Chapters 8- 16

Question 1

What is Enterprise Environmental Factors

Answer 1

Environmental Enterprise Factors directly or indirectly influence the management of the project and come from outside the project:

Examples:
Rules and policies
Regulations and laws
Anything you must do for the project

Question 2

What are internal enterprise environmental factors?

Answer 2

These are factors that Directly or Indirectly influence the management of the project and come from outside the project:
Examples:

Org culture-
The physical location of resources and facilities-
Equipment facilities tools communication channels
IT software-
Resources availability-

Question 3

What are External enterprise environmental factors?

Answer 3

Factors outside the organization that can influence the success or failure Of a project

Examples:
Marketplace conditions the marketplace you operate within

Cultural influences and issues the political climate customer perceptions and news

Laws and regs

Commercial databases

Academica research

Government and industry standards

Financial-

Physical enterprise environmental factors-weather and the environment where the project is taking place

Question 4

What are Organizational Process Assets (OPAs)?

Answer 4

Leveraged historical information/ resources within an org to aid the project.
Another way of thinking about it is like a framework.
Can be taken from a prior project historical process and used to repurpose it for the next the project

Question 5

What are Common Organizational Process Assets

Answer 5

Standards, policies and organizational procedures

Standardized guidelines and performance measurements

Templates for project documents

Guidelines for adapting project management processes

Financial tools for purchasing, accounting codes and procurement processes
Communication requirements such as standard forms procedures and reports

Processes for project activities such as change control, closing communications, financial controls and risk control procedures.

Project closing procedures for acceptance, product validation and evaluations

Question 6

What are some Internal Processeses for Project Management?

Answer 6

Writing framework of best practices
How your org manages projects
Can be enterprise environmental factors or org process assets

Question 7

What is Initiating and Planning in project management

Answer 7

Criteria for tailoring the standard processes and procedures
How much can I tailor the process and who approves those changes

Question 8

What are Organizational Standards?

Answer 8

Humans resources policies, 
Health and safety policies, 
Security and confidentiality policies, 
Quality policies, 
Procurement policies
Environment policies

Product and project life cycles
Procedures project management methods, 
Estimation, metrics, 
Process Audits, 
Improvement targets, 
Checklists, 
Standardized Process Definitions.

Templates such as project management plans project documents project register
Report Formats
Contract Templates,
Risk Categories,
Risk Templates
Pre Approved supplier lists and various types of contractual agreements

Question 9

What is Executing, Monitoring, and controlling in project management

Answer 9

Change Control Procedures

Procedures to Modify Project Documents

Traceability metrics

Financial Controls Procedures

Issue and defect management procedures

Resource availability control and assignment management

Organizational Communication Requirements

Standardized guidelines

Question 10

What are Organizational knowledge repositories

Answer 10

It is how do we take the past knowledge from past projects and apply it and Use it on our current projects .

Cataloging 
Archiving
Retrievable
OPAs are part of knowledge repositories
Archive at closure

Examples:
Project Files from past projects

Historical information and lessons learned

Issue and defect databases

Configuration management databases

Financial databases

What was the estimate and what was the actual
This can help later.

Question 11

What are Organizational Systems:

Answer 11

Provide structure, governance, Permissions 
Work authorization
      What's the handoff and who does it go to
Email
Meeting
Paperwork
Employee discipline
Defined by organizational management

Question 12

What is System Dynamics:

Answer 12

Relationship between components
Departments
Projects 
Management and employees
    Bureaucracy 
    Politics
    Policies

Question 13

What are Frameworks:

Answer 13

Governance
Rules that govern the program, org, project. Rules that must be followed

How to operate within a system?

Frameworks
The organizational structure
What are the boundaries of the organization

Question 14

What is Governance Framework

Answer 14

Rules and organizational policies
	Procedures for activities
How do you go about procurement
Cultural norms
Systems and processes

Question 15

Framework influences how:

Answer 15

Objectives are set and achieved

Performance is Optimized

Question 16

What are the indicators that you are doing well?

Answer 16

Time 
Cost
Scope
Quality
Risk

Question 17

How is Performance optimized?

Answer 17

Coaching

Trend analysis

Question 18

What is Governance in the Management Elements

Answer 18

Governance: Profiles, Programs Projects
Common governance shared among all endeavors
Alignment
Risk
Performance
Communications
Each organization must create and tailor governance

Question 19

What are the Management Elements of Governance?

Answer 19

Division of work

Load balances

Authority to perform work
Certifications

Responsibility to perform work

Disciple of action

Unity of Command
Who’s really in charge

Unity of Direction
Dependent on the organizational structure

Organization goals take precedence over individual goals

Paid fairly

Optimal use of resources

Clear communication channels
Who reports to who

Right materials to the right person for the right job at the right time

Fair and equal treatment of people in the workplace

Clear security of work positions

Safety of people in the workplace

Open contribution to planning and execution by each
person

Optimal morale

Question 20

What are the organizational and Project management types?

Answer 20

Completing Projects for others
Client-Vendor relationships

Completing projects internally through a system
Management by Projects

Completing projects as needed
Lack of project support systems

Customers can be internal or external
Customers pay for the project
And/or receive benefits

Question 21

What are Organizational Structure Factors:

Answer 21

Organizational objectives alignment
Based on how the organization achieves goals

Structure by capabilities
Set up by Department
Helps with control and effectiveness of
Control, efficiency and effectiveness

Escalations of decisions

Scope of authority

Simplicity of design
Don’t want to engineer

Delegation capabilities

Accountability
Who is accountable for decisions
And will it come back to you

Responsibility

Adaptability

Efficiency

Cost

Physical locations

Clear Communications

Question 22

What are Organizational Structure types?

Answer 22

Organic (Simple) Structure
Functional Organizations
Multidivisional Structures
Weak Matrix
Balanced Matrix
Strong Matrix

Question 23

What are the characteristics of an Organic (Simple) Structure?

Answer 23

Workgroups within the organization are flexible

People work alongside one another regardless of their roles in the organization

The Project Manager may have little to no authority over the project resources

Resources dedicated to the project are low
No full-time staff just as needed

The owner of the organization will be the individual in charge of the budget

Unlikely that there any administrative staff to help the project manager
No forms or reports or templates

Question 24

What are the characteristics of a Functional Organizations?

Answer 24

Sometimes called centralized organizations

Clear Divisions of business units

Project managers in a functional organization
Little authority and little autonomy
Report to a functional manager
Project coordinators or team leaders
Part-time role
Little or no administrative staff
Functional managers manage the project budget

Question 25

What are the characteristics Multidivisional Structures

Answer 25

Replication of functions for each division Similar to the functional organization The project manager will have little authority Project coordinator Resources for the project will be part-time Could be a part-time admin staff The functional manager manages the project budget

Question 26

What are the characteristics of Weak Matrix

Answer 26

The team has a blend of departmental and project duties Project Manager Limited authority Management of a part-time project team Part-time Project coordinator or team leader Part-time administrative staff A functional manager manages the project budget

Question 27

What are the characteristics of Balanced Matrix?

Answer 27

Project Manager Low to moderate amount of authority Management of a part-time project team Part-time role as project manager May have part-time admin staff to help expedite the project Project manager and functional manager share management of the project budget

Question 28

What are the characteristics of Strong Matrix | ?

Answer 28

Project Manager Moderate to a high level of power Management of a part-time to nearly full-time project team Full-time role as a project manager Full-time admin staff to help expedite the project The project manager manages the project budget

Question 29

What are the characteristics of a Project-Oriented matrix

Answer 29

Groups employees, collocated or not, by activities on a project Project manager: Complete or close to complete, power High Level of autonomy over projects Work full time on the project with their team A full-time administrative staff Manages the budget

Question 30

What are the characteristics of a Virtual Organization

Answer 30

Utilizes a network structure within the organization Points of contact represent the different departments Communication can be a challenge The project manager has low authority over the project team Shares authority over the project budget with the functional manager The project manager could be full time or part-time Project team members are likely to be part-time Administrative staff for the project could be part-time of full time

Question 31

What are the characteristics of a Hybrid matrix

Answer 31

Composite structure Blend of other org types Usually associated with Special Projects Project manager unique to the structure

Question 32

What are the characteristics of a Project Management Office (PMO)?

Answer 32

PMO organizes and manages control overall projects Program Management office Project office of a program office Uniform approach for all projects PMO can help project managers share resources across projects Offer coaching and communication Change Control and Stakeholder Management Help resolve issues

Question 33

What are the Different Types of Project Management Offices (PMO)

Answer 33

Project Management Office Directive PMO- most control Controlling PMO-moderate control Supportive PMO- low control

Question 34

What is a Directive PMO?

Answer 34

Most Control The project manager is part of the PMO Manages and controls all projects PMO Control is high

Question 35

What is a controlling PMO

Answer 35

Moderate control ``` Defines project governance Required templates and forms Defined project management activities Communication requirements PMO control is considered moderate ```

Question 36

Supportive PMO

Answer 36

Low control ``` Offers Advice Best Practices Lessons learned Forms and Software Project information from similar projects ```

Question 37

What is the role of the project manager?

Answer 37

Manages things, lead people to the conclusion Project Manager Communicates Project Managers Negotiate Project Manager Problem Solve

Question 38

What is the project manager's sphere of influence?

Answer 38

This a two way street of influence one can influence the other with different controls and parameters set by both the PM and Stakeholders

Question 39

What groups and persons can be considered for stakeholder influences?

Answer 39

Project Team: Leads and directs the team Organizational Managers: Work with the manager to access resources Functional manager can have an influence on the project Project management office: work with the project management office Steering committee: Report on the project status and progress Choose the project Set the vision Set the KPIs that work will be evaluated

Question 40

How do you influence the project as a PM?

Answer 40

Communication skills Positive attitude-project leadership Not combative but can state the problem Happy

Question 41

What is the influence that the organization can have on the PM?

Answer 41

Organization Characteristics Policies Modes of operations Underlying culture Political alliances How much political capital do I have Differing Motivations Conflicting interests Power Struggles

Question 42

What do you have to consider to manage Social, Economic, and environmental project Influences?

Answer 42

Marketplace and economic conditions Environmental concerns and regulations The social view of the project and its outcomes Consider International Influences ``` Culture Language Economic models Regulations and laws Social Influences ```

Question 43

What are the four cultural and Industry Influences we need to consider when it comes to influencing?

Answer 43

Current trends and practices Org culture Culture at large Project management communities Within company Within Industry Project management education How can I be a better PM in my industry? Application areas How does it affect the culture?

Question 44

What are the three types of skills needed for technical projects?

Answer 44

Apply Project management knowledge Initiate Plan Get to complete Knowledge areas are technical project skills Think about what you do to define the scope, schedule and cost Business skills and business expertise

Question 45

What are the Critical Project Management Skills?

Answer 45

``` Critical project success factors Schedule management Selected financial reports Issue Log maintenance Tailor techniques and methods Plan thoroughly and prioritize Manage schedule, cost, resources, and risks ```

Question 46

How Do I stay relevant in my industry?

Answer 46

Product and technology development New and changing market niches Standards Project management Quality management Information security management Technical support tools Economic forces that impact the immediate project Influences affecting the project management discipline Process Improvement and sustainability strategies

Question 47

What Business knowledge skills do we need to know?

Answer 47

Strategy Explain essential business aspects of a project Explain how the strategy, tactics and the objectives of the project support the org Team Work with the project sponsor, team and SMEs (Subject Matter Experts Value How does the project support business value. Opportunities

Question 48

What Business Organization skills do we need to know

Answer 48

Strategy Mission Goals and objectives and how do I support that Products and services ``` Operations How does the project affect operations Market conditions Is there a downturn or upturned market Time to market factors Do we need something fast? ``` Competition

Question 49

What Project Management and Business skills do we need to know

Answer 49

Risks and issues Financial implications Cost-benefit analysis: net present value, return on investment Business value Benefits realization expectations and strategies Scope, Budget, Schedule and quality

Question 50

What are the different Power types we can utilize for influence?

Answer 50

``` Positional Power Informational Power Referent Power Situational Power Personal or Charismatic Power Reward power Ingratiating Power Pressure based Power Guilt-based Power Persuasive Power Avoiding Power ```

Question 51

What are the differences between leadership and management?

Answer 51

Leadership is about aligning and motivating Leadership is more emotional intelligence Leadership is inspiring people to work together to achieve great things Management is getting things done Management about business skills

Question 52

What makes a good leadership personality

Answer 52

``` Authentic Courteous Creative Cultural Emotional Intellectual ```

Question 53

What are the different Leadership Personalities?

Answer 53

``` Managerial Political Service-oriented Social Systemic ```

Question 54

What are the 7 essential leadership skills

Answer 54

Guide Lead people to results Negotiate Fair and balanced results Communicate 90% of project management Think Critical thinking is a skill Motivate Inspire and direct the project team Resilience Work through issues Solve Solve problems and has quick wins Interpersonal Approachable and friendly

Question 55

What are the important skills to deal with people?

Answer 55

Stakeholders are people People skills = Soft Skills More commonly known as Emotional intelligence Understanding Emotion and behavior Control emotions and responses Influence other’s emotions

Question 56

What is important when it comes to leadership communication?

Answer 56

- 90% of project management is communication - Managing expectations - Accepting feedback - Offering constructive feedback - Asking and listening

Question 57

What is important to focus on on leadership project management?

Answer 57

-Prioritizing work by reviewing and adjusting -Creating a prioritization method that works for the project -Differentiating high-level strategic priorities -Vigilance on primary project constraints -Flexible on tactical priorities -Fail fast and often Find out if this works now not later Manages Massive amounts of Information

Question 58

What are the six leadership styles?

Answer 58

1. Transactional 2. Servant leadership 3. Laissez-Faire Leadership 4. Transformational 5. Charismatic 6. Interactional

Question 59

Why is transactional leadership important?

Answer 59

In all honesty, transactional leadership in no way seems helpful. It seems like the motivation is making the job. Do your job because your getting paid, it seems like that of any other job. Find out more information here

Question 60

Why is rewards and punishments leadership important?

Answer 60

Rewards and punishments emphasize the goals of the project and rewards and provide disincentives for the project team. It can drive competition which can foster competition and force people to do/better and force innovation. Maybe. Competition does not foster teamwork though.

Question 61

Why is servant leadership important?

Answer 61

Focus on the needs of the project team and the people served. Mostly associated with scrum and agile Focus on putting others first and the needs of the team to succeed. Servant Leaders provide opportunities for growth, education autonomy within the project, and the well-being of others.

Question 62

What is laissez-faire leadership?

Answer 62

A hands-off approach to project decisions. The project team makes decisions and creates goals. Leadership can appear absent Provide autonomy but can lack direction

Question 63

Why is transformational leadership important?

Answer 63

It inspires change through inspiration and motivation. Aim to empower the project team to take action, be innovative in the project work and accomplish through ambition. This could lead to unrealistic expectations you can't expect people to want to put their all into something they are not passionate about.

Question 64

Why is charismatic leadership important?

Answer 64

The charismatic leader inspires the team and helps them achieve the project goals. Who doesn’t want to follow someone easy to follow? It’s easier to follow someone who isn’t a drag on energy. And can help to coach or lead a team to realize that they can do more than think they can.

Question 65

Why is interactional leadership important?

Answer 65

This is important because this is based on experience and knowledge and passing on that knowledge to motivate the team to take action. They are excited about the project work. Yet stills holds the team accountable for their actions when they mess up. It’s to coach in a way that shows what went wrong but also how to improve. At least that’s the way I think of coaching.

Question 66

Why is performing integration important?

Answer 66

It is important because this is the way we can determine if the project is aligned with the goals of the business. If it is not then we should drop the project and move on to something else quickly. Integration addresses how the project is integrated with the goals tactics and vision of the org Integration at this level means working with the project sponsor to ensure that the goals and objectives of the project mesh with the goals and objectives of the organization If not then drop the project. Projects must support the broader vision and purpose of the organization Projects must support the broader vision and purpose of the organization or the project likely isn’t contributing to business value and may have challenges garnering support within the organization

Question 67

Why is process-level integration important? & what is process-level integration?

Answer 67

It is important because it is how we implement processes into other processes and is the interrelationships among processes. So in short how do we go from one phase to the next?

Question 68

What is Cognitive level integration?

Answer 68

Involves a deep understanding of all of the processes the skills and the tools to drive project success. ``` Experience of the project manager Insight Leadership Ability Mastery of the knowledge areas ```

Question 69

What is context level integration

Answer 69

Level of integration is where we’re changing the way a process is used, given a different context, situation or scenario. ``` Changing times Social networking virtual teams insights to look into evolving project landscapes Benefits and disruptions ```