Project Mgmt Processes + Role of the PM

Question 1

What are the 5 process groups

Answer 1

Initiating
Planning
Executing
Monitoring and Controlling
Closing

Question 2

Describe a Project Life Cycle with 4 phases - in this case installing a new phone system

Answer 2

1. Deciding which phone system to install
2. Installing the phone system
3. Testing the Phone System
4. Training New Users

All 49 Processes will be used for all 4 phases.

Question 3

Can product phases overlap?

Answer 3

Yes, the initiating and planning process groups can be started while the monitoring and controlling process group of the previous phase is still going on.

Question 4

Initiating - what is the point, and what are the outputs?

Answer 4

Authorizing the start of either the phase or the project.

Project Charter and Stakeholder Register are the outputs.

Question 5

What are the key things that happen in initiation of a project? (7)

Answer 5

1 Authorize the project to start
2 Develop the project charter
3 Assign and set authority for PM
4 Determine why the project is needed
5 Identify high level estimates for time and costs
6 Determine high level risks that can affect the schedule or budget
7 identify high level constraints and assumptions

Question 6

What are the key things that happen in the planning process group? (8)

Answer 6

1 Create the PM Plan and all of it’s subsidiary plans
2 Identify the efforts and objectives needed to create deliverables
3 Create three baselines of scope, time and cost
4 Collect requirements from Stakeholders
5 Identify risk and create the best response to it
6 Determine what needs to be procured
7 Plan to meet quality requirements
8 Obtain plan approval from designated stakeholders.

Question 7

How many processes in planning?

Answer 7

24

Question 8

What are the key things that happen in the executing process group? (9)

Answer 8

1 Satisfy Project Specifications
2 Implement change requests
3 Select and acquire the project team
4 Manage and resolve conflicts among stakeholders
5 Conduct quality assurance
6 Communicate project status with stakeholders
7 Select Vendors/award Contracts
8 Implement responses to identified risks
9 Capture and document lessons learned

Question 9

Which process group usually takes the longest?

Answer 9

Executing

Question 10

How many processes in the executing group?

Answer 10

10

Question 11

what do change requests include?

Answer 11

corrective and preventative actions, and defect repairs

Question 12

What are the key things that happen in the Monitoring and controlling group? (8)

Answer 12

1 Ensure project work is on track with scope, time, and budget
2 Check to make sure quality requirements are met
3 Control Risk to ensure it doesn’t derail project
4 Ensure Vendors are fulfilling their contracts
5 Ensure stakeholders are being engaged
6 Correct any deviations to the stated plan
7 Get deliverables formally accepted
8 Make sure change requests are approved/denied

Question 13

How many processes in the monitoring and controlling group?

Answer 13

12

Question 14

What 2 process groups happen siumultaneously?

Answer 14

Executing and monitoring and controlling

Question 15

What are the key things that happen in the Closing Group? (5)

Answer 15

1 Contract closures
2 Archive Project Records + update knowledge bases
3 Document reasons a project is terminated before completion
4 Transition Deliverables to customers/sponsors
5 Create a final report on project outcome

Question 16

What are common inputs to processes? (4)

Answer 16

1. Enterprise environmental factors
2. Organization process Assets
3. Project Documents
4. PM Plan

Question 17

What are common Tools and Techniques? ( 8 )

Answer 17

1 Expert Judgement
2 Data Gathering
3 Data Analysis
4 Decision Making
5 Data Representation
6 Interpersonal and Team Skills
7 Meeting 
8 PMIS (Info System)

Question 18

What are common outputs?

Answer 18

1 Change Request
2 Work Performance Data
3 Work Performance Information
4 Work Performance Reports
5 Updates

Question 19

What do Environmental Enterprise Factors include?

Answer 19

• Organizational culture/structure/governance
• Gov’t industry standards, regulation/quality
• Infrastructure (equipment/facilities)
• Personnel and managing them
• Stakeholder Risk Tolerance
• Company Work Authorization Systems
• Information + Tech software

Question 20

What is included in Organization Process Assets?

Answer 20

• Divided into processes, procedures, and knowledge
• Previous Project Plans
• Templates
• Historical Info
• Lessons Learned
• Knowledge Bases
• Software tools
• Procedures/policies
• PM Databases
• Project Files from previous projects

Question 21

How many different types of project documents are there? When do we use them?

Answer 21

33 - up to the PM’s discretion

Question 22

What are project documents?

Answer 22

Additional Documents that are created and used throughout the 49 processes that are not part of the PM Plan

Question 23

What is the PM Plan?

Answer 23

the single most important in the entire project.

defines how the plan is executed, monitored/controlled and closed

Made up of 18 components

Question 24

What is expert judgement?

Answer 24

Basically hiring an expert to help you plan a process or conduct a process

Question 25

What are some ways to gather data?

Answer 25

``` 1 Brainstorming 2 Interviews 3 Focus Groups 4 Checklists 5 Questionnaires and surveys ```

Question 26

What are 4 common ways to Analyze Data?

Answer 26

Alternative analysis - looking at different options or ways to accomplish something Root Cause Analysis (RCA) - identify main reasons for a particular event, such as defects Variance Analysis - find exact differences between 2 things. Trend Analysis - involves looking at data over time to find trends.

Question 27

what are some common ways to make decisions?

Answer 27

Vote Multicriteria decision analysis - list difference criteria, and then evaluate based on them Autocratic

Question 28

What are some interpersonal and team skills?

Answer 28

Active Listening Conflict Management Facilitation (managing a group(s)) Meeting Management

Question 29

What is the PMIS?

Answer 29

PM Information System automated system that is used to help the PM optimize the schedule, keep track of doc's and deliverables includes work authorization system and configuration mgmt system

Question 30

What is work performance data?

Answer 30

Raw data about the project, nothing that tells us anything by itself

Question 31

What is work performance information?

Answer 31

info about the work that was performed compared to the plan. Status of deliverables analyzed raw data

Question 32

what is the work performance report?

Answer 32

overall status report of the actual project. All work performance info put into one document Comes from the total of all monitoring and controlling processes.