14) Managing Projects

Question 1

Draw the project constraints triangle:

Answer 1

Top - Time

Left - Quality

Right - Cost

Question 2

The project life cycle: draw diagram and explain

Answer 2

Pg 514 and 515

Question 3

An alternative five stage project life cycle based on the Project Management Process Areas:

Draw diagram

Answer 3

Pg 516

Question 4

Considering the most worthwhile projects by considering the feasibility of the proposed projects.

Types of feasibility:

Answer 4

Technical feasibility - can it be done? (Technological considerations)

Social (operational) feasibility - does it fit with current operations?

Ecological (environmental) feasibility - how does it affect the environment?

Economic (financial) feasibility - is it worth it?

Question 5

The risk management process when considering whether a project is worthwhile.

Draw diagram:

Answer 5

Pg 522

Question 6

Once the risks have been listed they should be plotted on the following grid to determine whether the project should go ahead.

Draw grid and explain

Answer 6

Pg 522 and 523

Question 7

What is a Project Initiation Document (PID)?

And what sections should it contain?

Answer 7

• purpose statement
• scope statement: outlines the major activities
• deliverables: tangible elements of the project
• cost and time estimates
• objectives
• stakeholders
• chain of command

Question 8

In the planning stage, a number of separate detailed plans will be drawn up. For example, separate plans for:

Answer 8

• time
• cost
• quality
• resources
• contingency
• communication
• deliverables

Question 9

Problems if change in a project is not managed:

Answer 9

• team members may be working on old plans
• the project is unlikely to reach objectives if change is not well managed
• end users will be unhappy if final product is not to their expectations
• could result in increased costs
• confusion and conflict btn project stakeholders

Question 10

A change management process should include the following:

Answer 10

• method for prioritizing changes requested
• authorization for changes
• agreement of a change budget
• recording of changes
• communication of changes

Question 11

The main purposes of a control system:

&

Gido and Clements project control system: draw diagram

Answer 11

• prevention of deviations
• correction of deviations
• prevention of future deviations, by revising plans, target, measures etc.
• implementation of recommendations from monitoring, reviewing and evaluating the project.

Diagram on pg 535

Question 12

Performance management focuses on:

Answer 12

• scope performance measures
• functional quality
• technical performance
• client satisfaction measures

The main project constraint of time, cost and quality are especially important.

Controlling time can be done using milestones.

Controlling quality can be done using a project quality plan (PQP).

Controlling cost can be done by comparing actual spend vs budget spend

Question 13

Conformance management focuses on:

Answer 13

• inspection
• quality control
• quality assurance

Question 14

End of project meetings:

Answer 14

• the internal review (team)
• the external review ( customer)
• business review

Question 15

The contents of the final project report will include:

Answer 15

• brief overview of project
• customer original requirements and original deliverables
• list of deliverables which the customer received
• actual achievements
• degree to which the original objective was achieved
• future considerations

Reference will be made to the following documentation:

• feasibility study
• PID
• project planning reports
• milestones and gates

Question 16

The purpose of this final stage of process is:

Answer 16

• to ensure that the project is finally completed
• formal comparison btn PID and project outcomes
• evaluate the projects performance against the agreed levels of performance
• actual cost compared to budgeted cost
• time taken compared to budgeted time anticipated
• effectiveness of the management process
• significance of any problems encountered
• to complete project termination activities:> organizing and filing project documentation
  receiving and making final payments
  agreeing formally with the customer that all the deliverables have been provided successfully
  meeting with project team and customers to report on successes and failures
  disbanding the project team
• to provide continuous improvement and feedback
• to learn from the experience

Question 17

Post Completion Audit (PCA):

Answer 17

A meeting of managers, users and developers, held a few months after the project has been completed.

• designed to review the success of the project as a whole as well as to receive the users feedback on it.
• may highlight specific issues with the project and the review meetings may organize a set of actions to deal with these issues.
• should establish whether the project has helped the business to deliver the benefits defined in the original plan.

Examples on pg 543

Question 18

A project has a number of key characteristics which differentiates it from business as usual:

Answer 18

• unique undertaking and specific objective
• defined beginning and end
• has resources allocated specifically
• has stakeholders
• has some degree of uncertainty
• once completed, becomes integrated into the normal day to day activities of the business.