Initiating a Project - Mod 101

Question 1

Initiating Project Group

Answer 1

align the stakeholders’ expectations and project purpose, inform stakeholders of scope and objectives, and discuss how their participation in the project and its associated phases can help to ensure their expectations are met.

Question 2

Initiating Group Processes

Answer 2

Develop project charter and identify stakeholders

Question 3

Project charter

Answer 3

documents the formal authorization of the existence of the project; part of the Project Integration Management knowledge area

Question 4

Identify Stakeholders

Answer 4

identifies the people, groups, or organizations that could impact or will be impacted by the project

Question 5

Project boundary

Answer 5

point in time a project or project phase is authorized to its completion

Question 6

Project Integration Management

Answer 6

includes the processes and activities to identify, define, combine, unify, and coordinate the various processes and PM activities within the PM Process Groups (knowledge area owned by project manager – cannot be delegated or transferred)

Question 7

Trends and Emerging Practices in Initiating Project Group

Answer 7

a. Using automated tools
b. Using visual management tools
c. Managing project knowledge
d. Expanding the project manager’s responsibilities
e. Leveraging hybrid technologies (e.g., agile)

Question 8

Tailoring Considerations in Initiating Project Group

Answer 8

a. Adjust project and development life cycles as needed.
b. Manage approaches and project knowledge.
c. Define processes for change management and governance.
d. Capture lessons learned and ensure delivery of project benefits.

Question 9

Agile/Adaptive Environments in Initiating Project Group

Answer 9

a. Detailed product planning and delivery are delegated to the team.
b. PM focuses on building a collaborative decision-making environment.
c. Ensure that there is a broad skills base rather than a narrow specialization.

Question 10

Inputs for a project charter

Answer 10

i. Business documents – project benefits management plan is the document that describes how and when the benefits of the project will be delivered, and describes the mechanisms that should be in place to measure those benefits.
ii. Agreements – agreements define the initial intention of the project. Examples include memorandums of understanding (MOUs), service level agreements (SLAs), letter of agreements, etc.
iii. EEFs
iv. OPAs

Question 11

Tools and Techniques for Developing a Project Charter

Answer 11

i. Expert judgment – may involve consulting with individuals or groups with the expertise or specialized knowledge such as consultants, stakeholders, associations, industry groups, SMEs, and the PMO.
ii. Data gathering – includes brainstorming to identify a list of ideas in a short period of time, focus groups to bring together stakeholders and SMEs to learn about the perceived project risk and success criteria, and interviews to obtain high-level requirements, assumptions or constraints.
iii. Interpersonal team skills – interpersonal and team skills include conflict management, facilitation, and meeting management.
iv. Meetings – meet with key stakeholders to identify the project objectives, success criteria, key deliverables, high-level requirements, summary milestones, and other summary information.

Question 12

Outputs for Developing a Project Charter

Answer 12

i. Project charter – formally authorizes the project, gives the PM legitimacy, and signifies the project sponsor’s commitment.
ii. Assumption log – captures high-level strategic and operational assumptions and constraints and documents lower-level activity and task assumptions.

Question 13

Stakeholder Identification Process - Trends and Emerging Practices

Answer 13

i. Identify all stakeholders, not just some.
ii. Ensure the entire team engages all stakeholders.
iii. Review stakeholder engagement on an ongoing basis.

Question 14

Stakeholder ID Process - Tailoring Considerations

Answer 14

i. Follow a process that will ensure stakeholder diversity.
ii. Uncover the complexity of stakeholder relationships.
iii. Leverage the most efficient technology to communicate with stakeholders.

Question 15

Stakeholder ID Process - Agile/Adaptive Environments

Answer 15

i. Engage stakeholders directly instead of going through a hierarchy.
ii. Schedule regular interactions with the stakeholder community.
iii. Accelerate the sharing of information to all stakeholders.

Question 16

Project Stakeholder Management

Answer 16

includes the processes required to identify the people, groups, or organizations that could impact or be impacted by the project, to analyze stakeholder expectations and their impact on the project, and to develop appropriate management strategies for effectively engaging stakeholders in project decisions and execution.

Question 17

Inputs to ID Stakeholders

Answer 17

1. Project charter
2. Business documents – review the business case to identify the project objectives and initial list of project stakeholders, and the benefit management plan to determine how the benefits claimed in the business plan will be realized.
3. Project management plan – will not be available when initially identifying the stakeholders. After it has been developed, revisit it to see if additional stakeholders will be engaged. Specifically, review the communication management plan and stakeholder management plan.
4. Project documents – will not be available when initially identifying the stakeholders. However, because stakeholders should be identify throughout the project, review the change log, issue log, and requirements documentation after they have been created.
5. Agreements – review existing agreements to identify additional stakeholders.
6. EEFs
7. OPAs

Question 18

Tools and Techniques for Stakeholder ID

Answer 18

1. Expert judgment – seek the knowledge of individuals or groups with specialized training or SMEs in the area such as senior managers, other departments, industry groups, etc.
2. Data gathering – use questionnaires and surveys, and organize brainstorming sessions to gather data that will help with stakeholder ID.
3. Data analysis – collected data can be analyzed using stakeholder analysis and/or document analysis.
4. Data representation – Stakeholder ID data is typically depicted using stakeholder mapping.
5. Meetings – Schedule a profile analysis meeting to gain a broader and deeper understanding of the major project stakeholders.

Question 19

Outputs for Stakeholder ID

Answer 19

1. Stakeholder register -
2. Change requests
3. Project management plan updates
4. Project documents updates

Question 20

Three Steps for Stakeholder ID

Answer 20

1. ID all potential stakeholders
2. Analyze the potential impact or support of each stakeholders
3. Assess how each stakeholder will react to various project situatins.

Question 21

Assumption Log

Answer 21

Captures high-level strategic and operational assumptions and constraints and documents lower-level activity and task assumptions.