Module 5 Monitor and Control Flashcards
Support the Project Team (93 cards)
1
Q
What is one of the main objectives of supporting the team?
A
Enhancing team performance
2
Q
Multiple Choice: Which of the following is NOT a method to support the team? A) Coaching B) Micromanaging C) Motivating D) Communicating
A
B) Micromanaging
3
Q
What is the significance of team dynamics in project management?
A
It affects team performance and project outcomes.
4
Q
Should conflict within a team should always be avoided?
A
No
5
Q
What is the purpose of team-building activities?
A
To improve collaboration and trust among team members.
6
Q
Multiple Choice: Which of the following is an example of a supportive leadership style? A) Autocratic B) Laissez-faire C) Servant leadership D) Directive
A
C) Servant leadership
7
Q
What is a key benefit of providing feedback to team members?
A
It helps improve performance and development.
8
Q
Is only the project manager is responsible for team motivation?
A
No
9
Q
What should a project manager do when a team member is struggling with their tasks?
A
Provide support and resources to help them.
10
Q
Is Trust is essential for fostering a positive team environment.
A
Yes
11
Q
Which tool can help track team performance? A) Gantt Chart B) SWOT Analysis C) RACI Matrix D) Kanban Board
A
A) Gantt Chart
12
Q
What is the role of emotional intelligence in supporting the team?
A
It aids in understanding and managing team member emotions.
13
Q
A project manager should facilitate __________ among team members.
A
collaboration
14
Q
What is a key strategy for managing remote teams?
A
Utilizing technology for communication and collaboration.
15
Q
What are some artifacts for the Monitoring and Controlling Process?
A
EVM
Pareto Charts
Control Charts
Scatter Diagrams
Fish Bone Diagrams
16
Q
Describe Value Stream Mapping?
A
Define process in a flowchart, then question each one to see if you can automate it or eliminate it.
17
Q
What are the 3 questions used to run a Sprint Retrospective?
A
- What went well?
- What can we do differently?
- What can we stop doing?
18
Q
Define Explicit Knowledge?
A
Knowledge that can be codified using symbols, words, numbers and pictures. Easy to document and share.
19
Q
Define Tacit Knowledge?
A
Knowledge that can be difficult to articulate and share such as beliefs, insights and experience.
20
Q
Explain why you give or get feedback?
A
To make improvement, not to tell you you are wrong.
21
Q
List Knowledge Transfer Opportunities?
A
Networking
Special Interest Groups
Seminars/Meetings
Trainings
Shadowing
22
Q
Define Communities of Practice?
A
A forum of experts who are safe to share their findings and knowledge.
23
Q
What are the 3 levels of Knowledge Management?
A
Individual
Project
Organization
24
Q
Define Non-Functional Requirements?
A
They are quality requirements.
25
Define Scope Validation?
Customer accepts the completed deliverables.
26
Define Milestone Schedule?
High-Level visualization of progress work against planned dates.
27
Define Quality Reports?
Charts and reports based on the quality metrics collected.
28
Define Earned Value Management Reports?
Graphs and values based on EVM equations.
29
Define Variance Analysis Reports?
Graphs and their analysis comparing actual results to expected results.
30
Define Work Performance Reports?
Physical or electronic representation of work performance information complied in project documents, intended to generate decisions, actions or awareness.
31
Dashboards
Physical or electronic summaries, usually with visuals or graphics to represent the larger data set.
32
Explain what knowledge areas you measure and what is measured in them?
What you measure:
Scope:
* % of work completed
* Change requests
Schedule:
*Actual Duration of Work against projected start and finish dates
Budget:
*Actual Costs
*Check Procurements are sufficient for needs
Resources:
*Team allocations/availability/procurement
*Performance Appraisals -team/vendors
*Contract Management
Quality:
*Technical Performance
*Defects
Risk:
*Risk Register
33
Define Burndown Chart?
Tracks work to be completed in the iteration level.
Used to analyze variance to ideal burn-down of work committed to during planning in each iteration.
34
Define Burnup Chart?
Tracks work completed at release level. Shows accumulated progress of completed work. Its updated after each iteration to show the amount of work left for the release plans.
35
Explain when to use a burn up vs a burn down chart?
Burn up charts are usually presented to higher level stake holders to show progress of the overall project at the release level.
Burn down charts are used by the team to see the work left in an iteration.
36
What is another name for a burn up chart?
Feature Completed Graph
Called that in Feature Driven Development (FDD)
37
What is a burn chart?
A chart in PMI (Project Management Institute) and Agile contexts used to visualize project progress by showing completed work against the total work scope over time.
It helps track progress, identify scope changes, and predict completion.
The chart typically features two lines: one representing the total amount of work and another showing completed work. It shows the progress of the backlog visually.
38
Define Information Radiators?
A visual display of project information, often in a highly visible location.
39
What metric is used to measure time boxed approaches?
Velocity
40
What metrics do continuous flow approaches use?
Through put
Cycle Time
Lead Time
41
Define Continuous Flow Diagram?
A visual tool used in Agile project management and Kan-ban>> to track the progress of work items through different stages of a workflow.
It helps teams understand workflow stability, identify bottlenecks, and measure progress.
CFDs are often used in Agile project management alongside other tools like burndown charts and burnup charts
42
Define Velocity?
Team's estimated rate of progress of completed work. It's calculated by estimating the the number of story points that can be completed during an iteration. Goal is to achieve constant velocity from one iteration to the next.
Velocity is a unique metric to a project, it can't be used to compare the performance of teams.
43
Define Earned Value Management?
Its the technical method used to measure project progress by comparing actual schedule and cost performance against planned performance, per the schedule and cost baselines.
44
What is the purpose of Earned Value Management?
To evaluate progress of schedule and budget.
To prevent further degradation of budget or schedule.
45
What are the 3 variables in Earned Value Management?
Planned Value
Earned Value
Actual Cost
46
Define Planned Value?
The authorized budget assigned to scheduled work.
47
Define Earned Value?
The measure of work performed expressed in terms of the budget authorized for that work.
48
Define Actual Cost?
The realized cost incurred for the work performed on an activity during a specific time period.
49
Define Lead Time?
The amount of time an item takes to go from being requested to being accepted by the customer. Its the length of time a work item takes to go through the entire process from request to done.
50
Define Cycle Time?
The amount of time from when you start working on an item to the time you deliver it. Its the length of time it takes to do the item's work...not the time it takes for that item to go through the whole process from backlog to acceptance. Just work to delivery.
51
Explain why we Calculate Schedule Variance (SV)?
To find if the project is progressing on schedule.
52
Explain why we Calculate Cost Variance (CV)?
To find the current budget deficit/surplus.
53
Explain why we calculate Schedule Performance Index (SPI)?
To determine how efficiently the team is working.
54
Explain why we calculate Cost Performance Index (CPI)?
To determine the cost efficiency of budgeted resources.
55
How do you determine if more funds are needed during a project in execution?
EAC/ETC Analysis.
56
Explain Estimate at Completion (EAC)?
An analysis that shows what the project will cost in total based on current Cost Performance Index and set Budget at Completion.
EAC = BAC/CPI
57
Explain Estimate to Complete (ETC)
An analysis that shows how much more cost is required to complete the remainder of the project based on the Estimate at Completion and Actual Costs.
ETC = EAC - AC
58
Define Physical Resources?
Resources that are not human. IE...
Equipment
Materials
Facilities
Infrastructure
59
Explain good Physical Resource Management?
Ensure resources are available "just in time" and released when no longer needed.
Ensure physical resources assigned are available as planned.
Monitor planned vs actual utilization of resources.
60
Explain how you handle contract disputes and changes in each approach?
Waterfall = Perform Integrated Change Control
Agile = Backlog Reprioritization
61
What changes must be done though an integrated change control process in Waterfall?
Changes that affect the cost and schedule baseline.
62
Explain the Quality Management Guidelines?
Assess quality of project approach and activities.
Evaluate quality of deliverables through inspection and testing.
Evaluate quality of activities and processes through audits and reviews.
Focus on detecting and preventing errors and defects.
63
Define Quality Audit?
A systematic examination of a quality system, often conducted by an internal or external auditor, to ensure processes are producing quality products and to identify areas for improvement
64
Discuss the Quality Control Tools?
Data Gathering:
Checklists/Check sheets
Statistical Sampling
Questionnaires and Surveys
Data Analysis:
Performance Reviews
Root Cause Analysis
Data Representation:
Cause and Effect Diagrams
Scatter Diagrams
Control Charts
Histograms
Pareto Chart
65
Describe the 3 part workflow of working with data?
1. Data Gathering
2. Data Analysis
3. Data Representation
Note: you can represent the data before analyzing it. For example making a histogram of the gathered data and then a Pareto Chart to focus on the issues you want to address, then doing a root cause analysis to come up with a plan to correct the situation.
66
List and define the 4 Data Gathering Tools in Quality Control?
Checklists - outlines key tasks and activities
Check Sheets - aka a tally sheet or frequency distribution sheet, systematically collect and organize data related to specific events, defects, or attributes
Statistical Sampling - a representative portion of a population is inspected to make inferences about the entire population
Questionaires/Surveys - gathers data from people. IE: team members, stakeholders, customers, end users...etc
67
List the 2 Data Analysis Tools in Quality Control?
Performance Reviews
Root Cause Analysis
68
List the 5 Data Representation Tools in Quality Control?
Cause and Effect Diagrams
Scatter Analysis
Control Charts
Histograms
Pareto Chart
69
What is a Cause and Effect Diagram?
A graphic technique, (also known as fish bone diagrams, herringbone diagrams, or Ishikawa) is used for displaying characteristics of a given situation or problem.
70
Explain the difference between Flowcharts and Ishikawa Diagrams?
Flowcharts show the steps in a process while Ishikawa diagrams show the causal factors for an effect.
Flow charts are sequential
Ishikawa diagrams are ribbed, or difuse
71
Explain why a Scatter Diagram is used?
Its used to identify the type of relationship/correlation between 2 variables (independent on the X axis and dependent on the Y axis), however it cannot quantify the relationship between the two variables, only qualify they are correlated or not.
72
What are the 3 main types of correlations on a Scatter Diagram?
Strong Correlation
Moderate Correlation
No Corrolation
73
Define a Control Chart?
A tool used to determine the stability, predictability and behavior of a process over time. Ideal for repetitive, stable processes.
Shows a mean, control limits and specification limits. Follows the "Rule of 7". If a point is ON the control line, its ok, the PROCESS is in control.
74
Define the Rule of 7?
A visual indicator that a process is out of control when seven consecutive data points fall on the same side of the mean.
On a Control Chart, investigate the increase/decrease of seven consecutive points on the same side of the mean, indicating a trend/potential issue.
The rule of 7 is often used to detect mean shifts, which are sudden changes in the average value of a process. Do a root cause analysis to find out why this is occurring in the process.
75
Explain Earned Value (EV)?
Cost and effort performance tracking against Planned Value (PV)
76
Define Quality Metrics?
A description of a project/product attribute and how to measure it.
Used to track quality in deliverables, defects and acceptable output.
77
Define Variance Analysis?
A technique for determining the cause and degree of difference between the baseline and the actual performance.
78
Define A/B Testing?
A marketing approach used to determine user preferences.
Done by showing different sets of users similar services with one independent variable - an Alpha and a Beta version - to see which is preferred.
79
Define a Pareto Chart?
A histogram that is used to rank causes of problems into a hierarchical chart. Uses the 80/20 Rule for decision making.
80
Define the 80/20 Rule?
A general principal that states that a large number of issues/defects, typically 80%, are commonly due to a relatively small number of causes, typically 20%.
81
Describe how to use a Pareto Chart?
Used in quality control and expressed in a Pareto Chart. Resolving 20% of the causes can reduce issues by 80% if you have the causes ranked in a hierarchical histogram.
82
Define a Histogram?
A graphical representation of data distribution, specifically frequency within ranges (Bar Chart).
Often used for quality control and resource planning.
83
What is the purpose of Gantt Charts?
To track schedule performance over time.
84
Quickly explain Quality Management?
Use inspections and testing on deliverables, and
reviews and audits on processes/activities
to
Detect and prevent errors and defects.
85
Define an Issue?
A condition or situation that may have an impact on the Project Objectives.
Predictive Term
86
Define an Impediment?
An obstacle that prevents the Team from achieving its objectives.
Agile Term
87
Name the 8 areas in Monitoring and Controlling where Issues can arise?
Risk
Quality
Schedule Control
Cost Control
Project Variance Analysis
Procurement
Communication
Scope Change Control
88
Describe how to resolve an issue in Predictive?
Add issue to the Issue Log
Assign an owner and realistic due date
Limit number of open issues
Discuss them at every status meeting
Escalate if the effects are major
89
Describe how to resolve issues in Agile?
Track Impediments
Re-prioritize the Product Backlog
Use daily stand up meetings
Be a Servant Leader
90
Define the 4 causes of project changes?
Inaccurate initial estimates
New regulations
Missed requirements
Specification changes
91
Define the 4 sources of Change Requests in Waterfall?
Preventive Action - ensures future performance with the Project Management Plan
Corrective Action - Adjusts work with the Project Management Plan
Defect Repair - modifies non conformance within the project
A Change - modifies a baseline
92
Define a Contract Change Control System?
A structured process for managing and approving changes to a contract after it has been signed. Includes:
Documentation
Dispute-resolution methods
Approval levels needed for change
93
Define Change Control Board (CCB)
A formally charted group responsible for
Reviewing
Evaluating
Approving
Delaying
Rejecting
Change requests for the project and recording and communicating such decisions.
