Governance Flashcards
(17 cards)
What are the characteristics of a functional structure?
A stable or permanent environment working on BAU activity.
Governance is managed within functions, with strict controls to achieve set goals.
What are the characteristics of a project structure?
A project team is temporary and is specifically set up to deliver change and is subsequently disbanded following handover of outputs.
Governance is based on project methodologies and ensure the project aligns with the organisational strategy.
What are the characteristics of a matrix structure?
Matrix structures contain a mix of BAU (functional) and project skills. One team member may report to a line and project manager.
Governance has a dual reporting approach and needs to be well defined to ensure clear escalation routes.
What is the role and responsibility of the steering group?
- Make decisions
- Support and advise sponsor
- Authorise business case
- Influence and manage stakeholders
- Own high level risks
What is the role and responsibility of the project sponsor?
- Owns the business case
- Owns benefits realisation
- Provides project oversight from beginning to end
- Supports project manager
What is the role and responsibility of the project manager?
- Deliver the project
- Owns PMP
- Manages team, users, suppliers, contracts, resources, funding, risk etc
- Escalate issues and decisions to sponsor
What are the differences in project manager and project sponsor roles?
- Review: manager collates project data and sponsor reviews/takes decision
- Concept: sponsor authors business case, manager sets out how to achieve objectives
- Definition: Manager authors PMP, sponsor authorises
- Deployment: manager delivers, sponsor supports
- Transition: PM manages final accounts, sponsor signs off outputs and prepares for benefits realisation
What are the roles and responsibilities of the project users?
- Input project requirements
- Accept products when handed over
- Act as consultant during delivery phases
What is the role and responsibility of the product owner?
Role seen in iterative and hybrid lifecycles.
- Intermediary between project and users
- Owns product
What is the function of the PMO?
- Admin support
- Technical support
- Configuration owner
What are the 4 aspects of governance?
- Policy - provides guidelines and boundaries at organisational level (e.g. expenses policy)
- Regulations - ensures project conforms to specific standards (e.g. legal, ethical, etc)
- Processes, procedures, functions - PMP content (e.g. lifecycle, risk approach, etc)
- Delegated responsibilities - setting expectations (e.g. RACI)
What is the effect of a linear lifecycle on governance and financial authority?
Governance and assurance are embedded in each phase. Assurance is used to inform decision at gateway reviews.
Financial authority is set out in PMP.
Funding is released after each gateway review.
What is the effect of an iterative lifecycle on governance and financial authority?
Governance is devolved into the project team. Whilst this is embedded in each iteration, it’s typically more flexible.
Cost is fixed, therefore there is a larger focus on requirements.
What is the effect of a hybrid lifecycle on governance and financial authority?
Governance at delivery stage can be more flexible.
Funding is released following each gateway review, similar to linear lifecycle.
What is a project?
A project is a unique transient endeavour.
The focus of a project is to deliver outputs.
What is a programme?
A programme is made up of multiple projects and may also include BAU.
The focus of a programme is co-ordination of projects.
What is a portfolio?
A portfolio is a collection of projects and programmes.
Portfolio management focuses on choosing which projects and programmes to undertake, in line with organisational strategy and objectives.
