Tools and Documentation Flashcards
What is the primary purpose of project documentation?
To provide a clear and comprehensive record of project activities and decisions.
True or False: Project documentation is only necessary at the beginning of a project.
False
Fill in the blank: The ________ is a document that outlines project objectives, scope, and deliverables.
Project charter
What type of document is used to outline the roles and responsibilities of project team members?
RACI matrix
Multiple Choice: Which of the following is NOT a type of project management tool? A) Gantt Chart B) SWOT Analysis C) Waterfall Model D) Database Management System
D) Database Management System
What is a Gantt Chart used for?
To visualize project schedules and track progress over time.
True or False: A stakeholder analysis is an important part of project documentation.
True
What does the acronym ‘WBS’ stand for?
Work Breakdown Structure
Fill in the blank: ________ is a tool used to identify potential risks in a project.
Risk register
Multiple Choice: Which document contains detailed descriptions of project deliverables? A) Project Charter B) Scope Statement C) Project Schedule D) Status Report
B) Scope Statement
What is the purpose of a status report?
To communicate the current progress and health of the project to stakeholders.
True or False: Communication plans are not necessary for small projects.
False
What is a project scope statement?
A document that defines the boundaries of the project, including what is included and excluded.
Fill in the blank: A ________ is a tool that helps track project expenses and budget.
Budget tracker
Multiple Choice: Which of the following is a qualitative risk analysis technique? A) Probability and Impact Matrix B) Monte Carlo Simulation C) Earned Value Management D) Critical Path Method
A) Probability and Impact Matrix
What is the purpose of a communication plan?
To outline how project information will be shared among stakeholders.
True or False: Only project managers should be involved in project documentation.
False
What does ‘lessons learned’ documentation provide?
Insights and knowledge gained from the project that can improve future projects.
Fill in the blank: A ________ outlines the steps and tasks necessary to complete a project.
Project plan
Multiple Choice: What is the main benefit of using project management software? A) Increased complexity B) Better tracking and collaboration C) Reduced costs D) Longer project timelines
B) Better tracking and collaboration
What is the role of a project sponsor?
To provide support, resources, and guidance for the project.
True or False: A project management tool can help with scheduling and resource allocation.
True
What is an issue log?
A document that tracks problems or issues that arise during the project.
Fill in the blank: The ________ outlines how changes to the project will be managed.
Change management plan
Multiple Choice: Which document is essential for defining project success criteria? A) Project Charter B) Quality Management Plan C) Scope Statement D) All of the above
D) All of the above
What is the purpose of a quality management plan?
To define the quality standards and processes for the project.
True or False: Project documentation can only be created at the end of a project.
False
What is a feasibility study?
An analysis to assess the viability of a project before it begins.
Fill in the blank: A ________ is a visual representation of the workflow in a project.
Flowchart
Multiple Choice: Which of the following is a tool for time management in projects? A) PERT Chart B) SWOT Analysis C) Stakeholder Analysis D) Risk Register
A) PERT Chart
What is the purpose of a resource allocation matrix?
To assign resources to specific tasks within the project.
True or False: Project documentation should be updated regularly.
True
What is a project timeline?
A schedule that outlines when project tasks are to be completed.
Fill in the blank: A ________ is used to assess the impact of project changes.
Change request form
Multiple Choice: What is the main focus of a stakeholder analysis? A) Budget B) Risks C) Stakeholder interests D) Project deliverables
C) Stakeholder interests
What is the purpose of a project kickoff meeting?
To officially start the project and align all stakeholders on objectives.
True or False: A project manager is responsible for all project documentation.
False
What does ‘scope creep’ refer to?
The gradual expansion of project scope without proper control.
Fill in the blank: A ________ provides a summary of project performance against planned objectives.
Performance report
Multiple Choice: Which document is critical for ensuring project quality? A) Quality Management Plan B) Risk Register C) Project Schedule D) Communication Plan
A) Quality Management Plan
What is the primary function of a project dashboard?
To provide a visual overview of project status and key performance indicators.
True or False: Only formal documents are considered part of project documentation.
False
What is a project management methodology?
A framework that guides how a project is planned, executed, and controlled.
Fill in the blank: A ________ identifies and categorizes potential project risks.
Risk assessment
Multiple Choice: Which of the following is NOT a common project management methodology? A) Agile B) Waterfall C) Six Sigma D) Linear
D) Linear
What is the main goal of stakeholder engagement?
To ensure that stakeholders are informed and their needs are met throughout the project.
True or False: A project management tool can help with team collaboration.
True
What is a milestone in project management?
A significant point or event in the project timeline.
Fill in the blank: A ________ is a short document that provides a summary of the project.
Project brief
Multiple Choice: What is the purpose of a project closeout report? A) To analyze project failures B) To summarize project outcomes C) To request additional funding D) To create a new project plan
B) To summarize project outcomes
What is a project risk management plan?
A document that outlines how risks will be identified, assessed, and managed.
True or False: The project charter is created after project planning.
False
What is the role of a project coordinator?
To assist the project manager with administrative tasks and project documentation.
Fill in the blank: A ________ is a tool used to track task completion and deadlines.
Task list
Multiple Choice: Which document defines the project’s vision and objectives? A) Project Charter B) Status Report C) Budget Plan D) Scope Statement
A) Project Charter
What is the purpose of a team meeting in project management?
To discuss progress, address issues, and plan next steps.
True or False: All project documentation should be stored in a centralized location.
True
What is a project baseline?
The approved version of a project plan used for comparison during execution.
Fill in the blank: A ________ is a formal request to change a project document.
Change request
Multiple Choice: Which of the following is a tool for tracking project progress? A) SWOT Analysis B) Project Schedule C) Communication Plan D) Risk Register
B) Project Schedule
What is a dependency in project management?
A relationship between tasks where one task relies on the completion of another.
True or False: Communication with stakeholders should be one-way only.
False
What is the purpose of a resource management plan?
To outline how project resources will be allocated and managed.
Fill in the blank: A ________ is a document that details the project’s financial resources.
Budget plan
Multiple Choice: Which of the following is a technique for estimating project costs? A) Monte Carlo Simulation B) PERT Analysis C) Historical Data D) All of the above
D) All of the above
What is the function of a project steering committee?
To provide strategic direction and oversight for the project.
True or False: Project documentation should be created only by the project manager.
False
What is a project schedule baseline?
The approved version of the project schedule used for measuring progress.
Fill in the blank: A ________ is a document that outlines the project’s communication strategy.
Communication management plan
Multiple Choice: Which of the following describes the critical path in project management? A) The longest path through the project B) The shortest path through the project C) The path with the most resources D) The path with the least risk
A) The longest path through the project
What is the purpose of a project kickoff agenda?
To outline the topics and goals for the project kickoff meeting.
True or False: A project manager should be the sole communicator with stakeholders.
False
What is a project performance metric?
A standard used to measure and evaluate the success of a project.
Fill in the blank: A ________ is a summary of the project’s goals, objectives, and deliverables.
Project overview
Multiple Choice: Which tool is used for visualizing project timelines and milestones? A) Gantt Chart B) SWOT Analysis C) Stakeholder Map D) Change Log
A) Gantt Chart
