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APM > Project, Programme and Portfolio Management > Flashcards

Project, Programme and Portfolio Management Flashcards

1
Q

Project Characterstics

A

Unique - haven’t done it before
Delivers change - into an organisation or environment
Temporary - nature
Uses people
With different skills - for a short period of times
Defined budget & Defined objectives- to deliver certain outputs on time to the required standard within the budget
Carries risk - isn’t something we do on a regular basis

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2
Q

The outputs delivered by the project leads to ______

A

benefits

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3
Q

Project Definition - 6

A

Scope , Cost, Time, Risk, Quality and Benefits

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4
Q

What do projects manage ?

A

Change - projects relate to unique endeavours which bring about a significant change in the business

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5
Q

What does BAU manage ?

A

A repetitive process - improving quality and focuses on continuous improvement

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6
Q

Is a project risk aware or risk averse?

A

Risk aware

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7
Q

Is BAU risk averse or risk aware ?

A

Risk averse - the BAU process is developed to eliminate risk wherever possible

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8
Q

A project manager is tasked with ?

A

Delivering a project within the constraints of time and cost

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9
Q

A project is delivered to ?

A

Specific standards

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10
Q

A BAU manager is focused on

A

Optimising time and reducing cost

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11
Q

Embedded PMO resides ?

A

Resides within in the project

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12
Q

Central PMO is located ?

A

Located separately from the project and provides support to several projects and programmes

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13
Q

Hub and Spoke PMO

A

Hybrid PMO - Some functions are held separately and some within the project

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14
Q

The three type of PMOs

A

Embedded
Central
Hub and spoke (hybrid)

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15
Q

Product owner is responsible for

A

Guiding the direction of the project & and ranking the work based on it’s business value

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16
Q

Product owner is found in ?

A

Agile projects and may also act as the project manager

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17
Q

In a agile environment a product owner is responsible for ?

A

Creating the product backlog

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18
Q

A product owner works with the _____ and the ______to ______

A

Works with the team and the customer to define the product direction

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19
Q

A product owner provides _____ & sets the direction for the next piece of ________

A

Feedback on the product and sets direction for the next piece of functionality to be developed

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20
Q

Project Management Office - 5

A

Project administration, a centre of excellence , standard & Guidelines , configuration management, and is the functional home of the PM

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21
Q

A project has a set budget and objectives to ?

A

To deliver certain outputs on time to the required set standard within the budget

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22
Q

Project governance / steering group is chaired by ?

A

The project sponsor

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23
Q

The project governance / steer group provides _____ and ensure the project is going in the the ________

A

a steer and ensure the project is going in the right strategic direction

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24
Q

The project governance / steer group is made up of

A

Key stakeholders in the project

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25
Q

Project governance / steering group - decide ?

A

Which is the best option for the business the PMs provide the option

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26
Q

The project governance / steering group along with the project sponsor

A

Resolve issues

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27
Q

The project manager reports to the

A

Steering group

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28
Q

The project manager is responsible for

A

Planning the project with the team , allocating work , reviewing progress , taking corrective action and reporting to the customer

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29
Q

The project team provides _____takes ______ and often

A

Specialist skills required to do the work, takes direction from the project manager and is often brought in from outside organisations

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30
Q

A project sponsor ____

A

Fund the projects

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31
Q

A project sponsor is concerned

A

With the expected benefits

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32
Q

A project sponsor owns

A

The projects business case

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33
Q

A project sponsor is usually concerned with _______ and ______ and works closely with the user_________

A

Business benefits and the value for money and work closely with the user representatives

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34
Q

The customer

A

Represents the person or group who wants the work completed

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35
Q

The customers primary concern is

A

What the product will do and how it will work

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36
Q

The customer is the

A

Person or group who will use the product

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37
Q

A programme is a

A

Collection of projects that link together

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38
Q

A programme is often associated with

A

Major changes over a long period of time

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39
Q

A programme is based on _____ and a key part of programme activity is to

A

A strategic vision
Ensure outputs of the project are used to create outcomes and benefits

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40
Q

Portfolio management is concerned with

A

Ensuring the organisation has the right mix of projects and programmes and that they contribute to the business strategy

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41
Q

Portfolio management ensures that the

A

Day to day business of the organisation continues whilst the programme and project are being delivered

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42
Q

A project produces _______ the business uses the ______ to create a new ________ which = _______BAU uses the ______ to create ______ and _____

A

Outputs
Outputs
A new way of operating
Outcomes
Outputs
Outcomes & benefits

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43
Q

Project are undertaken to bring about ____ and planned _____ which can be defined in terms of ______, ______ or _______

A

Change
Objectives
Outputs , outcomes or benefits

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44
Q

A project is deemed as an success if it achieves the ______ according to its _______ normally within an agreed ____ and _____

A

Objectives
Acceptance criteria
Timescale and budget

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45
Q

The term BAU refers to ?

A

An organisations normal day-day operations

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46
Q

BAU can also be referred to as

A

Steady state

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47
Q

PURPOSE : A project achieves _____ and ______. BAU sustains the organisation to achieve its ______ and ______

A

It’s objectives and terminates
Business purpose and goals

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48
Q

TIMESCALE: a project timescale is ______ and _______ in nature and has a pre defined ______ and ______. BAUs timescale is ______ with no defined ________

A

Limited and temporary in nature
Start and end point
Ongoing with no defined endpoint

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49
Q

OUTCOME: project outcome is a unique _____ or _____. BAUs is outcome is a non unique ____, _____ or ______

A

Product or service
Product , service or result

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50
Q

PEOPLE: projects use temporary ______ formed across __________to meet project
needs and may not be aligned with ______. BAUs teams are formed within _________and are aligned to suit functional ________

A

Teams
Organisational boundaries
Organisational structure
Organisational structure
Demands

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51
Q

MANAGEMENT: projects have a dedicated manager appointed for the __________and may not have a direct line of authority over the _______. BAU has a long term formal ______and has direct line of authority over __________

A

Duration of the project only
Project team
Management
Functional unit personnel

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52
Q

Typically a project objective is to deliver ?
Examples ———

A

Outputs
Software solution , a building , a process or a service

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53
Q

The project team transition ______ to an external or internal ________ to deliver
The desired ______ & __________

A

Outputs
Client
Outcome and benefits

54
Q

BAU uses the product of the project to ?

A

Realise benefits

55
Q

All projects trade the triple constraint of ______, _______ and ______ in achieving the defined ___ of the project within the defined ________

A

Time , quality and cost
Scope
Tolerance risk

56
Q

Project managers must understand the relative priorities of ____, ____ and ____ as an important part of the decision as to which ______ approach will best suit.

A

Time , cost and quality
Lifecycle

57
Q

Project , programme and portfolio management is concerned with managing ______ to achieve objectives.

A

Discrete packages of work

58
Q

Objectives may be expressed
In terms of-

A
  • Outputs (new HQ Building)
  • Outcomes ( staff being relocated from multiple locations to the new HQ)
  • Benefits ( reduced travel and facilities management costs)
  • strategic objectives ( doubling the company’s share price in three years)
59
Q

Work of a lesser scale and complexity leading to an output =

A

Project

60
Q

Work that combines projects with change management to deliver benefits =

A

Programme

61
Q

A collection of project and programmes designed to achieve strategic objectives

A

Portfolio

62
Q

Project leads to an

A

Output

63
Q

Programme combines projects
With change management to deliver

A

Benefits

64
Q

Portfolios are a combination projects and programmes designed to achieve

A

Strategic objectives

65
Q

Strategy implementation is delivered through the execution of strategic ________ and _______ and the realisation of their targeted ______

A

Projects and programmes
Benefits

66
Q

Programme are undertaken to achieve

A

Beneficial change

67
Q

The need for significant ______ will be consistent with an organisations ______ and programmes will help to deliver ______ of that ______

A

Improvement
Strategy
Elements of that stategy

68
Q

Portfolio management is mainly
focused on the ______ and ________ of _______ and ______ within the capacity to _______

A

Selection and prioritisation
Projects and programmes
Deliver

69
Q

Programme management then focuses on the ________ of ______ and _______ with particular emphasis on the achievement of _____

A

Coordination of projects and BAU
Beneficial change

70
Q

The project work is concerned with the ability to enact the organisation ________ by enabling ________ to be realised so that the intended ______ can be accrued.

A

Strategy
Benefits
Value

71
Q

Project could be part of a _____ or directly
Part of a _________

A

Programme
Portfolio

72
Q

Project could also be delivered as a single ______ by the host organisation because there is no ______ in them being part
of a ______ or ________ but they are still required to be delivered to _____ the organisations _______

A

Entities
Advantage
Portfolio or programme
Fulfil
Strategic objectives

73
Q

Programme management may be appropriate if the organisation wishes to achieve :

A

More effective management of resources
More effective delivery of change
Increased responsiveness to strategic initiatives
Increased focus on obtaining strategic benefits

74
Q

PROGRAMME : more effective delivery of change

A

Programme management allows for project interdependencies to be managed to greater affect allowing them to have the greatest change of delivering their benefits without adverse affect on BAU.

75
Q

PROGRAMME: more effective management of resources

A

Programme management ensures that resource conflicts within individual projects are managed at programme level
Ensuring that those projects that are priority get first call on resources to maximise benefits realisation within BAU through prioritisation and project integration .

76
Q

PROGRAMME : increased focus on obtaining strategic benefits

A

Programmes allows project to be directed into BAU in combined way that’s has the best chance of achieving any benefit synergies that may not be apparent if projects we delivered singly
Outside the programme and this is because they have an insight into the strategic goals and needs of the organisation

77
Q

PROGRAMME: increase responsiveness to strategic initiatives

A

Programmes fill the gaps between strategies and Business cases and Projects due to the programme level view which looks for synergies between individual project business cases in order to yield
a greater return from project as a programme rather than if each project has been delivered independently

78
Q

Portfolio management is used to ____ , ____ and _____ an organisations programme and projects in line with its ______ and capacity to _____

A

Select , control and prioritise
Strategic objectives and capacity to deliver.

79
Q

The goal of portfolio management is to balance the implementation of ________ and the maintenance _________ whilst
Optimising return _____

A

Change initiatives
BAU
On investment

80
Q

Portfolio management is appropriate where there is a need for for an organisations programmes and projects to be more aligned with its key _______

A

Business objectives

81
Q

Portfolio management is appropriate to provide ____ that projects and programmes are consistent with organisations existing _____ and _____

A

Capacity and capabilities

82
Q

Portfolio management is appropriate where there is a need for the organisation to ______ correctly between activities that should be _____ as projects and other activities that should be managed as _______ operations

A

Discriminative
Managed
Non- project

83
Q

Applying portfolio management allows organisations use the must appropriate ______ to achieve the best results with the least amount of _______

A

Resource
Wasted efforts

84
Q

Portfolio management allows the organisation to make the best ______ using ______ that is clear and representative of the true potential _____ of key business _____

A

Decision
Information
Effect
drivers

85
Q

Portfolio management allows the organisation to drive ________ for change by adopting high level ______ view of their business and how it must react to change.

A

Priorities
Whole picture

86
Q

deliver the project to ____ , ____ and ___/______ priorities

A

Time , cost quality/performance

87
Q

Project mangers make _____ decisions to ensure _____ success

A

Timely
Project

88
Q

Project mangers mange _____ and ______ expectations

A

Sponsor and user

89
Q

Project manger ensure that ______ packages are _____ and the ______ identified

A

Work
Allocated
Responsibilities

90
Q

Project mangers ______ and ______ project progress

A

Monitor
Control

91
Q

Project manager ___ and _____ the project through the creation of

A

Define
Plan
Project management plan

92
Q

Project manager ____ with the project sponsor , ______ them of ______ and ______ direction when necessary to aid success

A

Communicate
Informing
Progress
Seeking

93
Q

Project managers keep the project sponsor and senior management informed of ___/_____/______

A

Problems/progress/issues

94
Q

Project managers initiate ____ and assist the sponsor in the _____ to terminate the project of justified

A

Reviews
Decision

95
Q

Project managers _____ and act as the ___________ with the team members , other organisation, contractors , supplier and operation representatives etc

A

Communicate
Prime point of contact

96
Q

Project sponsor is considered as the _______ risk taker and ultimate _____ and overall ______ for the project

A

Primary
Accountability
Responsibility

97
Q

The project sponsor is responsible for ________ the relative priority of time cost and quality

A

Determining

98
Q

The project sponsor is responsible for _____ the project and making sure the project manager is _____

A

Initiating
Appointed

99
Q

The project sponsor is responsible for _____ and _____ ownership of the business case

A

Developing and maintaining

100
Q

The project sponsor is responsible for _____ the project environment and _____ the business case at ____ reviews

A

Monitoring
Reviewing
Gate

101
Q

The project sponsor is responsible for monitoring ______ project progress and making _____ decisions when necessary and when _____ by the project
Manager

A

High level
Control
Escalated

102
Q

Users are responsible for _____ ______ _____ and for ______ and _____ the _______ to achieve the defined benefits

A

Specifying operational requirement
Accepting and operating the deliverable

103
Q

Users assist the project manager with _____/_______

A

Handover/acceptance

104
Q

Users inform the project manager of any ____ ______ that may _____ delivery

A

Operational changes
Influence

105
Q

Users identify ____ and _____

A

Constraints and dependencies

106
Q

Users provide ________ and ______ through a user _______ or senior ____ as part of the steering group structure

A

Practical assistance and guidance
Representative
User

107
Q

Project teams members may stay with the project ______ of may join the team to ______

A

Throughout the project lifestyle
Carry out a specific task

108
Q

The primary role of the project team is to _____ the project manager in _____ the project to meet its _______ by providing the combined _____ to allow the project _____ and ____ to be correctly identified and achieved

A

Support
Managing
Objectives
expertise
Objectives and scope

109
Q

The project team manages _____ with stakeholders as assigned in the ______

A

Communication
Communication plan

110
Q

The project team report ______ of their ______ tasks in a _________ manner

A

Progress
Assigned
Timely

111
Q

The project team contribute to the ________ of the project in all _____ and ____

A

Evaluation
Stages
Reviews

112
Q

The project team act as a ____ owner and effectively manage ______ within their area of expertise

A

Risk
Risks

113
Q

The membership of the steering group is often determined by the _________ who normally chairs the group and may consists of ……..

A

Project sponsor
Representatives from the user population, representatives from selected key stakeholders, the organisations business units managers / owners

114
Q

The project manager is not a member of the _______ but is _____ by the ______ to ensure the work of the project is undertaken as agreed

A

Steering group
‘Contracted’
Steering group

115
Q

The project manager would normally attend steering group meetings to ?

A

Answer Any questions raised by members

116
Q

The steering group keep the project _______ under control as emergent issues may force changes to be considers

A

Scope

117
Q

The steering group address any ________ that have been ______ by the project manager and assess any major ______ for the project

A

Issues
Escalated
Implications

118
Q

The steering group provides those directly involved with the project with _______ on the project business issues

A

Strategic guidance

119
Q

The product owners main contribution is to ?

A

Lead the focus on product development

120
Q

Product owners are part of an agile _____, they have strong ______ and deep knowledge of stake holders need and can as an _______ between stakeholders and those teams delivering the project.

A

Sooo arch
Expertise
Intermediary

121
Q

Product owners act as an _______ for ___ or ______ projects

A

Onsite customer
For iterative or agile projects

122
Q

Product owners define _____ and create _____ for the _______ of the project outputs

A

Goals
Vision
Operability

123
Q

Product owners evaluate _____ providing ____ to the team on delivery performance and advising if ______ is feasible

A

Progress
Feedback
Continuation is feasible

124
Q

PMO provide services such as :

A

Controls and reporting
Assurance
Specialist support
Information management

125
Q

Governance is a framework of ____ and ______ that ______ and _____ the outputs , outcomes and benefits from projects , programmes and portfolios.

A

Authority and accountability
Defined and controls

126
Q

When correctly implemented governance provides confidence to all _____ that projects are being managed well and the the most appropriate ____ and _____ controls are being extended to ensure ray the deployment of effort has the best change of to a realisation of _____

A

Stakeholders
Financial and technical
Value

127
Q

The governance of project management will be implanted in each individual project as a result of ?

A

The organisations policies.

128
Q

Governance ensures that projects have a relevant business case to ________ and assess _____ and ______ feasibility

A

Secure funding
Initial and ongoing

129
Q

Governance ensure that there is effective ____ management and ensure the effective use of _____ assurance and independent _______

A

Quality
Quality
Audit

130
Q

Governance more effective decision making at _________ and ensure that sponsors can initiate a _______ of the project taking account of the current ______ and impact of ______

A

Stage gates
Review
Environment
Change

131
Q

Governance ensures that there are _____ and _____ routes with clearly defined _____ and ______ which will ensure prompt _____ and _____ of risk and issues

A

Reporting and escalation
Roles and responsibilities
Attention and control

APM (15 decks)

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