Risk Communication Flashcards
Which of the following is NOT an input to the Plan Risk Management process? A. Risk register B. Project scope statement C. Schedule management plan D. Cost management plan
A. Project scope statement, schedule management plan, and cost management plan are inputs to Plan Risk Management. Risk Register is an output from the Identify Risk process.
Project risk communication procedures should be formalized and documented in which document: A. Risk management plan B. Risk register C. Risk response plan D. Communications management plan
D. Risk management plan is an output of Plan Risk Management that defines risk management methodology, roles, responsibilities, budget, resources, probability & impact definitions/ matrix, and reporting formats relating to the risk management activities. Risk register is the output of Identify Risks. Risk response plan is an output of Plan Risk Management. Communication procedures always go into a communications management plan
Project managers spend more than 90% of their time communicating with team members, the sponsor, functional managers, customers, suppliers and other stakeholders. The FIRST step to stakeholder analysis is to:
A. Determine the best communication methods
B. Include stakeholders communication in the risk register
C. Identify all potential project stakeholders
D. Plan for regular meetings involving all stakeholders
C. Identify all potential project stakeholders is the FIRST step (of 3) to Stakeholder Analysis
Your project team is preparing an update to key stakeholders about the risk status of the project. The following information assets should be used EXCEPT:
A. Company policies and procedures
B. Lessons learned from previous projects
C. Technical specifications from vendor/supplier
D. Personal archives
D. Unofficial personal archives are not useful for project risk status reporting.
When identifying risks, it is most important to consider all of the following EXCEPT:
A. Individual stakeholders’ viewpoint
B. Group opinion
C. Time and resources to document risk register
D. Organizational process assets
C. Stakeholders’ viewpoint, group opinions and OPA are MOST important for risk identification. Sufficient time and resources have to be catered and planned for.
A team member has activated a risk response strategy and seeks your advice on where she could document the results and observations related to the response actions for future reference. Where is the BEST place to record the information? A. Minutes of meeting B. Weekly progress report C. Lessons learned database D. Company archives
C. For future reference, lessons learned database is always the BEST.
Which of the following is the output of Plan Risk Management? A. Roles and responsibilities B. Operational transfer issues C. Risk response plan D. Risk management plan
D. Risk management plan is the output of Plan Risk Management. Risk response plan is the result of Plan Risk Responses.
During risk identification, some stakeholders provided some general statements and were not specific about the potential risk event. The risk management team should ask the following questions to clarify:
A. What assumptions were made?
B. What is the likelihood of the risk event occurring?
C. What is the potential impact of the risk event?
D. What are the potential responses to the risk event?
A. Assumption analysis explores the validity of assumptions as they apply to Identify Risks. Likelihood of occurrence and potential impact apply to Analyze Risks. Potential responses are identifiable with Plan Risk Responses.
Project risks communication is most critical during which of the following project management processes:
A. Identify stakeholders
B. Identify risks using the Delphi technique
C. Plan risk responses
D. Monitor and control project work
C. Plan Risk Responses involves clear communication of risk response strategies to project stakeholders, seek approvals and appoint risk owners.
How can the project manager ensure that stakeholders are well informed of risk management activities and risk status throughout the project?
A. Include an agenda item for risk status at periodic status meetings
B. Use a PMIS to document lessons learned
C. Publish the updated risk register at regular intervals
D. Create a project communications management plan
D. The keywords are “ensure that stakeholders are well informed of risk management activities …”. The communications management plan is the best document to ensure stakeholders’ communication requirements are satisfied; relevant communication technologies and methods are deployed.
The project team has prepared a list of risks grouped by categories. They have identified a list requiring responses in the near-term, and included a watch-list of low-priority risks. The project team has just completed which risk management process? A. Identify risks B. Perform qualitative risk analysis C. Perform quantitative risk analysis D. Plan risk responses
B. Prioritized list of risks including the watch-list of low-priority risks is available after the Perform qualitative risk analysis.
During the plan risk management process, the project manager explains to the team about the definitions and scales used for different levels of risks’ probabilities and impacts. The purpose is to:
A. Prevent bias and subjective evaluation
B. Explore and test validity of assumptions with the team
C. Kick-off quantitative risk analysis
D. Develop a look-up table or matrix of probability and impact
A. A clear definition of probability and impact scales provides a consistent assessment gauge so that project managers and stakeholders access the risks with no subjective judgment and personal bias
The project sponsor has requested a document detailing what risk status information will be required from and expected by project stakeholders. He also wants to understand how the information will be disseminated. It is best to provide the: A. Stakeholder management plan B. Stakeholder assessment matrix C. Risk management plan D. Communications management plan
D. Stakeholder management plan and assessment matrix provide information on stakeholders only. Risk management plan defines risk management methodology, activities, roles and responsibilities but not stakeholder communication requirements. The best answer is Communications management plan.
The MOST likely impact of communication blockers is: A. Project will be delayed B. Trust levels will be enhanced C. Team conflicts will occur D. Management will be unhappy
C. Communication blockers may not delay the project. More likely a lowering of trust levels, communication blockers will definitely not help or enhance trust level. Communication blockers are not just about unhappy management. The bigger concern is team conflicts resulting from miscommunications.
A project was started with four team members. The scope has expanded. Now, the team has grown to a total of six members including the project manager. How many additional communication channels does the project have? A. 6 B. 9 C. 12 D. 15
B. Four team members: 4(3)/2 = 6 channels. Six team members: 6(5)/2 = 15 channels. Additional channels = 15-6 = 9.
When identifying risks, the team has updated some template forms, checklists and included new risk categories. The BEST way to share these information and benefit future projects is:
A. Copy the information to other project teams
B. Update the organization process assets
C. Call a meeting of all project managers and conduct a briefing
D. Document a management report
B. Updates to templates, checklists and risk categories are good lessons learned for future projects and the best way should be to include them as updates to the organization process assets.
Your company is making an effort to improve its project risk management processes and wanted to accumulate historical records of past projects. What is the BEST way to accomplish this?
A. Archive all project plans
B. Create regular status reports
C. Create a lessons learned database
D. Use a precedence network diagramming technique
C. Project plans are about project management activities. Status reports are situational snap shots of the project. Project risk management processes extend throughout the project life cycle. Lessons learned database is the best way to accumulate historical records throughout the entire project life cycle.
A project team is having difficulty communicating over long distances. There are 13 team members from two countries when five people from India are added to the project. How many communication channels are there? A. 153 B. 180 C. 324 D. 362
A. Total members = 13+5 = 18. Number of communication channels = 18(17)/2 = 153.
You have just been assigned as project manager for a large ERP project. This project is now 50% completed. It involves five multiple sellers and 20 staff members of your company on the project team. You wanted to better understand project status and progress information. Which of the following reports would be the MOST helpful in finding such information? A. Activity status B. Project performance reports C. Variance analysis and budget forecast D. Communication management plan
B. Activity status is only status information. Variance analysis is progress information. Communication management plan is about communication requirement analysis and communication technology. Both status and progress information are included in Project Performance Reports
The first phase of your project has come to an end. Before beginning the next phase, you should ensure that:
A. Resources are available for the next phase
B. Project’s progress is comparable to its baselines
C. Project phase has met its objectives and customers accepted the deliverables
D. Corrective actions are taken to bring project results in line with project expectations
C. Close project phase is ultimately concern with scope/product verification and customer acceptance of deliverables.
Your project has had poor project meetings since its inception. There have been complaints that information does not get to the right people, some people are talking too much during the meeting, and the right people are not there to resolve issues. What is MOST likely missing from this project? A. Proper meeting agenda B. Responsibility chart C. Resource management plan D. Communications management plan
D. The scenario is about communication problems due to wrong stakeholders involved while some others are missing. Information is not getting to the right people. All these started since project inception. The most likely cause is a missing communications management plan.
The project sponsor wanted to look at project risk information over time to see if project risk status has improved. It would BEST to provide a:
A. Trend analysis report
B. Variance analysis and budget forecast report
C. Project status report
D. Problem and issues log
A. Trend analysis is the best reporting tool that provides risk status change over a time scale.
A project manager has a team consisting of people from four countries. The project is very important to the company and the project manager is concerned about its success. The project schedule, budget and risk management status are acceptable. What type of communication methods should be used? A. Informal verbal B. Formal written C. Formal verbal D. Informal written
B. For a very important project with virtual team communication over four countries, formal written communication is most useful.
What is a disadvantage of progress reports as compared to observing what is going on in the project, talking to team members, understanding issues and providing assistance to their work?
A. Progress reports does not include information from all the team members
B. Progress reports may only include information from some stakeholders
C. Progress reports generally show problems after they have occurred
D. Progress reports does not supply information about trends
C. Progress reports generally show problems after they have occurred. Observing, listening and understanding issues on the ground is the best way to provide assistance to team members.
