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PMP > Project Mgmt Processes + Role of the PM > Flashcards

Project Mgmt Processes + Role of the PM Flashcards

1
Q

What are the 5 process groups

A 
Initiating
Planning
Executing
Monitoring and Controlling
Closing
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2
Q

Describe a Project Life Cycle with 4 phases - in this case installing a new phone system

A
  1. Deciding which phone system to install
  2. Installing the phone system
  3. Testing the Phone System
  4. Training New Users

All 49 Processes will be used for all 4 phases.

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3
Q

Can product phases overlap?

A

Yes, the initiating and planning process groups can be started while the monitoring and controlling process group of the previous phase is still going on.

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4
Q

Initiating - what is the point, and what are the outputs?

A

Authorizing the start of either the phase or the project.

Project Charter and Stakeholder Register are the outputs.

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5
Q

What are the key things that happen in initiation of a project? (7)

A

1 Authorize the project to start
2 Develop the project charter
3 Assign and set authority for PM
4 Determine why the project is needed
5 Identify high level estimates for time and costs
6 Determine high level risks that can affect the schedule or budget
7 identify high level constraints and assumptions

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6
Q

What are the key things that happen in the planning process group? (8)

A

1 Create the PM Plan and all of it’s subsidiary plans
2 Identify the efforts and objectives needed to create deliverables
3 Create three baselines of scope, time and cost
4 Collect requirements from Stakeholders
5 Identify risk and create the best response to it
6 Determine what needs to be procured
7 Plan to meet quality requirements
8 Obtain plan approval from designated stakeholders.

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7
Q

How many processes in planning?

A

24

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8
Q

What are the key things that happen in the executing process group? (9)

A

1 Satisfy Project Specifications
2 Implement change requests
3 Select and acquire the project team
4 Manage and resolve conflicts among stakeholders
5 Conduct quality assurance
6 Communicate project status with stakeholders
7 Select Vendors/award Contracts
8 Implement responses to identified risks
9 Capture and document lessons learned

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9
Q

Which process group usually takes the longest?

A

Executing

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10
Q

How many processes in the executing group?

A

10

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11
Q

what do change requests include?

A

corrective and preventative actions, and defect repairs

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12
Q

What are the key things that happen in the Monitoring and controlling group? (8)

A

1 Ensure project work is on track with scope, time, and budget
2 Check to make sure quality requirements are met
3 Control Risk to ensure it doesn’t derail project
4 Ensure Vendors are fulfilling their contracts
5 Ensure stakeholders are being engaged
6 Correct any deviations to the stated plan
7 Get deliverables formally accepted
8 Make sure change requests are approved/denied

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13
Q

How many processes in the monitoring and controlling group?

A

12

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14
Q

What 2 process groups happen siumultaneously?

A

Executing and monitoring and controlling

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15
Q

What are the key things that happen in the Closing Group? (5)

A

1 Contract closures
2 Archive Project Records + update knowledge bases
3 Document reasons a project is terminated before completion
4 Transition Deliverables to customers/sponsors
5 Create a final report on project outcome

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16
Q

What are common inputs to processes? (4)

A
  1. Enterprise environmental factors
  2. Organization process Assets
  3. Project Documents
  4. PM Plan
17
Q

What are common Tools and Techniques? ( 8 )

A 
1 Expert Judgement
2 Data Gathering
3 Data Analysis
4 Decision Making
5 Data Representation
6 Interpersonal and Team Skills
7 Meeting 
8 PMIS (Info System)
18
Q

What are common outputs?

A 
1 Change Request
2 Work Performance Data
3 Work Performance Information
4 Work Performance Reports
5 Updates
19
Q

What do Environmental Enterprise Factors include?

A
  • Organizational culture/structure/governance
  • Gov’t industry standards, regulation/quality
  • Infrastructure (equipment/facilities)
  • Personnel and managing them
  • Stakeholder Risk Tolerance
  • Company Work Authorization Systems
  • Information + Tech software
20
Q

What is included in Organization Process Assets?

A
  • Divided into processes, procedures, and knowledge
  • Previous Project Plans
  • Templates
  • Historical Info
  • Lessons Learned
  • Knowledge Bases
  • Software tools
  • Procedures/policies
  • PM Databases
  • Project Files from previous projects
21
Q

How many different types of project documents are there? When do we use them?

A

33 - up to the PM’s discretion

22
Q

What are project documents?

A

Additional Documents that are created and used throughout the 49 processes that are not part of the PM Plan

23
Q

What is the PM Plan?

A

the single most important in the entire project.

defines how the plan is executed, monitored/controlled and closed

Made up of 18 components

24
Q

What is expert judgement?

A

Basically hiring an expert to help you plan a process or conduct a process

25
Q

What are some ways to gather data?

A 
1 Brainstorming
2 Interviews
3 Focus Groups
4 Checklists
5 Questionnaires and surveys
26
Q

What are 4 common ways to Analyze Data?

A

Alternative analysis - looking at different options or ways to accomplish something

Root Cause Analysis (RCA) - identify main reasons for a particular event, such as defects

Variance Analysis - find exact differences between 2 things.

Trend Analysis - involves looking at data over time to find trends.

27
Q

what are some common ways to make decisions?

A

Vote
Multicriteria decision analysis - list difference criteria, and then evaluate based on them
Autocratic

28
Q

What are some interpersonal and team skills?

A

Active Listening
Conflict Management
Facilitation (managing a group(s))
Meeting Management

29
Q

What is the PMIS?

A

PM Information System
automated system that is used to help the PM optimize the schedule, keep track of doc’s and deliverables
includes work authorization system and configuration mgmt system

30
Q

What is work performance data?

A

Raw data about the project, nothing that tells us anything by itself

31
Q

What is work performance information?

A

info about the work that was performed compared to the plan.

Status of deliverables

analyzed raw data

32
Q

what is the work performance report?

A

overall status report of the actual project. All work performance info put into one document

Comes from the total of all monitoring and controlling processes.

PMP (8 decks)

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