CAPM MOD 6 Flashcards by Cristina Valdivia

series of phases that a project passes through from its initiation to closure. Each phase of life cycle has specific objectives, activities, and deliverables usually completed in logical sequence.
* All projects have noticeable high-level phases as they evolve in a sequential fashion.
* Phases are sequential and logical

Project life cycle

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Ideation (feasibility) – where charter and business case are created
Planning
Design
Build (execute, monitoring and controlling)
Close

phases of project life cycle

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collection of logically related project activities that culminates in the completion of one or more deliverables

project phase

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point at the end of phase for deciding whether a project should be continued and move to the next phase, continue with modification, or be terminated. Blocks further progress until approved.

phase gate/phase review points

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artifact that is produced, quantifiable, and is either an end item or a component item.

product

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series of phases that represent evolution of a product from concept through delivery, growth, maturity, and decommissioning (withdraw from market)

product life cycle

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framework, functions, and processes that guide project management activities and to create a unique product, service, or result to meet organizational strategic, and operational goals.

Project governance

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about organizing people and processes

Organizational structure

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visual tool to display roles and responsibilities

organizational chart

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assigned to existing functions within an organization based on their area of expertise and ability to support the outcome.

functional project organizational structure

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every project is a self-contained unit. Used with organization that derive revenue from project work ex: movies, construction, etc.

projectized org structrure

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merges the two – have an PMO office (like RGA) Dedicated project manager assigned to manage teams including resources from different functional areas.

matrix org structure

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Maximize delivery of value
Centralize and coordinate management of projects
Provide support to functions such as training, standardized policies, tools, archives or info

benefits of project management offices (PMO)

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____ pmo is consultive role, supply artifacts, facilitate training, provides access to info from other projects

supportive pmo

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___ pmo provide support and require projects to comply with set standards (methodologies, frameworks, templates, etc,)

controlling pmo

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___ pmo take control of project by directly managing projects/share resources including PM

directing pmo

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for orgs that favor adaptive life cycles. Focus on coaching and mentoring efforts rather than managerial ones

Agile center of excellence (COE)

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tasks of a ___ ____
* sets project directions
* usually consists of executives
* cuts across org lines
* unified authority over priorities and resources
* reviews major project risks

Steering committee

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plans, processes, policies, procedures, knowledge bases specific to and use by performing organization.
* Templates
* Business plans
* Processes
* Protocols
* Policies
* knowledge

Organizational process assets (OPAs)

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conditions not under direct control of team that influence, constrain, or direct project, program, or portfolio - can be internal or external

Enterprise environmental factors (EEFs)

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o Org culture
o Geo distribution of resources/facilities
o Infrastructure
o IT
o Resource availability
o Employee capability

internal Enterprise environmental factors (EEFs)

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o Economic conditions
o Social/cultural issues
o Legal restrictions
o Research/studies

external Enterprise environmental factors (EEFs)

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method used to create and evolve a product, service or result during project life cycle. Predictive, adaptive, hybrid. Has specific characteristics like being iterative or incremental.

development approach

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deliver value iteratively with frequent feedback and adjustments to improve outcomes. Promote flexible, collaborative work.

More experimentation, trials, testing, etc.

Ex: scrum, kanban
* Repeat project phases
* Moves to next phase after customer feedback

Adaptive/Iterative/incremental/Agile approaches

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use __ ___ when these factors are present * Initial requirements are not well-known or may change * Opportunity to receive frequent user feedback * Team can change, refine, or event replace requirements

when to use adaptive approach

whole plan is created in detail before started. Traditional step by step process. * Sequence in clear phases * Structured, predictable, stable * Follow sequential structure from start to finish * Well planned steps * Deliver output at end of project * Like building according to blueprint

Predictive/linear approach/Waterfall/plan based/stable

use ___ ____ when these factors are present * Templates from similar projects are available * Planning can be done reliably upfront * Scope, schedule, cost and resource needs are well defined and stable

when to use predictive approach

mix of both. Use approach that best fits that portion of the project.

hybrid approach

use ___ approach when * There’s a need for upfront research * Requirements indicate implantation of deliverables must be predictive Ex: Opening a restaurant, some iterative phases (1st two) + a predictive phase

hybrid

group of related activities that are critical for the effective delivery of project outcomes. 8 interlined areas of project management.

Project performance domain

Stakeholder = addresses activities and functions associated with stakeholders ex: identifying project sponsor Team = A&f associated with people who are responsibly for producing project deliverables ex: developing team charter Development approach and life cycle = A&F associated with development approach, cadence and life cycle phases of project. Ex: selecting agile, predictive, or hybrid approach Planning = A&F associated with initial, ongoing, and evolving organization and coordination necessary for delivering project deliverables and outcomes. Ex: planning member start dates Project work = A&F associated with establishing project processes, managing physical resources, and fostering a learning environment ex: determining how lessons will be shared Delivery = A&F associated with delivering scope and quality project was undertaken to achieve. Ex: how to confirm quality of deliverable Measurement = A&F associated with accessing project performance and taking appropriate actions to maintain acceptable performance ex: determining how value will be measured Uncertainty = A&F associated with risk and uncertainty ex: determine project’s risk threshold and risk appetite

8 project performance domains

addresses activities and functions associated with stakeholders ex: identifying project sponsor

stakeholder domain

A&f associated with people who are responsibly for producing project deliverables ex: developing team charter

team domain

A&F associated with development approach, cadence and life cycle phases of project. Ex: selecting agile, predictive, or hybrid approach

Development approach and life cycle domain

A&F associated with initial, ongoing, and evolving organization and coordination necessary for delivering project deliverables and outcomes. Ex: planning member start dates

planning domain

A&F associated with establishing project processes, managing physical resources, and fostering a learning environment ex: determining how lessons will be shared

project work domain

A&F associated with delivering scope and quality project was undertaken to achieve. Ex: how to confirm quality of deliverable

delivery domain

A&F associated with accessing project performance and taking appropriate actions to maintain acceptable performance ex: determining how value will be measured

measurement domain

A&F associated with risk and uncertainty ex: determine project’s risk threshold and risk appetite

uncertainty domain

the "what of the project/product work

scope

___ scope includes work and processes ___ scope includes physical components of the product

project/product

know details of deliverable

fixed scope

know what needs to be done, but considering some of the finer details still

flexible scope

predictive planning with an adaptive approach. Ex: construction firm building new facility, but new wood roof is being used. So, most of project is routine (predictable) but the roofing material is uncertain and will be approached adaptively with small scale trials first

hybrid scope

____ is is related to project requirements gathered through requirements elicitation process (in predictive)

scope

in In ___ projects, business analysts help generate ___ – which help describe what stakeholders want. User stories are stored on product backlog and used to develop product until ___ is met

adaptive; user stories, definition of done (DOD)

Elicited requirements, OPAs and EEFs (project environment), project sponsors desired outcome, business strategic plan, project manager and team’s expert judgement all help influence and define ____ _____

project scope.

___ ___ is part of defining scope.

Project charter

sequence of activities that represent the longest path through a project which determines the shortest duration. How project managers estimate the shortest possible duration for project work

critical path method

diagram that includes all the project work broken down into individual squares arranged in hierarchical diagram. Project manager can assign duration to each activity

Work breakdown structure (WBS)

Critical path method = sequence of activities that represent the longest path through a project which determines the shortest duration. How project managers estimate the shortest possible duration for project work Work breakdown structure (WBS) = diagram that includes all the project work broken down into individual squares arranged in hierarchical diagram. Project manager can assign duration to each activity

predictive scheduling types

Roadmap = product roadmap gives overview of how work should progress with key milestones and dates Story mapping = the estimation of work happens at the user story level. Uses descriptive works to estimate and describe the work rather than giving specific duration of time Backlog = general framework to start the work. Team chooses the work they can and should complete next Sprints = another word for iterations Feedback loop = team finds out what needs to be improved, changed, or fixed, to meet stakeholder needs (communications reviews for events) Repetition = doing same work in cycles until customer is happy. (communications reviews for events). Product improves with each iteration

adaptive project scheduling

___ ____ gives overview of how work should progress with key milestones and dates (scheduling)

product roadmap

the estimation of work happens at the user story level. Uses descriptive works to estimate and describe the work rather than giving specific duration of time (scheduling)

story mapping

general framework to start the work. Team chooses the work they can and should complete next (scheduling)

backlog

another word for iterations

sprints

team finds out what needs to be improved, changed, or fixed, to meet stakeholder needs (communications reviews for events)

feedback loop

doing same work in cycles until customer is happy. (communications reviews for events). Product improves with each iteration

repetition

enable teams to state and work towards a fixed deadline while incorporating feedback loops throughout (what we use for events) (scheduling)

hybrid

Need ___ , need ___to pay for those, when you don’t have those, you need to ___ them

resources, budget, procure

set cost baseline (projected expenditures + anticipated liabilities), perform funding limit reconciliation, and figures out Budget at completion (BAC) = sum of all budgets for work to be performed. For predictive planning.

Funding Limits and Baselines

sum of all budgets for work to be performed. For predictive planning.

Budget at completion (BAC)

assess how project is using budget and account for any variances. Used to measure and monitor health of project schedule

Earned value management (EVM):

= rate at which projects burns through financial resources

burn rate

things included in ___ * Labor * Materials * Equipment * Facilities * Services * IT

budget

responsibility matrix Responsibility Assignment Matrix (RACI) Procurement statement of work Procurement solicitation document/bid document/RFP

resourcing tools

grid that shows project team members assigned to each work package

Responsibility Matrix

shows stakeholders who are responsible, accountable, consulted, or informed for specific deliverables

Responsibility Assignment Matrix (RACI)

requirements of a give project. Once done, contracts may be solicited.

Procurement statement of work

____ can be fixed price, cost plus, and time + materials

contracts

advertise that work is available to subscriber organizations

Procurement solicitation document/bid document/RFP

degree to which set of characteristics fulfills requirements

quality

methodology used to find appropriate balance for investing in quality prevention.

Cost of quality (COQ)

in ___ you create quality management plan

predictive

in ___ use inherent quality methods including retrospectives

adaptive

methods to ensure ____ * Cost of quality * Retrospectives * Quality management plan * Quality policy

quality

modification to formally controlled deliverable, project management plan component, or project document

change

steps of ___ ___ plan * Establishes change control board (CCB) * Documents extent of CCB authority * Describes how the change control system will be implemented

steps of change management plan

many projects would be more flexible/quicker with an adaptive mindset. Here the product owner act as the whole CCB and is sole approver.

adaptive changes

Process of controlling change in a predictive project

Perform integrated change control

project boundaries or limits variables such as time, cost or scope

constraint

Uncertain event or condition that can have a positive or negative effect on one or more project objectives

risks

negative risk

threat

positive risk

opportunity

___ are evaluated by * Impact * Probability * Severity * Advance notice

risks

risks are documented in a

risk register

business endeavor that will involve profit or loss. Business risk can be competitive, legislative, monetary, or operational

inherent risk

degree of uncertainty organization is willing to accept in anticipation of a reward

risk appetite

level of risk exposure above which risks are addressed and below which risks may be accepted

risk threshold

event or situation that indicates a risk is about to occur

trigger condition

factors in the planning process that are true, real, or certain without proof or demonstration.

assumptions

risks that have occurred and may have impact on the project objectives.

issues

PM maintains list of all issues in this log.

issues log

____ techniques * Feedback * Attentive listening * Interpretation of nonverbal cues (hand gestures and body language)

communications techniques

___ blockers * Filters * Blockers

communication

* Exist on receiver and sender side o Ex: cultural differences, dysfunctional emotional behavior, educational background, talking past each other (not even talking about the same thing)

communication filters

* Interrupt project communications o Ex: poor internet communication o Resistant mindset o Taking misinformation as fact o Interpersonal conflict

communication barriers

1. Formal written – project charter, project plans, project reports, contracts 2. Informal written – memos, emails, notes 3. Formal verbal – presentations, updates, briefings 4. Informal verbal – casual conversations

communication methods

type of communication for project charter, project plans, project reports, contracts

formal written

types of communication for memos, emails, notes

informal written

communication for presentations, updates, briefings

formal verbal

casual conversation is ___ communication

informal verbal

pushing information out such as emailing project status report. Used for high-priorirty info or stakeholders

push communication

stakeholders visit a site to get their information/download it. Used for low priority info and stakeholders

pull communication

___ management plan component of project plan. Helps success of project. Answers the what, why, whom, how and when information is being communicated. * List of communication deliverables to be included in project * Meetings required * Communication requirements analysis * Policies for communication * Procedures for technologies being used * Escalation procedures * Escalation procedures * Revision procedures * Glossary * Appendix

communication management plan

address needs for frequency, methods, and contents of communications

communication requirements

processes related to ___ ___ * Plan communications management * Manage communications * Monitor communications

processes related to communication management

key requirements for * Analyze communications needs * Determine communication methods * Communicate effectively * Confirm communication effectiveness

effective project communication

in ___ approach teams met daily for standups and retrospectives to brainstorm solutions o Their issue log may be called an impediment list

adaptive

o Data gathering o Research o Critical thinking – open mind, analyze objectively, logical thinking o Creative approaches o Quantitative/logical approaches o Expert judgement

problem solving techniques

o Identifying the problem o Defining the problem – severity, context, using probability impact matrix o Identifying the root cause – root cause analysis, cause effect diagram brainstorming, retrospectives, workshops o Generating possible solutions – brainstorming, problem solving workshops o Choosing the best solution – pareto 80/20, voting o Implementing the solution – change request, rework, backlog refinement o Verifying solution effectiveness – testing

problem solving tools

CAPM MOD 6 Flashcards

(112 cards)