Project Management Questions Flashcards
Project Manager roles
- motivate development team
- negotiate with stakeholders
- resolve conflicts
- ensure that project progresses within budget and time constraints
List System development approaches
- Traditional
- Prototyping
- Outsourcing
- Customisation
- Participant Development
- Agile methods
- Iterative approach
Traditional approach (define)
structured approach using UPDIT, each stage must be done before next stage
Traditional approach advantages
- clear idea of project size, cost and timeline
- client knows exact expectations
- meticulous record keeping
Traditional approach disadvantages
- difficult to go back to previous stages
- product is only tested at the end
- no evolving needs
Prototyping (define)
builds on requirements prototype, creating a basic non-functional version of the system
Prototyping advantages
- ongoing feedback is provided
- modifications are made more easily
- smaller budget
Prototyping disadvantages
- can lengthen the scope of the project (users wanting more new features or more changes)
- if not prioritised properly, can be late or over budget
Outsourcing (define)
uses other specialists to develop their system, e.g. website developers
Outsourcing advantages
- cost effective
- access to better skills/ resources
Outsourcing disadvantages
- dependent on outside company
- data can be compromised (e.g. data leaking)
Customisation (define)
existing system is customised to suit the new system, e.g. alterations between software and hardware
Customisation advantages
more cost effective than starting from scratch
Customisation disadvantages
outdated method, it is difficult to actually use this method
Participant development (define)
people who use and operate the system develop the system
Participant development advantages
- financially suitable
- if suitable skills, development will be faster
Participant development disadvantages
need to have sufficient skills to develop the system
Agile methods (define)
focuses on TEAM developing the system rather than following structured development processes, used to build software rather than total info systems
Agile methods (advantages)
- allows for changes to be made
- testing occurs at the end of each sprint
Agile methods (disadvantages)
- initial project has no definitive plan
- final product can be different than what was originally intended
- less successful project manager = late and over budget
Understanding the problem (components)
- requirements prototype
- requirements report
- interviewing and surveying users
Planning (components)
- feasibility study (TOES)
- update requirements report
Designing (components)
- context diagram
- data flow diagram
- storyboards
- decision tree
- decision table
- data dictionaries
- ISC diagram (maybe)
Implementing (components)
- implementation plan
- operation manual
- participant training
- methods of conversion
Testing, Evaluating and Maintaining (components)
T
1. test data (live, volume, simulated)
2. acceptance testing
E
3. technical performance monitoring
4. financial performance monitoring
M
5. regular maintenance
Maintenance
- updating the system features
- maintaining hardware and software inventory
- perform backups of the systems data
- ensure stock of all required consumables
Feasibility
analyse the potential solution in terms of known constraints
Data flow diagrams
graphical method of representing the system using external entities, inputs and outputs
Agile project management
iterative approach incorporating customer feedback at each interval
Communication skills
- Active listening
- Conflict resolution
- Negotiation skills
- Team building
- Interview techniques
IT used in project management (communication)
- electronic mailing
- video conferencing software
Flexible working arrangements (define)
employees can choose different work schedules based on their personal or family needs
Flexible working arrangements (issues)
- employee isolation
- can lead to less productivity
Flexible working arrangements (advantages)
- increased job satisfaction
- less commuting costs
- attracting and retaining top talents
Ways to resolve conflicts (list)
- Compromise to reach a solution
- Appointing a mediator → neutral mediator
- Reminding the groups of the common goal
- Reinforcing team building techniques
Negotiation skills
- Knowing in advance about the person, product, service/and or organisation prior
- Approach other party directly for appointment
- Confident and assertive, maintain control during the negotiation process (use active voice)
Advantages of teams that function well
- increased productivity
- enhanced job satisfaction
- development of a quality system
Consequences of groups that fail to function as a team
- financial loss
- employment loss
- missed opportunities
Ways to train participants (list)
- traditional group sessions
- peer training
- online training
- operation manuals
Advantages of teams with different skillsets
- allows for different perspectives, skills and approaches
- team members will have different understandings for parts of the project
Components of an implementation plan
- testing
- training
- conversion
- timelines
Advantages of using digital systems instead of paper-based systems
- improves the speed of publication of the content
- less physical storage needed to store information
- durability of the information when it is in a digital format
- data validation can be used to increase accuracy at collection
- can allow for interactivity using images and videos as well as allowing for notifications to be sent to users
Components of a requirements report
- needs of users
- data/information
- sub projects
- specifies inputs and outputs
- client feedback
- environment constraints and influences
Common risks that can be considered in feasibility studies
Scheduling feasibility –> if project fails to be completed within the deadline, the developers or business owners may need to may additional costs.
Economic feasibility –> cost may be involved in acquiring new technology if there are compatibility issues.
Technical feasibility –> current system may need to be updated or a new system may need to be developed when there are compatibility issues.
Operational feasibility –> developers may need to interfere with current system operations if users find the new system difficult to navigate and operate
How can hardware be used to secure data?
physical servers can be held in a secure location/room to reduce unauthorised access
passwords, smart cards and biometric readers can be installed
Why can it be better to conduct surveys online rather than physically?
- data validation can be used to ensure the correctness of data
- less storage space required (physical)
- searching, analysing and processing will be easier and quicker, so results from a survey can be available earlier
