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APM PMQ > General Revision > Flashcards

General Revision Flashcards

Best to approach this after completing other revision. Questions largely relate to general or key points about APM Topics to see how much on a subject you are able to remember from a prompt.

1
Q

TOPIC: Project Management

What are the key points on projects?

A

-Timebound and unique - Use project management techniques.
-Deliver outputs.
-Capital funded.
-Use a range of specialist skills.
-Risk aware - mitigate only high priority risk.

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2
Q

TOPIC: Project Management

What are the key points on Business as Usual?

A

-Repetitive operations - uses process management techniques.
-Uses outputs to deliver outcomes and benefits.
-Revenue funded.
-Uses (one or two) functional skills.
-Risk averse - tend to mitigate all risks.

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3
Q

TOPIC: Programme Management

What are the key points on programmes?

A

-A group of projects with related business benefits.
-Aligned to an overall strategy.
-Benefits integrated during the life of the programme.
-May be inter-project dependencies.
-Deliver outcomes.

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4
Q

TOPIC: Programme Management

What are the benefits of programme management?

A

-Focus on strategic objectives.
-Focus on transition management (making outputs into outcomes).
-Focus on benefits management.
-Manage inter project dependencies, focus resource where it is needed most.
-Risk and change handled at a more strategic level.

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5
Q

TOPIC: Programme Management

What are the Programme Manager responsibilities?

A

-Planning and controlling.
-Managing project interfaces.
-Defining governance.
-Managing the budget.
-Resource management.
-Managing communications, risks and issues.

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6
Q

TOPIC: Portfolio Management

What are the key points of Portfolio Management?

A

-Analysis of projects and programmes.
-Balance change initiatives with maintaining the BaU.
-Prioritisation and/or selection of projects and programmes.
-Continued monitoring of the portfolio.
-Adjustment of the portfolio with regards to current circumstances.
-Portfolios managed at different levels (Organisational or Functional level).

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7
Q

TOPIC: Project Lifecycle

What are the phases of the Linear Lifecycle?

A

-Concept.
-Definition.
-Deployment.
-Transition.

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8
Q

TOPIC: Project Lifecycle

What are the phases of the Iterative Lifecycle?

A

-Pre-Project.
-Feasibility & Foundations.
-Evolutionary Development.
-Deployment.
-Post-Project.

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9
Q

TOPIC: Project Lifecycle

What are the phases of the Hybrid Lifecycle?

A

It is a mix of the Linear and Iterative lifecycle, such as:

-Concept.
-Definition using iterative lifecycle.
-Deployment in tranches.
-Transition.

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10
Q

TOPIC: Project Lifecycle

What does the Extended Lifecycle include?

A

-Adoption.
-Benefits realisation.

Running in parallel with the first part of the Operations phase.

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11
Q

TOPIC: Project Lifecycle

What are the benefits of a Hybrid Lifecycle?

A

-Facilitates rolling wave planning.
-Ensures next phase of work is understood.
-Better estimating (shorter durations).
-Early identification of resource and improved resource utilisation.
-Limits risk as risks in the hsort term can be accurately identified.
-Funds allocated in ‘chunks’.
-Go/No Go decisions.
-Flexible to suit different industries/business sectors.
-Early phase success reinforces stakeholder commitment.
-Lessons learned can be applied to future phases.

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12
Q

TOPIC: Project Environment

What are the key points of the Project Environment?

A

-Refers to the environment within which a project is undertaken.
-Strategic goals.
-VUCA.
-PESTLE: Can identify stakeholders, risks, issues, constraints, assumptions, areas of scope, key dependencies.
-SWOT.

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13
Q

TOPIC: Project Management Plan

What are the key points of the PMP?

A

-What, Why, When, How, Where, Who, How much, What if, How good for a project.
-Written by a Project Team.
-Read by the stakeholders.
-Owned by the Project Manager.
-Approved by the Project Sponsor.

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14
Q

TOPIC: Business Case

What are the key points of the Business Case?

A

-Documents the justification.
-Costs vs. Benefits.
-Provides basis upon which ongoing viability can be judged.
-Produced at the end of Concept.
-Updated during Definition.
-Reviewed for validity throughout Deployment.
-Benefits reviewed during Transition Phase.
-Owned by Sponsor.
-Input.Information from PM, User, Suppliers, Financial experts.
-Investment Appraisal (NPV, IRR, Payback, DCF, WACC).

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15
Q

TOPIC: Business Case

What are the typical contents of the Business Case?

A

-Reason (The current situation).
-Business options reviewed and the chosen option.
-Benefits.
-Success criteria.
-Constraints.
-Dependencies.
-Major risks.
-Issues.
-Investment Appraisal.
-Cost Benefit analysis.

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16
Q

TOPIC: Project Management Office

What are the key points of the PMO?

A

Support function that can provide assistance managing:
-People.
-Performance.
-Systems.
-Processes.

Three types of PMO:
-Embedded.
-Centralised.
-Hub&Spoke.

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17
Q

TOPIC: Teamwork

What are the key points on Teamwork?

A

-Small group of people.
-Distinct Identity.
-Work together in a co-ordinated and mutually supportive way.
-Common purpose or goal.
-Team development (Tuckman).
-Team roles (Belbin).

18
Q

TOPIC: Teamwork

What are Tuckman’s stages of Team Development?

A

-Forming.
-Storming.
-Norming.
-Performing.
-Adjourning.

(Reforming…. sometimes).

19
Q

TOPIC: Teamwork

What are Belbin’s Team Roles?

A

-Plant.
-Resource Investigator.
-Chair.
-Shaper.
-Monitor Evaluator.
-Team Worker.
-Implementer.
-Completer.
-Finisher.
-Specialist.

20
Q

TOPIC: Teamwork

What are Belbin’s general points?

A

-There is no ‘best’ team role.
-Everyone has a ‘preferred’ team role.
-Everyone has a ‘secondary’ team role they assume when the team requires them to.
-Everyone has a role (or roles) they should try to avoid.

21
Q

TOPIC: Project Sponsorship

What does the Project Sponsor do?

A

-Business leader and decision maker.
-Primary risk taker.
-Project Champion.
-Maintains dialogue with PM.
-Addresses Stakeholder interests.
-Responsible for benefits identification and realisation.
-Owns the business case.
-Provides the funding.
-Reports to corporate management.

22
Q

TOPIC: Project Sponsorship

What should the Project Sponsor be?

A

-Able to work across functional boundaries.
-Able to commit time.
-Have enough experience to understand whether project is managed efficiently.

23
Q

TOPIC: Project Sponsorship

What are the key differences between Project Sponsor and Project Manager responsibilities?

A

Sponsor:
-Direction.
-Benefits.
-Effectiveness.

PM:
-Management.
-Delivery.
-Efficiency.

24
Q

TOPIC: Organisation

What are the different types of Organisation?

A

-Functional.
-Matrix.
-Project.

25
Q

TOPIC: Organisation

What are the advantages of a Functional Organisation?

A
  • Staff flexibility
  • Technical expertise
  • Peer learning
  • Career development
  • Communication
  • Functional problems solving
26
Q

TOPIC: Organisation

What are the disadvantages of a Functional Organisation?

A
  • Remote from client
  • One project many PMs
  • Many points of contact
  • Function superiority
  • Inward looking
  • No overall responsibility
  • ‘Chinese Walls’
  • Functional loyalty
27
Q

TOPIC: Organisation

What are the advantages of a Matrix Organisation?

A
  • Single point of contact
  • Global resources
  • Shared resources
  • Consistent “rules”
  • Tailoring to project
  • Rapid response to changes
28
Q

TOPIC: Organisation

What are the disadvantages of a Matrix Organisation?

A
  • Resources conflict between function
    and projects. Double reporting (line
    and project management)
  • Conflicting loyalties
  • Career path: functional department
    or project?
  • Overloading of individuals
  • “Ring fencing” of preferred personnel
29
Q

TOPIC: Organisation

What are the advantages of a Project Organisation?

A
  • PM line authority
  • Strong ‘team’ identity
  • Goal oriented
  • Project skills
30
Q

TOPIC: Organisation

What are the disadvantages of a Project Organisation?

A
  • Concurrent projects
  • Isolation
  • Development of functional skills
  • Continuity of employment
  • Group think
  • Expensive
31
Q

TOPIC: Stakeholder Management

What are the key points on Stakeholder Management?

A

-All those who have an interest or role in the project or are impacted by the project or can impact it.
- Identification (internal,
external, direct, indirect).
-Identify area of interest (T, C, Q)
-Assess Power(influence) vs Interest.
-Decide on management actions (Inform, Consult, Involve/Engage, Partner).
-Prepare communications plan.
-Ongoing management.

32
Q

TOPIC: Conflict Management

What are examples of Conflict within Projects?

A

-Conflict over project priorities.
-Conflict over administrative procedures.
-Conflict over technical opinions and performance trade-offs.
-Conflict over manpower resources.
-Conflict over cost.
-Conflict over schedules.
-Personality conflict.

33
Q

TOPIC: Conflict Management

What is the Conflict Management process?

A
  • Diagnose
  • Discuss
  • Achieve ownership
  • Agree
  • Reinforce
  • Remove (from the team)
  • Exit (from the organisation)
34
Q

TOPIC: Communication

What are some barriers to communication?

A

-Perception
-Level of education
-Region of experience
-Personality and interests
-‘Deaf ear’ to unfamiliar or boring topics
-Attitudes, emotions and prejudices
-Receiver hearing what they want to hear (confirmation bias)
-Sender and receiver having different perceptions
-Receiver evaluates the source before accepting the communication
-Words meaning different things to different people

35
Q

TOPIC: Communication

How might you improve communication?

A

-Obtain feedback
-Establish multiple communication channels
-Use face to face if possible
-Find out how sensitive the receiver is to your communication
-Communicate at the proper time
-Use simple language
-Say it in different ways

36
Q

TOPIC: Communication

What are the contents of a communication plan?

A

-Stakeholder list and contact details
-Information required by each stakeholder (group)
-Source of information
-Format of information
-Frequency of information
-Method of distribution

37
Q

TOPIC: Leadership

What are some leadership qualities?

A

-Honesty
-Ability to delegate
-Ability to communicate
-Sense of humour
-Confidence
-Commitment
-Positive attitude
-Creativity
-Ability to inspire
-Intuition

38
Q

TOPIC: Organisational Roles

What are the main Project Organisational Roles?

A

-Project Sponsor
-Project Manager
-Governance Board (Chaired by Sponsor)
-Team Manager
-PMO
-Project Assurance

39
Q

TOPIC: Organisational Roles

Who is usually on the governance board?

A

-Sponsor (Chair)
-User representative
-Supplier representative
-Other stakeholders

40
Q

TOPIC: Organisational Roles

What roles usually exist within a PMO?

A

-Configuration Manager/Librarian
-Financial Support
-Specialists in software tools

41
Q
A
42
Q
A

APM PMQ (22 decks)

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