Project Procurement Management Flashcards
(201 cards)
1
Q
What best describes project procurement management?
A
-includes the processes necessary to purchase or acquire products, services, or results needed from outside the project team
2
Q
What is change control?
A
a process whereby modifications to documents, deliverables, or baselines associated with the project are identified, documented, approved, or rejected
3
Q
What is an agreement?
A
- any document or communication that defines the initial intentions of a project
- this can take the form of a contract, memorandum of understanding (MOU), letters of agreement, verbal agreements, email, etc.
4
Q
What is authority in project procurement management?
A
the right to apply project resources, expend refunds, make decisions, or give approvals
5
Q
What is the purpose of project procurement management?
A
- includes the processes required to develop and administer agreements such as the following:
a. contracts
b. purchase orders
c. memoranda of agreements (MOA)
d. service level agreements (SLAs) - involve agreements that describe the relationship between to parties - a buyer and a seller
- PM should be familiar enough with the procurement process to make intelligent decisions regarding contracts
6
Q
What is the role of the PM during project procurement mgmt.?
A
- preparing requests for proposals (RFPs), negotiating contracts, and selecting a seller
- collaborate with other departments in the organization to tailor contract terms and conditions
- these functional departments can include legal, technical, and financial - key stakeholders, like senior managers, should consider PMs comments and insight
- ultimately senior managers will make decisions around agreements
7
Q
What is the impact of project procurement management?
A
- insignificant impacts can occur if a needed but not critical component of the project is procured late, or is delivered later than anticipated
- catastrophic impacts can occur when a critical and custom-made component of the project is not built to specification or not completed
8
Q
What is the buyer-seller relationship in project procurement mgmt.?
A
- agreements involve two parties: a buyer and a seller
- sellers are known first as bidders, and may be internal or external to organization
- once a bidder wins an agreement, the bidder can manage the work as a project
9
Q
What happens when the bidder wins an agreement project procurement mgmt.?
A
- buyer becomes a key stakeholder to the seller’s project
- agreement turns into an input in the seller’s mgmt. processes
- seller itself may become a buyer of lower-tiered resources
10
Q
How can legal obligations impact project procurement mgmt.?
A
- there can be significant legal obligations around procurement
- a contract should clearly state the results expected
- when dealing with international contracts, a PM should keep in mind the culture and local law of the seller, regardless of the contract’s clarity
- most organizations have policies that define procurement rules and specify authorities around them
- contracts can be subject to review by a legal department.
11
Q
What are the project procurement management processes?
A
- plan procurement mgmt.
- conduct procurements
- control procurements
12
Q
What is the plan procurement management process?
A
the process of documenting project procurement decisions, specifying the approach, and identifying potential sellers
13
Q
What is the conduct procurements process?
A
the process of obtaining seller responses, selecting a seller, and awarding a contract
14
Q
What is the control procurements process?
A
the process of managing procurement relationships, monitoring contract performance, making changes and corrections as appropriate, and closing out contracts
15
Q
What are agile and tailoring considerations for project procurement mgmt.?
A
- complexity of procurement
- physical location
- governance and regulatory environment
- availability of contractors
- agile/adaptive environments
16
Q
What are some tailoring considerations for agile/adaptive environments during project procurement mgmt.?
A
- agile projects can undertake different procurement techniques than those used in traditional projects
- in traditional approach procurement mgmt. is done according to the chosen plan and contract type
- in agile or adaptive approach, the supplier might become part of the development team to respond quickly to the needs of the project
- this collaborative working relationship can lead to a shared risk model where both parties are involved with the risks and results of the project
- another emerging step involves agreements such as master services agreements (MSAs) that can outline the overall engagement of sellers, with adaptive work included in appendix or supplement
17
Q
What are some of the trends and emerging practices in project procurement mgmt.?
A
- advances in tools
- more advanced risk mgmt.
- changing contracting processes (traditional to global)
- logistics and supply chain management
- technology and stakeholder relations
- trial engagements
18
Q
What are trial engagements?
A
- some projects will initiate trial engagements that ask several prospective bidders for initial deliverables and work produces
- these engagements happen on a paid basis before making the full commitment to a larger portion of the project scope
- accelerates momentum by allowing the buyer to evaluate potential bidders while simultaneously progressing the project
19
Q
What is the definition of statement of work (SOW)?
A
a narrative description of products, services, or results to be delivered by the project
developed from the project scope baseline and defines only that portion of the project scope that is to be included within the related contract
20
Q
What is true about the statement of work (SOW) for a procurement?
A
- describes the procurement item in sufficient detail to allow prospective sellers to determine if they are capable of providing it.
- sufficient detail can vary based on the nature of the item, the needs of the buyer, or the expected contract form
- information included in a SOW can include specifications, quantity desired, quality levels, and other requirements
21
Q
What are the broad categories of legal contractual relationships?
A
- fixed-price
- cost-reimbursable
- time and materials contract (hybrid)
22
Q
What are fixed-price contracts?
A
- category of contracts involving setting a fixed total price for a defined product, service, or result to be provided
- contracts should be used when the requirements are well defined and no significant changes to the scope are expected
23
Q
What is the purpose of the plan procurement mgmt. process?
A
- involves documenting project procurement decisions, specifying the approach, and identifying potential sellers
- determines whether to acquire goods or services from outside the project, and if so, what to acquire, as well as how and when
- procurement activities should be planned so that the ordering, receipt, review, and approval of items from suppliers are satisfactory prior to conducting them
24
Q
When does the plan procurement mgmt. process occur?
A
- performed during the planning process group
- performed once or at predefined points in the project
25
What is the role of the PM during the plan procurement mgmt. process?
1. be involved by helping prepare the business case, statement of work (SOW), and requests for proposals
2. provide input during the selection process and contract negotiation
3. measure the contract performance, monitor payments (invoicing)
4. close the procurement contract
5. ensure that the project team is staffed with procurement expertise
26
What is the impact of the plan procurement mgmt. process?
1. schedule mgmt. can be impacted if certain milestones need procurement items
2. cost estimation can be impacted according to the projected price of a contract
3. risk mgmt. can be affected if sellers are willing and able to share any risks associated with procurement activities
27
What are the typical steps of procurement?
1. prepare the procurement of SOW or terms of reference (TOR)
2. prepare a high level cost estimate to determine budget
3. advertise the opportunity
4. identify a short list of qualified sellers
5. prepare and issue bid documents
6. prepare and submit proposals by the seller
7. conduct a technical-and quality-based evaluation of the proposals
8. perform a cost evaluation of the proposals
9. prepare the final combined quality-and cost-evaluation
10. finalize negotiations and sign a contract
28
What are bids?
document used to solicit proposals from prospective sellers
29
When are terms such as bid, tender, or quotation used in the plan procurement mgmt. process?
generally used when seller selection decision is based on price (as when buying commercial or standard items)
30
When are terms such as proposal used in the plan procurement mgmt. process?
generally used when other considerations such as technical capability or technical approach are the most important
31
What is a firm fixed price (FFP) contract?
price for goods is set and is unlikely to change
32
What is a fixed price incentive fee (FPIF) contract?
allows for deviation of the price of the goods, depending on the performance of the seller
33
What is a fixed price with economic price adjustments (FPEPA) contract?
allows for adjustments to the contract price due to changed conditions
34
What are cost-reimbursable contracts?
involve payments to the seller for all costs incurred while completing the work, plus a fee representing seller profit
35
What is a cost plus fixed fee (CPFF) contract?
a cost-reimbursable contract where a seller is reimbursed for all costs and receives a fixed-fee payment
36
What is a cost plus incentive fee (CPIF) contract?
a cost-reimbursable contract where a seller is reimbursed for all costs and receives a predetermined incentive fee
37
What is a cost plus aware fee (CPAF) contract?
a cost-reimbursable contract where a seller is reimbursed for all costs, but the fee is based on satisfaction criteria
38
What is a time and materials (T&M) contract?
a hybrid type of contractual arrangement with aspects of both cost-reimbursable and fixed-price contracts
often used for the acquisition of experts, and any other outside support when a precise statement of work cannot be quickly prescribed
39
What are source selection criteria during the plan procurement mgmt. process?
-in choosing evaluation criteria, the buyer seeks to ensure that the proposal selected will offer the best quality for the services required
--capability and capacity
--product cost and life cycle cost
--delivery dates
--technical expertise and approach
--specific relevant experience
40
What is the make or buy analysis decisions strategy in the plan procurement mgmt. process?
-make or buy analysis is act of choosing between manufacturing a product in-house or purchasing it from an external supplier
41
As it pertains to procurement strategies, what are some of the project delivery methods for professional services?
1. buyer/services provider with no subcontracting
2. buyer/services provider with subcontracting allowed
3. joint venture between buyer and services provider
4. buyer/services provider acts as the representative
42
As it pertains to procurement strategies, what are some of the project delivery methods for industrial or commercial construction?
1. turnkey
2. design build (DB)
3. design bid build (DBB)
4. design build operate (DBO)
5. design build operate (DBO)
build own operate transfer (BOOT)
43
What contract payment types are included in the procurement strategy of the plan procurement mgmt. process?
included but not limited to:
1. lump sum
2. firm fixed price
3. cost plus award fees
4. cost plus incentive fees
5. time and materials
6. target cost
44
What information may be included for procurement phases as it pertains to procurement strategy?
1. sequencing or phasing of the procurement, a description of each phase, and the specific objectives of each phase
2. procurement performance indicators and milestones to be used in monitoring
3. criteria for moving from phase to phase
4. monitoring and evaluation plan for tracking progress
5. process for knowledge transfer for use in subsequent phases
45
What is the procurement mgmt. plan?
1. output of plan procurement mgmt. plan process
| 2. contains the activities to be undertaken during the procurement process
46
What factors can the procurement mgmt. plan help guide?
1. how procurement will be coordinated with other project aspects
2. timetable of key procurement activities
3. procurement metrics to be used to manage contracts
4. stakeholder roles and responsibilities related to procurement
5. constraints and assumptions that could affect plan procurements
6. legal jurisdiction and currency in which payments would be made
7. determination of whether independent estimates will be used and whether they are viewed as evaluation criteria
8. risk mgmt. issues
9. prequalified sellers, if any, to be used
47
What are the inputs to the plan procurement mgmt. process?
1. OPAs
2. PM plan
3. EEFs
4. project documents
5. project charter
6. business documents
48
What OPAs are inputs to the plan procurement mgmt. process?
1. preapproved seller lists
2. formal procurement policies, procedures, and guidelines
3. contract types
49
What components of the PM plan are inputs to the plan procurement mgmt. process?
1. scope mgmt. plan
2. quality mgmt. plan
3. resource mgmt. plan
4. scope baseline
50
What EEFs may be inputs to the plan procurement mgmt. process?
1. marketplace conditions
2. product, services, and results available in the marketplace
3. sellers, including their past performance or reputation
4. typical terms and conditions for products, services, and results or for the specific industry
5. unique local requirements, such as regulatory requirements for local labor or sellers
6. legal advice regarding procurements
7. contract mgmt. systems including procedures for contract change control
8. established multi-tier supplier system of prequalified sellers based on prior experience
9. financial accounting and contract payments system
51
What project documents may be inputs to the plan procurement mgmt. process?
1. milestone list
2. project team assignments
3. requirements documentation
4. requirements traceability matrix
5. resource requirements
6. risk register
7. stakeholder register
52
What business documents are inputs to the plan procurement mgmt. process?
1. business case
| 2. benefits mgmt. plan
53
What are the outputs produced by the plan procurement mgmt. process?
1. project documents updates
2. procurement SOW
3. bid documents
4. procurement mgmt. plan
5. procurement strategy
6. OPAs updates
7. change requests
8. source selection criteria
9. make-or-buy decision
10. independent cost estimate
54
What are the project documents updates that are outputs produced by the plan procurement mgmt. process?
1. lessons learned register
2. milestone list
3. requirements documentation
4. requirements traceability matrix
5. risk register
6. stakeholder register
55
What are the bid documents that are outputs produced by the plan procurement mgmt. process?
1. request for information (RFI)
2. request for quote (RFQ)
3. request for proposal (RFP)
56
What aspects of the procurement strategy are outputs produced by the plan procurement mgmt. process?
1. delivery methods
2. contract payment types
3. procurement phases
57
What are some of the tools and techniques used in the plan procurement mgmt. plan process?
1. meetings
2. expert judgement
3. data analysis
4. source selection analysis
5. data gathering
58
What data analysis technique is used during the plan procurement mgmt. process?
make-or-buy analysis
59
What are the source selection analysis tools and techniques used during the plan procurement mgmt. process?
1. least cost
2. qualifications only
3. quality-based/highest technical proposal score
4. quality and cost-based
5. sole source
6. fixed budget
60
What data gathering techniques are used during the plan procurement mgmt. process?
market research
61
Within the conduct procurements process, expert judgement should be considered from individuals or group with specialized knowledge or training in which topics?
1. proposal evaluation
2. technical or subject matter
3. relevant functional areas such as finance, engineering, design, development, supply chain mgmt.
4. industry regulatory environment
5. laws, regulations, and compliance requirements
6. negotiation
62
What is the purpose of the conduct procurements process?
- involves obtaining responses to bids and proposals, selecting a vendor, and awarding the contract
- responses can be solicited in the forms of bids, quotations, proposals, or offers
63
What is implemented by the team by awarding a contract?
a legal agreement for the delivery of goods or services
64
When does the conduct procurements process occur?
1. executing process group
2. time in life cycle when processes are performed to complete work defined in the PM plan to satisfy project requirements
3. performed periodically throughout the project as needed
65
What is the role of the PM during the conduct procurements process?
1. help the appropriate procurement department as a facilitator for the project
2. give recommendations to senior management with how procurements should be conducted
3. write requirements SOW for supplier
4. conduct site visits to ensure capability of potential vendors
5. requires supplier to provide status reports on a schedule that fits project's overall status reporting and communications plan
6. ensures single point of contact that is authorized to make changes or direct vendor to add or subtract scope from their contract
7. identify a point of contact for the submission of invoices and indicates the processing time required prior to payment
66
What are the impacts of the conduct procurements process?
1. scope - if vendor does more or less work than originally planned
2. cost - if price of requested goods or services is uncertain
3. schedule baseline - if vendor estimates a different delivery date
4. communications - can change depending on vendor's location, time zone, and ability to use certain communication tools
67
How is advertising involved in the conduct procurements process?
1. communicating with users or potential users of a product, service, or result
2. existing lists of potential sellers can often be expanded by placing advertisements in general circulation publications such as selected newspapers or in specialty trade publications
3. most government jurisdictions require public advertising or online posting of pending government contracts
68
How is negotiation involved in the conduct procurements process?
- a discussion aimed at reaching an agreement
- procurement negotiation clarifies the structure, rights, and obligations of the parties and other terms of the purchases so that mutual agreement can be reached prior to signing the contract
- negotiation should be led by a member of the procurement team that hast the authority to sign contracts
69
What are the inputs to the conduct procurements process?
1. OPAs
2. proj. documents
3. PM plan
4. procurement documentation
5. EEFs
6. seller proposals
70
What are the OPAs that are inputs to the conduct procurements process?
1. list of preferred sellers that have been prequalified
2. organizational policies that influence the selection of a seller
3. specific organizational templates or guidelines that will determine the way agreements are drafted and built
4. financial policies and procedures regarding invoicing and payment processes
71
What procurement documentation are inputs to the conduct procurements process?
1. bid documents
2. procurement SOW
3. independent cost estimates
4. source selection criteria
72
What project documents are inputs to the conduct procurements process?
1. lessons learned register
2. project schedule
3. requirements documentation
4. risk register
5. stakeholder register
73
What are the EEFS that may be inputs to the conduct procurements process?
1. local laws and regulations regarding procurements
2. local laws and regulations ensuring that the major procurements involve local sellers
3. external economic environment constraining procurement processes
4. marketplace conditions
5. information on relevant past experience with sellers, both good and bad
6. prior agreements already in place
7. contract mgmt. systems
74
What components of the PM plan are inputs to the conduct procurements process?
1. scope mgmt. plan
2. requirements mgmt. plan
3. communications mgmt. plan
4. risk mgmt. plan
5. procurement mgmt. plan
6. configuration mgmt. plan
7. cost baseline
75
What proj. documents updates are outputs produced by the conduct procurements process?
1. lessons learned register
2. requirements documentation
3. requirements traceability matrix
4. resource calendars
5. risk register
6. stakeholder register
76
What PM plan updates are outputs produced by the conduct procurements process?
1. requirements mgmt. plan
2. quality mgmt. plan
3. communications mgmt. plan
4. risk mgmt. plan
5. procurement mgmt. plan
6. scope baseline
7. schedule baseline
8. cost baseline
77
What OPAs updates are outputs produced by the conduct procurements process?
1. listings of perspective and prequalified sellers
| 2. info on relevant experience with sellers, both good and bad
78
What are the outputs produced by the conduct procurements process?
1. Proj. documents updates
2. change requests
3. PM plan updates
4. selected sellers
5. agreements
6. OPAs updates
79
What are bidder conferences?
involve meetings between the buyer and prospective sellers prior to submitting a proposal
80
What data analysis technique is used during the conduct procurements process?
proposal evaluation
81
What interpersonal and team skills are used during the conduct procurements process?
negotiation
82
What are tools and techniques used during the conduct procurements process?
1. bidder conferences
2. interpersonal and team skills
3. advertising
4. data analysis
5. expert judgement
83
What are contested and constructive changes?
requested changes where the buyer and seller cannot reach an agreement on compensation for the change or cannot agree that a change has occurred
changes may be disputed by one party and can lead to a claim against the other party
claims are documented, processed, monitored, and managed throughout the contract life cycle, usually in accordance w/ terms of contract
84
What is the purpose of the control procurements process?
- ensures that both the seller's and buyer's performance meet project's requirements according to the legal agreement
- both buyer and seller should ensure that both parties meet contractual agreements
85
When does the control procurements process occur?
- monitoring and controlling process group
- time in life cycle required to track, review, and regulate the progress and performance of the project; identify any areas in which changes are required; and initiate the corresponding changes
- performed throughout the project when agreements are active
86
What is the role of the PM during the control requirements process?
1. collect data and manage project records
2. refine procurement plans and schedules
3. set up for gathering, analyzing, and reporting procurement-related project data
4. monitor procurement environment so that implementation can be facilitated or adjustments made
5. pay invoices
87
What is are the impacts of the control procurements process?
- project risk, schedule, cost, requirements, and resources are affected
- change request output can impact these knowledge areas
88
What is a procurement closure?
the buyer, usually through its authorized procurement administrator, provides seller with formal written notice that the contract has been completed
requirements for formal procurement closure are usually defined in terms and conditions of contract and are included in procurement mgmt. plan
89
What is procurement documentation?
contains complete supporting records for administration of the procurement processes
documents may include SOW, payment information, contractor work performance, and other correspondence
90
What OPAs may be inputs to the control procurements process?
procurement policies
91
What EEFs may be inputs to the control procurements process?
1. contract change controls system
2. marketplace conditions
3. financial mgmt. and accounts payable system
4. buying organization's code of ethics
92
What components of the PM plan may be inputs to the control procurements process?
1. requirements mgmt. plan
2. risk mgmt. plan
3. procurement mgmt. plan
4. change mgmt. plan
5. schedule baseline
93
What project documents may be inputs to the control procurements process?
1. assumption log
2. lessons learned register
3. milestone list
4. quality reports
5. requirements documentation
6. requirements traceability matrix
7. risk register
8. stakeholder register
94
What are the inputs to the control procurements process?
1. procurement documentation
2. OPAS
3. EEFS.
4. approved change requests
5. PM plan
6. agreements
7. proj. documents
8. work performance data
95
What OPAs updates may be outputs produced by the control procurements process?
1. payment schedules and requests
2. seller performance evaluation documentation
3. prequalified seller lists updates
4. lessons learned repository
5. the procurement file
96
What proj. documents updates may be outputs produced by the control procurements process?
1. lessons learned register
2. resource requirements
3. requirements traceability matrix
4. risk register
5. stakeholder register
97
What are PM plan updates that may be outputs produced by the control procurements process?
1. risk mgmt. plan
2. procurement mgmt. plan
3. schedule baseline
4. cost baseline
98
What are the outputs produced by the control procurements process?
1. procurement documentation updates
2. OPAs updates
3. proj. documents updates
4. change requests
5. closed procurements
6. PM plan updates
7. work performance information
99
What are the tools and techniques used during the control procurements process?
1. audits
2. data analysis
3. expert judgement
4. claims administration
5. inspection
100
What is the definition of a stakeholder?
- an individual, group, or organization that may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project
- project stakeholders may be internal or external, actively involved, passively involved, or unaware of the project
- project stakeholders may have a positive or negative impact or be positively or negatively impacted by the project
101
What is the purpose of project stakeholder mgmt.?
-all stakeholders should be assessed to understand their communication needs and level of engagement, and to anticipate and understand expectations
102
What is the project stakeholder management knowledge area?
- includes the processes required to identify the people who may affect the work of the project or who may be impacted by the project and/or it's results
- stakeholder satisfaction should be managed as a project objective
103
When should stakeholder identification and engagement commence?
-after the project charter has been approved, the PM has been assigned, and the team begins to form
104
What is the role of the PM in project stakeholder mgmt.?
1. facilitate and lead the team in correctly identifying and analyzing all of the stakeholders
2. accomplished by using various organizational process assets, interviews, and team meetings
3. focus on continuous communication with all stakeholders to identify and manage their expectations as appropriate
105
What various PM plan components may be impacted by project stakeholder mgmt.?
1. resource mgmt. plan
2. communications mgmt. plan
3. risk mgmt. plan
4. stakeholder register
5. communication strategies
6. stakeholder risk assessments
106
What is the overlap between project resource mgmt. and project stakeholder mgmt.?
both knowledge areas require the management of
- resources
- expectations
- assessments of the stakeholders' impacts to the project
- the execution of project work
107
during project stakeholder mgmt., activities of identification, prioritization and engagement should be reviewed and updated routinely, at least at the times when:
project moves through different phases in its life cycle
- current stakeholders are no longer involved in the work of the project or new stakeholders become members of the project's stakeholder community
- there are significant changes in the organization or the wider stakeholder community
108
What is the monitor stakeholder engagement process?
the process of monitoring project stakeholder relationships and tailoring strategies for engaging stakeholders through the modification of engagement strategies and plans
109
What is the plan stakeholder engagement process?
the process that develops approaches to involve project stakeholders based on their needs, expectations, interests, and potential impact on the project
110
What is the manage stakeholder engagement process?
the process of communicating and working with stakeholders to meet their needs and expectations, address issues, and foster appropriate stakeholder engagement involvement
helps ensure stakeholders clearly understand project goals, objectives, benefits, and risks for the project, as well as how their contribution will enhance the project success
111
What is the identify stakeholders process?
the process of defining, preparing, and coordinating all plan components and consolidating them into an integrated PM plan
112
What are tailoring considerations for project stakeholder mgmt.?
1. stakeholder diversity
2. complexity of stakeholder relationships
3. communication technology
4. agile/adaptive environments
113
What are agile tailoring considerations for project stakeholder mgmt.?
1. requires even more direct collaboration between dif. stakeholders, dif. approaches for prioritization and tasks assignment, and more adaptability for changes and quality assurance
- adaptive teams engage with stakeholders directly
- promote aggressive transparency
114
How are regular interactions with stakeholders helpful in agile/adaptive environments regarding project stakeholder mgmt.?
1. mitigate risk
2. build trust
3. support adjustments earlier in proj. cycle
4. reducing costs
5. increasing the likelihood of success
115
What are some of the trends and emerging practices in project stakeholder mgmt.?
1. stakeholder identification
2. team influence
3. stakeholder reviews
4. co-creation
5. value of engagement
116
What is a power/interest grid, power/influence grid, or impact/influence grid?
techniques that support a grouping of stakeholders according to their:
1. level of authority (power)
2. level of concern about the project's outcomes (interest)
3. ability to influence the outcomes of the project (influence)
4. ability to cause changes to the project's planning or execution
117
What is the stakeholder register?
1. contains information about identified stakeholders that included but is not limited to:
a. identification information
b. assessment information
c. stakeholder classification
118
What is the assessment information included in the stakeholder register?
1. major requirements
2. expectations
3. potential for influencing project outcomes
4. the phase of the project life cycle where the stakeholder has the most influence or impact
119
What are the stakeholder classifications that may be included in the stakeholder register?
1. internal/external
2. impact/influence/power/interest
3. upward/downward/outward/sideward
120
What is the purpose of the identify stakeholders process?
-involves identifying project stakeholders regularly and analyzing and documenting relevant information regarding their interest, involvement, expectations, interdependencies, influence, and potential impact on project success
121
When does the identify stakeholder process occur?
- normally occurs when the charter project is developed and approved
- part of initiating process group
- time in the life cycle when a new project or a new phase of an existing project is defined by obtaining authorization to start the project
- repeated as necessary, but should be performed whenever a significant change in the project or the organization occurs
122
What is the role of the PM during the identify stakeholders process?
1. facilitate meetings to identify stakeholders
2. conduct individual interviews with stakeholders to gather information on their communication requirements and expectations
3. document info in the stakeholder register
123
What is the impact of the identify stakeholders process?
- stakeholder will help establish the direction of the project
- first version of the stakeholder engagement plan is developed after initial stakeholders have been identified
124
What is a stakeholder cube?
a refinement of the power/interest grid, power/influence grid, and impact/influence grids
-combines the grid elements into a three-dimensional model that can be used to identify and engage the stakeholder community
125
What is the salience model?
1. describes classes of stakeholders based on assessments of
- power (level of authority or ability to influence the project)
- urgency (need for immediate attention, either time-constrained or relating the stakes in the project)
- legitimacy (their involvement is appropriate
2. useful for large, complex networks of relationships among project stakeholders
126
What are directions of influence in the identify stakeholders process?
- classifies stakeholders according to their influence on the work of the project or the project team itself in the following ways:
- upward
- downward
- outward
- sideward
127
What is the upward direction of influence in the identify stakeholder process?
direction usually indicates senior mgmt.
128
What is the downward direction of influence in the identify stakeholders process?
direction indicates those who contribute knowledge/skills temporarily
129
What is the outward direction of influence in the identify stakeholders process?
-direction indicates stakeholder groups outside the project team
130
What is the sideward direction of influence in the identify stakeholders process?
direction indicates peers of the PM
131
What are the methods of stakeholder categorization in the identify stakeholders process?
1. power/interest grid, power/influence grid, impact/influence grids
2. stakeholder cube
3. salience model
4. directions of influence
5. prioritization
132
What is stakeholder analysis?
-results in a list of stakeholders and relevant information such as their positions in the organization, roles on the project, stakes, expectations, attitudes, and interest in the project
133
What is involved when referring to "stakes" as it relates to stakeholder analysis?
1. interest
2. rights
3. ownership
4. knowledge
5. contribution.
134
What is the identification information portion of the stakeholder register?
entails the stakeholder's name, organizational position, location, contact details, and role on the project
135
What is the stakeholder engagement assessment matrix?
-compares the current engagement levels of stakeholders to their desired engagement levels required for the project
136
What are the five different ways the engagement level of stakeholders can be classified in the stakeholder engagement assessment matrix?
1. unaware
2. resistant
3. neutral
4. supportive
5. leading
137
What are the business documents that are inputs to the identify stakeholder process?
1. business case
| 3. benefits mgmt. plan
138
What are the OPAs that are inputs to the identify stakeholders process?
1. stakeholder register templates and instructions
2. stakeholder register from previous projects
3. lessons learned repository with information about the preferences, actions, and involvement of stakeholders
139
What components of the PM plan are inputs to the identify stakeholders process?
1. communications mgmt. plan
| 2. stakeholder engagement plan
140
What are EEFs that may be inputs to the identify stakeholders process?
1. organizational culture, political climate, and governance framework
2. government or industry standards (regulations, product standards, and codes of conduct)
3. global, regional, or local trends and practices or habits
4. geographic distribution of facilities and resources
141
What project documents may be inputs to the identify stakeholders process?
1. change log
2. issue log
3. requirements documentation
142
What are the inputs to the identify stakeholders process?
1. business documents
2. OPAs
3. PM plan
4. EEFs
5. Proj. documents
6. Proj. charter
7. agreements
143
What PM plan updates may be outputs to the identify stakeholders process?
1. requirements mgmt. plan
2. communications mgmt. plan
3. risk mgmt. plan
4. stakeholder engagement plan
144
What proj. documents updates may be outputs to the identify stakeholders process?
1. assumption log
2. issue log
3. risk register
145
What are the outputs produced by the identify stakeholders process?
1. change requests
2. PM plan updates
3. proj. documents updates
4. stakeholder register
146
What data gathering techniques may be used during the identify stakeholders process?
1. questionnaires and surveys
2. brainstorming
3. brain writing
147
What data representation technique may be used during the identify stakeholders process?
stakeholder mapping/representation
148
What data analysis techniques may be used during the identify stakeholders process?
1. stakeholder analysis
| 2. document analysis
149
What are some of the tools and techniques that may be used during the identify stakeholders process?
1. data gathering
2. meetings
3. data analysis
4. expert judgement
5. data representation
150
What are some typical trigger situations requiring updates to the stakeholder engagement plan?
1. when it is the start of a new phase of the project
2. when there are changes to the organization structure or within the industry
3. when new individuals or groups become stakeholders
4. current stakeholders are no longer part of the stakeholder community
5. the importance of particular stakeholders to the project's success changes
6. when outputs of other project process areas, such as change mgmt. , risk mgmt., or issue mgmt. require a review of stakeholder engagement strategies
151
What is the purpose of the plan stakeholder engagement plan?
-establishes how stakeholders will be engaged in project decisions and execution, by analyzing their influence, interests, needs, and impact
152
When does the plan stakeholder engagement process occur?
1. part of the planning process group
2. happens at the time in the project when the PM establishes the scope of the project, refines the objectives, and defines the course of action required to attain the project's objectives
3. performed periodically throughout the project as needed
153
What is the role of the PM during the plan stakeholder engagement process?
1. perform stakeholder analysis and document the info in the stakeholder engagement plan
2. make updates to the plan as needed so that you, and the rest of the project team can understand the level of participation and influence
154
What are the impacts of the plan stakeholder engagement process?
May affect the following knowledge areas:
1. communication mgmt.
2. resource mgmt.
3. risk mgmt.
155
What is the stakeholder engagement plan?
- provides an actionable plan to interact effectively with stakeholders
- first version of the stakeholder engagement plan is developed after the initial stakeholder community has been identified
156
What are some OPAs that may be inputs to the plan stakeholder engagement process?
1. corporate policies and procedures for social media
2. corporate policies and procedures for issue, risk, change, and data mgmt.
3. organizational communication requirements
4. standardized guidelines for development, exchange, storage, and retrieval of information
5. lessons learned repository w/ info about the preferences, actions, and involvement of stakeholders
6. software tools needed to support effective stakeholder engagement
157
What components of the PM plan may be inputs to the plan stakeholder engagement process?
1. resource mgmt. plan
2. communications mgmt. plan
3. risk mgmt. plan
158
What EEFs may be inputs to the plan stakeholder engagement process?
1. organizational culture, political climate, and governance framework
2. personnel administration policies
3. stakeholder risk appetites
4. established communication channels
5. global regional or local trends, practices or habits
6. geographic distribution of facilities and resources
159
What proj. documents may be inputs to the plan stakeholder engagement process?
1. assumption log
2. change log
3. issue log
4. proj. schedule
5. risk register
6. stakeholder register
160
What are the inputs to the plan stakeholder engagement process?
1. OPAs
2. agreements
3. PM plan
4. EEFs
5. proj. documents
6. proj. charter
161
What can be included in the stakeholder engagement plan?
1. desired and current engagement level of key stakeholders
2. scope and impact of changes to stakeholders
4. identified relationships between stakeholders
5. methods for updating the stakeholder engagement plan as the proj. progresses and develops
162
What is the output produced by the plan stakeholder engagement process?
stakeholder engagement plan
163
What data gathering technique may be used during the plan stakeholder engagement process?
benchmarking
164
What data analysis techniques may be used during the plan stakeholder engagement process?
1. assumption and constraint analysis
| 2. root cause analysis
165
What data representation techniques may be used during the plan stakeholder engagement process?
1. mind mapping
| 2. stakeholder engagement assessment matrix
166
What are some of the tools and techniques used during the plan stakeholder engagement process?
1. expert judgement
2. data analysis
3. meetings
4. data representation
5. decision making
6. data gathering
167
What activities are involved in the manage stakeholder engagement process?
1. engaging stakeholders at appropriate project stages to obtain, confirm, or maintain their continued commitment to the success of the project
2. managing stakeholder expectations through negotiation and communication
3. addressing any risks or potential concerns related to stakeholder mgmt. and anticipating future issues
4. clarifying and resolving issues that have been identified
168
When does the manage stakeholder engagement process occur?
1. part of the executing process group
2. time in the life cycle when processes are performed to complete project work that satisfies the proj. requirements
3. performed periodically throughout the project
169
What is the role of the PM during the manage stakeholder engagement process?
communicate w/ stakeholders and involve them in activities to address any issues or concerns
170
What is the key benefit of the manage stakeholder engagement process?
allows PM to increase support and minimize resistance from stakeholders
171
What is the impact of the stakeholder engagement plan?
may impact :
some components of PM plan
communications mgmt.
perform integrated change control process
172
What components of the PM plan are inputs to the manage stakeholder engagement process?
1. communications mgmt. plan
2. risk mgmt. plan
3. stakeholder engagement plan
4. change mgmt. plan
173
What OPAs may be inputs to the manage stakeholder engagement process?
1. corporate policies and procedures for social media, ethics, and security
2. corporate policies and procedures for issue, risk, change, and data mgmt.
3. organizational communication requirements
4. standardized guidelines for development, exchange, storage, and retrieval of info
5. lessons learned repository w/ info about the preferences, actions, and involvement of stakeholders
174
What proj. documents may be inputs to the manage stakeholder engagement process?
1. change log
2. issue log
3. lessons learned register
4. stakeholder register
175
What are EEFs that may be inputs to the manage stakeholder engagement process?
1. organizational culture, political climate, and governance framework
2. personnel administration policies
3. stakeholder risk thresholds
4. established communication channels
5. global regional or local trends, practices or habits
6. geographic distribution of facilities and resources
176
What are the inputs to the manage stakeholder engagement process?
1. PM plan
2. OPAs
3. proj. documents
4. EEFs
177
What are some proj. documents updates that may be outputs produced by the manage stakeholder engagement process?
1. change log
2. issue log
3. lessons learned register
4. stakeholder register
178
What are some PM plan updates that may be outputs produced by the manage stakeholder engagement process?
1. communications mgmt. plan
| 2. stakeholder engagement plan
179
What are the outputs produced by the manage stakeholder engagement process?
1. proj. documents updates
2. PM plan updates
3. change requests
180
What are some interpersonal and team skills that may be used during the manage stakeholder engagement process?
1. conflict mgmt.
2. cultural awareness
3. negotiation
4. observation/conversation
5. political awareness
181
What are ground rules?
defined in the team charter
set the expected behavior for project team members, as well as other stakeholders, with regard to stakeholder engagement
182
What are some of the tools and techniques that may be used during the manage stakeholder engagement process?
1. interpersonal and team skills
2. ground rules
3. meetings
4. communication skills
5. expert judgement
183
What is true about project stakeholder mgmt. ?
1. stakeholders may have limited or significant ability to influence projects
2. ability of PM and team to correctly identify and engage all stakeholders can mean the difference between project success and failure
3. to increase the chances of success, the process of stakeholder identification and engagement should commence as soon as possible after the project charter approval
184
What is the key benefit of the monitor stakeholder engagement process?
it maintains or increases the efficiency and effectiveness of stakeholder engagement activities as the project evolves and its environment changes
185
When does the monitor stakeholder engagement process occur?
1. monitoring and controlling process group
2. time in life cycle required to track, review, and regulate the progress and performance of the project; identify any areas in which changes to the plan are required; and initiate the corresponding changes
3. performed periodically throughout the project
186
What is the role of the PM during the monitor stakeholder engagement process?
monitor the stakeholders' level of engagement, expectations, support for the various project activities and act in case of stakeholders' disengagement
to do this, PM should maintain an accurate stakeholder register
187
What are the impacts of the monitor stakeholder engagement process?
may impact:
- several components of the PM plan
- communication mgmt.
188
What are some OPAs that are inputs to the monitor stakeholder engagement process?
1. corporate policies and procedures for social media, ethics, and security
2. corporate policies and procedures for issue, risk, change, and data mgmt.
3. organizational communication requirements
4. standardized guidelines for development, exchange, storage, and retrieval of information
5. lessons learned repository w/ information about preferences, actions, and involvement of stakeholders
189
What are some proj. documents that may be inputs to the monitor stakeholder engagement process?
1. issue log
2. lessons learned register
3. project communications
4. risk register
5. stakeholder register
190
What are some EEFs that may be inputs to the monitor stakeholder engagement process?
1. organizational culture, political climate, and governance framework
2. personnel administration policies
3. stakeholder risk thresholds
4. established communication channels
5. global, regional, or local trends, practices, or habits
6. geographic distribution of facilities and resources
191
What components of the PM plan may be inputs to the monitor stakeholder engagement process?
1. resource mgmt. plan
2. communications mgmt. plan
3. stakeholder mgmt. plan
192
What are the inputs to the monitor stakeholder engagement process?
1. OPAs
2. proj. documents
3. EEFs
4. PM plan
5. work performance data
193
What are some proj. documents updates that may be outputs produced by the monitor stakeholder engagement process?
1. issue log
2. lessons learned register
3. risk register
4. stakeholder register
194
What PM plan updates may be outputs produced by the monitor stakeholder engagement process?
1. resource mgmt. plan
2. communications mgmt. plan
3. stakeholder engagement plan
195
What are the outputs produced by the monitor stakeholder engagement process?
1. proj. documents updates
2. PM plan updates
3. work performance info
4. change requests
196
What are some of the data analysis techniques used in the monitor stakeholder engagement process?
1. alternatives analysis
2. root cause analysis
3. stakeholder analysis
197
What data representation technique may be used during the monitor stakeholder engagement process?
stakeholder engagement assessment matrix
198
What decision making techniques may be used during the monitor stakeholder engagement process?
1. multicriteria decision analysis
| 2. voting
199
What interpersonal and team skills may be used during the monitor stakeholder engagement process?
1. active listening
2. cultural awareness
3. leadership
4. networking
5. political awareness
200
What communication skills may be used during the monitor stakeholder engagement process?
1. feedback
| 2. presentations
201
What are some of the tools and techniques that may be used during the monitor stakeholder engagement process?
1. data analysis
2. communication skills
3. meetings
4. interpersonal and team skills
5. data representation
6. decision making
