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Project Management - C722 (Unit 2)
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What are the 2 facts about project management that most people are unaware of? - ANSWERSFirst, project management has been around in some form since the dawn of civilization. Second, many of us engage in some form of project management without even realizing it. What is a project? - ANSWERSA project is any temporary endeavor with a specified start and end date that results in a unique product, service, or result What does Project management involve - ANSWERSmanaging everything about the project to get the desired result What 2 types of activities do Organizations engage in? - ANSWERSoperations and projects Organizations are becoming increasingly more complex due to what factors? - ANSWERSChange in workforce demographics Increase in use of technology for better productivity and reduced costs Increase in cross-cultural workforce and customer bases Increase in international activities Increase in demand for newer and more complex products at lower prices and better quality Decrease in product life cycles Change in governmental laws, regulations, and reporting requirements Increase in corporate social responsibility Increase in corporate ethical practices Who were the "parents" of what is now known as time and motion study? - ANSWERSFrank and Lillian Gilbreth
What was the Goal of Frank and Lillian Gilbreth? - ANSWERSto understand the processes that people went through while engaging in manual tasks, with the goal of reducing fatigue and injury Who is the father of the scientific management? - ANSWERSFrederick Taylor Who studied management techniques in the construction of navy ships used in the First World War? - ANSWERSHenry Gantt What is Human resource management? - ANSWERSIncludes the processes that organize, manage, and lead the project team What is Communication management? - ANSWERSIncludes processes to ensure timely and appropriate planning, creation, distribution, management, control, and monitoring of project information What is Risk management? - ANSWERSIncludes the processes of conducting risk management planning, identification, analysis, response planning, and controlling risk on a project What is Procurement management? - ANSWERSIncludes the processes necessary to acquire products, services, or results needed from outside the project team What is Stakeholder management? - ANSWERSIncludes the processes required to identify all people or organizations impacted by the project, analyze stakeholder expectations, and develop appropriate strategies for effectively engaging stakeholders in project decisions and execution Who used scientific reasoning to study human labor relative to organizational system goals? - ANSWERSFrederick Taylor Who determined that by breaking down work into individual discrete activities, one could improve both human productivity and, subsequently, organizational productivity? - ANSWERSFrederick Taylor Who created a chart (named after him) that was a horizontal bar chart that sequences tasks and provides duration of each task - ANSWERSHenry Gantt Why are projects important to an organization? (Choose all that apply.) A. They improve existing products or services for the organization. B. They give employees something to do.
What is Quality management? - ANSWERSIncludes processes and activities that determine quality policies, objectives, and responsibilities The project manager will have to rely on people skills? (Skill sets) - ANSWERSNegotiation Conflict resolution Communication (Written & Verbal) Prioritization Budgeting (Money & Time) Define Operations - ANSWERSthe ongoing, daily activities of an organization that produce revenue and expense Define project? - ANSWERSa temporary endeavor with a specified start and end date Why do projects exist? - ANSWERSto develop a unique product, service, or result that may become a part of the organization's ongoing operations What is a business scenario? - ANSWERSis representative of a significant business need or problem, and enables vendors to understand the value to the customer organization of a developed solution A business scenario is a description of a business situation or problem that describes what 3 things? - ANSWERSpast events that are relevant current key information expected or desired outcomes A project is successful if it meets What triple constraints? - ANSWERS1. the project delivered what was specified in the project scope
- The project was within the allotted amount of time
- The Project was for the specified funding Projects selected by an organization must be directly related to the organization's.... Strategy, Operating Procedures, or Level of Maturity? - ANSWERSStrategy Correct! Projects must relate to the organization's strategy. A project is successful if it meets the triple constraints of what 3 things? - ANSWERSscope, schedule, and budget
In addition to the triple constraints, what other considerations may determine if the project is successful? A. The project is a project of high interest to the CEO. B. There are no government regulations that affect the product of the project. C. The requirements in the scope adequately define the project's objectives. - ANSWERSC. The requirements in the scope adequately define the project's objectives. Correct! The scope requirements should adequately define project objectives When it is determined that a project will not be in alignment with company strategic goals, what is the best course of action? A. Advise top management and seek direction from them. B. Change the scope so it comes in line with the strategy. C. Reevaluate the project. Strategy cannot be changed. D. Ignore it, hoping no one notices, and continue with the project. - ANSWERSA. Advise top management and seek direction from them. Correct! Top management determines company strategy. They will make the decision to go forward, to change the project scope, or to revise strategy Define program. - ANSWERSa group of initiatives that support the long-term goals and objectives of the company; it may be established and is a group of related projects What is A portfolio? - ANSWERSa group of related programs that support a long-term company goal or objective What is project management? - ANSWERSthe application of knowledge, skills, tools, and techniques to project activities. also defined as the management and execution by an organization's resources in order to move the tasks and assignments of development and other continual improvement endeavors toward successful completion. What are the project phases? - ANSWERSdefining, planning, executing, and closing What is the defining (or initiation) phase? - ANSWERS1. Determining the project's sponsor and the project's manager.
- Creating a project charter.
D. Finish the project. It conformed with the company's strategy at the time it was approved. - ANSWERSB. Reevaluate the project in view of the new long-term strategic plans. Correct! All projects must align with company strategy What are reasons for project management? (Choose all that apply.) A. To have a single point of contact for all project activities B. To have a person to blame if things go wrong C. To meet required government regulations D. To successfully coordinate activities between many different functions - ANSWERSA & D: A. To have a single point of contact for all project activities D. To successfully coordinate activities between many different functions Correct! Coordination is a necessary aspect of project success and having a single point of contact is valuable to keeping communications between stakeholders accurate and timely. What is the project manager (PM) responsible and accountable for? - ANSWERSmanaging the project to maximize its success What are the Project Manager (PM)'s responsibilities? - ANSWERSInitiating the project with clear goals, sponsorship, and a business case that aligns with the goals of the organization Overseeing the development and acceptance of a realistic project plan that meets the requirements approved for the project The project should be executed to the defined baselines: Team members come onto the project, understand their responsibilities, and execute to them; materials are purchased and used efficiently. Change control process should be clearly defined: Doing this will drive discussions and control actions necessary to approve all changes. In many cases, the schedule, scope, or cost baselines will be modified with the approval of the sponsor or customer. Lessons learned should be shared: When the project is complete or if it is terminated, the project manager is responsible for ensuring that all contractual requirements are closed and that the knowledge base of the organization is contributed to.
What is the best description of a stakeholder? A. The C-level executives of the company who allocate resources B. Anyone who is involved with the project from inside or outside of the organization who is either a user or contributor to the project and the organization C. The project manager's boss D. A person from outside of the company who is interested in investing - ANSWERSAnyone who is involved with the project from inside or outside of the organization who is either a user or contributor to the project and the organization Correct! Anyone who works on the project or supplies resources to the project or used the project's deliverables is a stakeholder of the project. They must be considered when the plan is generated and the execution takes place. Who manages the varying interests of stakeholders? Project manager Senior management Stockholders Advisory board - ANSWERSProject manager Correct! The project manager gives directions to each of the stakeholders, with their involvement and preferences in mind The project team is a virtual team and weekly meetings are scheduled. What are the goals of the status meeting? Collect information from each team member and congratulate them on staying alive. Collect individual status information, identify issues, and gain what is needed to inform the customer. Spend time with the team on how they would like it presented so that the team will look good. Collect individual status information, identify issues, and gain what is needed to inform the customer. Identify what has to be done to stay on plan, and ensure the team is working independently and together as needed.
Correct! Shared threaded discussions allow the contents to be available for all the team members to access and contribute to, regardless of time zone Google Drive is an example of what? A scheduling tool A social networking site A collaboration site Certification platform - ANSWERSA collaboration site Correct! Google Drive is a work collaboration site A Gantt chart is an example of a __________ tool. Collaboration Scheduling - ANSWERSScheduling Correct! Project managers use Gantt charts in the process of scheduling. One of the project manager's tools for communicating is the 8 and 80 Rule. What does the number 80 refer to in this rule? The maximum number of hours for tasks that should not be controlled The maximum number of team members that a project manager can oversee The maximum number of hours that should go by before checking in with a team member - ANSWERSThe maximum number of hours that should go by before checking in with a team member Correct! In order to give timely feedback and make team members regularly aware of changes, project managers should check in at least every 80 hours of work What are the basic communication tenets? - ANSWERS1. Establish expectations for the team on what they are to do, how they should communicate with each other, and what to do if there are issues
- Address conflict immediately.
- Stay focused on the project and its goals
- Remember you are dealing with a team and individuals, and they are motivated by what they want.
- Conflict is an opportunity! Which of the following are causes of conflict in teams? (Choose all that apply.) A. Combining people of different skills and backgrounds B. Setting aggressive deliverables and schedules C. Asking people to work on the tasks needed without giving them the whole picture D. Working on risk resolution through a variety of collaborative platforms - ANSWERSA,B,C Combining people of different skills and backgrounds Setting aggressive deliverables and schedules Asking people to work on the tasks needed without giving them the whole picture Correct! These are all causes of conflict. What is a way to avoid conflict in a project? Requiring team members to resolve conflicts Communicating with the team Using a team with varying skills and backgrounds - ANSWERSCommunicating with the team Correct! Most problems are due to poor communication. Project managers can avoid conflict and address conflict through effectively communicating In which way can conflict be an opportunity for a project? It can reveal something critical about the project. It can help to establish expectations. It can assure aggressive deliverable schedules. - ANSWERSIt can reveal something critical about the project.
Projectized Matrix What are the advantages of the Functional organizational structure? - ANSWERS*The lines of authority are clear *Departmental work is easily prioritized by identified departmental authority *There is flexibility in the use of staff *Subject matter experts (SMEs) are available to work on multiple projects *Knowledge and experience are readily shared among functional specialists *Technical continuity exists within the organization Professional growth and career paths for the staff are clearly defined. What are the Disadvantages of the Functional organizational structure? - ANSWERSUtilizing resources across functions can be difficult *Requests for assistance from other departments are not easily prioritized *It is inefficient for projects requiring collaboration and cooperation between departments *The project customer is not the only focus *The organization does not focus on solving project business issues *The project does not have a single individual responsible for all aspects of the project. *Response to the needs of customers is slow and difficult *Issues within the project are not all given the same level of attention. *The project is not managed holistically. What are the advantages of the Projectized organizational structure? - ANSWERSThere are clear lines of authority, and the project manager has full authority. Once SMEs are assigned, there is less need to negotiate availability of resources. The project is managed holistically. The responses to customers and stakeholder issues are faster and clearer. A skilled project team can support several successive projects of the same type. There is timely decision-making on project issues. The organizational structure is simple, flexible, and easy to understand. What are the disadvantages of the Projectized organizational structure? - ANSWERSPMs must have enough work to keep SMEs busy full-time or risk the loss to another project or functional area. SMEs assigned may not have the most appropriate knowledge or expertise for the project.
The approach is expensive because of the duplication of personnel. Equipment and personnel may be hoarded to ensure further access to those resources. Team members lose access to a repository of functional or technical expertise. Policies and procedures may be applied inconsistently. The team members may be anxious about post-project work. What are the advantages of the Matrix organizational structure? - ANSWERSThe central focus is the project. Project managers have access to a large reservoir of technically skilled people and potentially more access to SMEs as needed. This provides more chances to attain the most appropriate SME. The project team members have less anxiety about the future. The customer issues are responded to quickly. Administrative personnel are not duplicated in each project team. The balancing of resources between projects is simpler and more efficient. The project team organization is more flexible. What are the disadvantages of the Matrix organizational structure? - ANSWERSRequires cooperation and coordination between and among functional departments and project managers SMEs are not in daily contact with other SMEs for sharing of technical knowledge. The person with decision-making power is not always clearly identified. The balancing of resources between projects can lead to friction.. The project closeout tasks are often difficult in strong matrix organizations. The division of authority and responsibility is complex. What is the most basic form of organizational structure?
What is the overall organizational maturity level determined by? The lowest maturity level of any of the processes The highest level of any of the processes How long the PMO has been in existence The average maturity level score of all the processes - ANSWERSThe lowest maturity level of any of the processes Correct! Overall maturity level is determined by the lowest maturity level of any of the processes. What are the levels of maturity? - ANSWERSLevel 1: No formal standards Level 2: Basic documentation exists, inconsistent management support rarely or occasionally applied Level 3: Formal documentation exists, execution irregularly or inconsistently applied Level 4: Metrics in place to collect performance data across all projects Level 5: Metrics collected and applied at the project, portfolio, and organizational levels What is/are the advantage(s) of a high organizational maturity level score? (Choose all that apply.) A. It looks good in a project proposal to a customer. B. It indicates well-documented procedures across all process areas. C. It ensures higher quality work if all procedures are followed. D. It justifies higher fees due to more paperwork required. - ANSWERSB & C B. It indicates well-documented procedures across all process areas. C. It ensures higher quality work if all procedures are followed. Correct. These are both advantages. Which applies to the PMO? (Choose all that apply.) A. Creates a repository for all project knowledge in the organization
B. Forms a department to assign people of no value who cannot be dismissed from the organization C. Helps provide resources to projects as needed D. Tracks "lessons learned" to be carried to new projects - ANSWERSA,C, D A. Creates a repository for all project knowledge in the organization C. Helps provide resources to projects as needed D. Tracks "lessons learned" to be carried to new projects Correct! These are all aspects of a PMO. According to OPM3, what takes place during the fifth and final level of project management maturity? Technologies and reporting are sporadic. Metrics are put in place to collect performance data. Lessons and best practices are applied - ANSWERSLessons and best practices are applied. Correct! The lessons learned and best practices are applied in the fifth and final level of project management maturity. The overall maturity level of the project management process is determined by the ____(Choose One)____________ level of the other process areas. Highest, Lowest, Next - ANSWERSlowest Correct! Each process area is analyzed and the overall level of the management process is determined by the lowest level of the other processes. PMOs can help align project investment to __(Choose One)____. Project Policies Corporate Strategy Monitoring & Control Historical Records - ANSWERScorporate strtegy Correct! PMOs can help an organization to align project investment to corporate strategy.
