Project Management Flashcards
Planning departments are typically divided in which of the following ways?
- Function (e.g., transportation planning, land use planning, CDBG, subdivision
reviews) - Process (i.e., the steps necessary to the agency’s work, such as research and
development or demographic analysis) - Time (e.g., current planning, long-range planning)
- Area (i.e., staff members are assigned to geographic areas within the involved
municipality)
Which of the following internal organization structures is centered on the
employees and encourages collaboration and teamwork?
Horizontal
Line vs. staff functions
Line functions provide services directly to the public while staff functions more behind the scenes or longer range functions (like long range planning, comp planning) that don’t require day-to-day public contact. These also include functions that support the organization with specialized advisory and support functions. These are often “back office” operations which can be located in locations not easily accessed by the public.
- The communication of the agency’s goals to subordinates
- The motivation of subordinates
- The coordination of subordinates
- The reporting of the agency’s work and accomplishments
Role of Planning Durector
an organized attempt to build stronger relationships between a planning agency and the outside officials,
administrators, departments, authorities, and other governmental units that are relevant
to the planning agency’s functions
“development management
the various tasks involved in a project are listed on the y-axis, and the time period in which the project as a whole must be completed is depicted on the x-axis. The time period allotted to each individual task is
represented as a horizontal bar. Thus, —— organize and allocate time among these tasks.
Gantt Charts
depicts the relationships among a project’s constituent tasks as links in a web. PERT systems are capable of reallocating the available resources (e.g., time, labor, materials, etc…) among these tasks (where
feasible) to keep the project on-time and on-budget. A probability technique – which
involves estimations of the most optimistic, pessimistic, and realistic resource
Project Network Diagram (PERT) Chart
determine the “optimal solution:” i.e., the allocation of resources (e.g., time, labor, materials, etc…) among a project’s constituent tasks that will complete the project using a minimal amount of each
resource. CPM accomplishes this by estimating – for each task – a crash cost
(finishing the task in a minimum amount of time by using unlimited labor and
materials) and a crash time (finishing the task with minimum amounts of labor and
materials by using an unlimited amount of time). CPM can be used within a PERT
system
this is the highest estimated time it will take to complete the project
Critical Path Method (CPM)
RFI vs. RFP vs. RFQ
RFI is used to gather information, RFP is used to solicit proposals and SOWs for a specific project, and RFQ is used to solicit quotes when needs are clearly defined
Request for Information (RFI):
This is the initial stage where organizations gather information about potential vendors and solutions. It’s used to explore the market, understand different capabilities, and identify potential partners.
Request for Proposal (RFP):.
When a clear need is identified, an RFP is used to solicit detailed proposals from potential vendors. It’s used to compare different solutions and select the best fit for the organization.
Request for Quotation (RFQ):
This is used when the need is clearly defined and the organization wants to get pricing information from different suppliers. It’s often used for standard products or services where price is a key factor
An **RFQ (Request for Quote) should be chosen over an RFP (Request for Proposal) **when the primary goal is to obtain the best price for a well-defined product or service, and the buyer has a clear understanding of their needs. RFQs are faster and more streamlined, focusing solely on cost, while RFPs are used for more complex projects where expertise and solutions are evaluated beyond just price.
Indicator vs. Benchmark
Indicators limited and stilled data that tell a story without reviewing all data (per capital VHMT, wait time at given intersection) vs.
Benchmark: target measurement used ot gauge how a community is doing in relation to a predetermined or final target (reaching VHMT goal)
focuses on driving innovation and implementing continuous improvement within
government organizations.
Started at Toyota (and also known as the “Toyota Way”), —— is based upon two pillars (Koenigsaecker 2013):
* The concept and practice of continuous improvement
* The power of respect for people
simple yet elusive goal of identifying and eliminating waste in all work activities
Lean has two pillars. Data gathering assists with continuous improvement, but showing respect for people
and increasing employee morale means that management needs more interaction with staff. The Development Continuum established “Lean 1:1 meetings”—one-on-one meetings between an employee and either a manager, director, or representative from human resources. These meetings had two purposes:
* To ask the employee, without judgment, the average time it takes them to do a task, such as site plan review, zoning review, or staff reports.
* To ask the employee, if they could snap
Lean management
What to do when you are behind schedule or over budget ……. when time or money need to be made up on a project.
1) Fast Tracking - running two or more tasks in parallel
2) Crashing - adding resources like costs (without changing WBS dependencies)
Using these techniques runs the risks of Team burnout, higher costs, Lower quality work
WBS: Work Breakdown Structure (WBS) integrates scope, cost and schedule baselines ensuring that project plans are in alignment.
uses a mathematical or graphical technique to find the optimal way to use limited resources.
Linear programming
- the Critical path method (CPM) is used to determine the longest duration and cost required for completing the project and then the time-cost trade–off analysis is formulated through the use of a linear programming model.
-The data needed for crashing project activities by means of the linear programming technique are the time and cost for each activity when it is done in the normal way and then when it is fully crashed (expedited). The project manager can investigate the effect on total cost of changing the estimated duration of the project to various alternative values.
three basic line functions
Planning:
This function involves setting goals, objectives, and strategies to achieve them. Planning also includes developing action plans and timelines.
Organizing:
This function focuses on establishing the structure and processes to implement the plans. It involves allocating resources, assigning responsibilities, and creating a framework for collaboration.
Leading:
This function involves inspiring and motivating individuals to achieve organizational goals. It also encompasses providing direction, guidance, and support to team members.
can only be applied to one’s departmnet
Which of the following is the MOST IMPORTANT element in every contract for consulting work?
**insurance and indemnification clause:
**
Local government risk managers and finance directors frequently seek indemnification from consultants for claims that relate to the consulting work. Under an indemnification provision, one party agrees to reimburse the other party or pay directly for costs arising from claims related to the work. Also, local governments typically want proof that a consultant maintains certain types of insurance; the contracting agency may also ask to be named as an “additional named insured” under one or more insurance policies. As part of the contract with a consultant, a local government usually requires that the consultant carry at least workers’ compensation and general liability insurance; most contracts will also require that the consultant carry errors and omissions (malpractice) insurance.
However, this is somewhat less an issue than it was in the past. Previously, most general liability policies held by consultants and other businesses excluded contract liability, meaning that an indemnification clause could make the firm liable for uninsured costs or that the consultant might have to seek special insurance of a type that was not readily available. The commercial general liability policy forms in common use since 2013 typically include contractual liability coverage and thus provide insurance to back up an indemnification provision. Additionally, governmental immunity laws in most states now provide sufficient protection to local governments that they do not really need the indemnification. APA recommends a contract form in Appendix A of their PAS Report 573 that includes a provision for indemnification for the “negligent acts” of the consultant, which seems to be a reasonable compromise.
