suitable.

Question 20

What alternative approaches were created to Waterfall?

Answer 20

• Prince2
• Agile

Question 21

Provide an overview of Agile

Answer 21

• Addresses new demands on software delivery
• Interpreted in a variety of ways
• Several frameworks are referred to as ‘agile ways of working’
• Characterised by familiar behaviours, concepts & techniques
• The manifesto created to provide a more flexible alternative to waterfall

Question 22

What can agile be used for?

Answer 22

• Business ad usual
• Running a project

Question 23

List the agile methodology characteristics

Answer 23

• Incremental
• Iterative (Fail Fast Learn Quickly)
• Heavy Customer Involvement
• Requirements change as customers gain a clearer picture of the needed solution

Question 24

State the Agile Manifesto

Answer 24

• Individuals/interactions over processes/tools
• Working software over comprehensive documentation
• Customer collaboration over contract negotiation
• Responding to change over following a plan

Question 25

How can agile improve the Prince2 process?

Answer 25

• By itself P2 does not describe how the delivery team works in any detail
• The agile ways of working fits well into the Prince 2 delivery stages

Question 26

What is overall structure of Prince2?

Answer 26

• 7 Principles
• 7 Processes
• 7 Themes