Project Mgmt Processes + Role of the PM Flashcards
What are the 5 process groups
Initiating Planning Executing Monitoring and Controlling Closing
Describe a Project Life Cycle with 4 phases - in this case installing a new phone system
- Deciding which phone system to install
- Installing the phone system
- Testing the Phone System
- Training New Users
All 49 Processes will be used for all 4 phases.
Can product phases overlap?
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.
Initiating - what is the point, and what are the outputs?
Authorizing the start of either the phase or the project.
Project Charter and Stakeholder Register are the outputs.
What are the key things that happen in initiation of a project? (7)
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
What are the key things that happen in the planning process group? (8)
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.
How many processes in planning?
24
What are the key things that happen in the executing process group? (9)
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
Which process group usually takes the longest?
Executing
How many processes in the executing group?
10
what do change requests include?
corrective and preventative actions, and defect repairs
What are the key things that happen in the Monitoring and controlling group? (8)
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
How many processes in the monitoring and controlling group?
12
What 2 process groups happen siumultaneously?
Executing and monitoring and controlling
What are the key things that happen in the Closing Group? (5)
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
What are common inputs to processes? (4)
- Enterprise environmental factors
- Organization process Assets
- Project Documents
- PM Plan
What are common Tools and Techniques? ( 8 )
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)
What are common outputs?
1 Change Request 2 Work Performance Data 3 Work Performance Information 4 Work Performance Reports 5 Updates
What do Environmental Enterprise Factors include?
- 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
What is included in Organization Process Assets?
- 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
How many different types of project documents are there? When do we use them?
33 - up to the PM’s discretion
What are project documents?
Additional Documents that are created and used throughout the 49 processes that are not part of the PM Plan
What is the PM Plan?
the single most important in the entire project.
defines how the plan is executed, monitored/controlled and closed
Made up of 18 components
What is expert judgement?
Basically hiring an expert to help you plan a process or conduct a process
What are some ways to gather data?
1 Brainstorming 2 Interviews 3 Focus Groups 4 Checklists 5 Questionnaires and surveys
What are 4 common ways to Analyze Data?
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.
what are some common ways to make decisions?
Vote
Multicriteria decision analysis - list difference criteria, and then evaluate based on them
Autocratic
What are some interpersonal and team skills?
Active Listening
Conflict Management
Facilitation (managing a group(s))
Meeting Management
What is the PMIS?
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
What is work performance data?
Raw data about the project, nothing that tells us anything by itself
What is work performance information?
info about the work that was performed compared to the plan.
Status of deliverables
analyzed raw data
what is the work performance report?
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.
