Section 2: Project Management Basics Flashcards
NOT DONE
1
Q
What is the definition of a project?
A
A project is temporary and has a beginning and an end. It creates something unique, such as a product, service, or result.
Projects are distinct from operations, which are ongoing and repetitive tasks.
2
Q
What are the two main characteristics of a project?
A
- Temporary nature (has a start and end date)
- Creates something unique
Examples of unique creations include buildings, websites, or applications.
3
Q
Why do we initiate projects?
A
Projects are initiated due to market demand, customer requests, business needs, or to provide business value.
Business value can include environmental considerations, legal requirements, social needs, or technological advances.
4
Q
Fill in the blank: A project must provide some _______.
A
[business value]
5
Q
What is a program?
A
A program is a group of related projects that are managed together to improve coordination and achieve strategic objectives.
For example, multiple hospital construction projects in different states can be grouped into a program.
6
Q
What is a portfolio?
A
A portfolio consists of projects, programs, and sometimes operations that share the same strategic goal of the company, regardless of whether they are directly related.
Examples include hospital projects, factory constructions, and software development aimed at the same strategic objective.
7
Q
True or False: A portfolio must consist of projects only.
A
False
A portfolio may include projects, programs, and operations.
8
Q
What is one reason to initiate a project based on customer interaction?
A
A project may be initiated at customer request, either from existing or new customers.
For example, a customer may request software development for specific machinery.
9
Q
What is an example of an operation?
A
Manufacturing health equipment is an example of an operation.
Operations are ongoing tasks, unlike projects which are temporary.
10
Q
Fill in the blank: The main reason to start a project is to cause a _______ change in the organization.
A
[positive]
11
Q
List some outcomes that provide business value from projects.
A
- Increasing revenue
- Increasing company prestige
- Improving products or services
- Satisfying legal requirements
These outcomes demonstrate the positive impact projects can have on an organization.
12
Q
What is project management?
A
The application of knowledge, skills, tools, and techniques to project activities to meet project requirements
Project management is crucial for achieving project success.
13
Q
What are the key requirements for completing a project?
A
Projects need to meet:
* Budget
* Time
* Scope requirements
* Quality standards
These requirements are essential for the success of any project.
14
Q
True or False: Project management is not important for project success.
A
False
Efficient project management directly influences the success of a project.
15
Q
What is one aim of conducting a project?
A
To deliver desired outcomes in the desired duration
This involves ensuring that the project team understands the requirements clearly.
16
Q
Fill in the blank: The success of a project is directly related to _______.
A
[efficient project management]
Effective project management helps in achieving project requirements.
17
Q
What is the purpose of holding interviews with stakeholders?
A
To understand whether they are satisfied with the results or not
Stakeholder satisfaction is a key indicator of project success.
18
Q
What can hinder achieving desired outcomes in projects?
A
Factors such as:
* Developing unknown technology
* Rival companies introducing similar products
These challenges can lead to unsatisfactory results despite project completion.
19
Q
What is the benefit of applying effective project management?
A
It increases the chance of delivering the desired outcome
Effective management can mitigate risks associated with project challenges.
20
Q
What methods does project management use to achieve success?
A
Tools and techniques
These methods are essential for project managers to deliver successful outcomes.
21
Q
What knowledge and skills are necessary for a project manager?
A
Knowledge and skills to use project management tools and techniques
These competencies are crucial for effective project management.
22
Q
What will be discussed in the following lecture?
A
Program and portfolio management
This will build on the concepts of project management.
23
Q
What is an example of a requirement in a construction project?
A
Constructing floors and walls, installing windows and doors
These are part of the scope requirements in construction projects.
24
Q
What is a potential outcome if stakeholders are not satisfied?
A
It indicates a need to take action accordingly
Addressing stakeholder concerns is vital for project success.
25
How long is the example construction project expected to take?
Two years
## Footnote
Meeting deadlines is a critical aspect of project management.
26
What is the budget example given for the construction project?
$1 million
## Footnote
Budget constraints are a common requirement in project management.
27
What does a program consist of?
Projects which are related to each other
28
What is the primary focus of program management?
Coordinating and managing related projects
29
What can result from projects sharing the same stakeholders and resources?
Conflict within the organization
30
What are some benefits of program management?
* Preventing conflicts
* Decreasing risk
* Achieving economies of scale
* Providing better coordination between projects
31
Is program management always necessary?
No, it is needed only if it adds value
32
What is the role of a program manager?
Focuses on additional values in program management
33
What does a portfolio consist of?
Programs, projects, and sometimes operations with the same strategic objective
34
What can conducting portfolio management activities achieve?
* Reducing risks
* Better managing resources
* Better managing stakeholders
35
Is portfolio management always necessary?
No, it is needed only if it adds value
36
What is the relationship between project management and program management?
Project management manages each project, while program management coordinates related projects
37
Fill in the blank: Program management focuses on _______.
Coordinating and managing projects which are related to each other
38
Fill in the blank: Portfolio management activities aim to achieve organizational _______.
Success
39
What is the definition of an operation?
An operation is ongoing work that produces the same thing repeatedly.
## Footnote
Operations are characterized by their continuous nature, unlike projects which are temporary.
40
What is the main difference between an operation and a project?
The main difference is that operations are ongoing, while projects are temporary and have deadlines.
## Footnote
This distinction is crucial for understanding project management concepts.
41
How are operations and projects related?
Operations and projects may be related; one may come after the other or one may cause the other.
## Footnote
For example, completing a factory construction project leads to the operational work of manufacturing products.
42
Fill in the blank: An operation is ______ work.
ongoing
43
Fill in the blank: A project is ______ and has to be completed.
temporary
44
Provide an example of an operation.
Manufacturing products on a production line.
## Footnote
This process involves producing the same items repeatedly.
45
Provide an example of how an operation can cause a project.
Manufacturing issues lead to starting a software project for better order management.
## Footnote
The operational problem necessitates the project to improve efficiency.
46
True or False: Projects have an ongoing nature.
False
## Footnote
Projects are defined by their temporary nature and deadlines.
47
What will be discussed in the following lecture?
What a project management office is.
## Footnote
This indicates a progression in the learning of project management concepts.
48
What does PMO stand for?
Project Management Office
49
What is the primary function of a Project Management Office?
Provides, shares, and maintains standards and procedures to manage projects
50
How can PMOs be classified?
Supportive, controlling, and directive
51
Describe a supportive PMO.
Recommends and provides standards, procedures, and project documents; has the least authority
52
What is the main responsibility of a controlling PMO?
Supports projects and has some control, such as determining software to be used
53
True or False: Controlling PMOs manage projects directly.
False
54
What distinguishes a directive PMO from other types?
Directly manages projects and is responsible for their success
55
Which type of PMO has the highest authority?
Directive PMO
56
Fill in the blank: The _______ PMO has the lowest authority.
Supportive
57
Fill in the blank: The _______ PMO has moderate authority.
Controlling
58
What should you assume about organizations mentioned in exam questions regarding PMOs?
Always assume they have a PMO
59
What should you do when reading exam questions about PMOs?
Read carefully to determine the type of PMO
60
What types of documents might a supportive PMO provide?
Templates, lessons learned, and other project documents
61
Which PMO type is responsible for providing project managers?
Directive PMO
62
What is the role of a controlling PMO in project coordination?
May prioritize and coordinate projects among the organization
63
What does organizational project management (OPM) provide guidance for?
All organizational works
## Footnote
OPM includes project management, program management, operation management, and portfolio management.
64
What is the purpose of the strategic framework defined by OPM?
To achieve the company's strategic goals
65
In the context of organizational project management, what does organizational governance aim to meet?
High level strategic goals
66
What should a high level roadmap include to meet strategic goals?
Procedures, standards, and policies
67
What does project governance provide to the project team?
Policies, processes, decision making models, and tools
68
What is the main job of the Project Management Office (PMO)?
To provide support and guidance for managing projects
69
True or False: Organizational governance ensures all work is done according to established procedures, standards, and policies.
True
70
Fill in the blank: Organizational project management refers to the approach or framework that an organization adopts to manage its projects, programs, or _______.
Portfolios
71
What role does organizational governance play within an organization?
Shapes and guides the behavior of individuals
72
How does project governance ensure projects align with organizational goals?
By administering projects according to established procedures
73
What is the relationship between Project Management Office and project governance?
PMO may provide and execute project governance
74
What is the definition of a Project Management Office (PMO)?
A department or group that provides, shares, and maintains project management procedures
75
What does OPM stand for?
Organizational Project Management
76
What is the focus of organizational project management?
Aligning project-related activities with the organization's strategic goals
77
What is project governance's relationship to organizational governance?
Project governance operates at the project level, while organizational governance operates at the organizational level
78
What does the overall structure of an organization depend on?
The high level roadmap
79
Fill in the blank: The project management office is considered the go-to ______ for managing projects.
Experts
80
What is the primary focus of the roadmap in organizational governance?
To ensure work is conducted according to policies and procedures
81
What are the main categories of organizational structures?
Organic, functional, multi-divisional, matrix, project-oriented, virtual, hybrid, PMO
## Footnote
The matrix can be further divided into strong matrix, weak matrix, and balanced matrix.
82
What is the most common organization type?
Functional organization
## Footnote
Functional organizations have functional managers who have most of the power to manage projects.
83
Who are functional managers?
Department heads such as marketing manager, cost control manager, sales manager
## Footnote
They have departmental responsibility for different projects.
84
How do requests flow in a functional organization?
Employees transmit requests to their functional managers, who then transmit to other departments' functional managers.
85
What characterizes a project-oriented organizational structure?
Project managers are responsible for almost everything in their projects.
86
In which type of organization does the project manager have the most authority?
Project-oriented organization
## Footnote
In project-oriented structures, project managers manage budgets and resources.
87
What is a matrix structure?
A mixed type of organizational structure combining functional and project-oriented characteristics.
88
What defines a weak matrix?
Closer to functional structure
## Footnote
Project manager authority is limited in a weak matrix.
89
What defines a strong matrix?
Closer to project-oriented structure
## Footnote
Project manager authority is high in a strong matrix.
90
What is the authority structure in a balanced matrix?
Roles are balanced between project managers and functional managers.
91
What happens to the project manager's responsibility in a strong matrix?
Increases for managing the project budget.
92
What is a characteristic of resource availability in project-oriented projects?
Resource availability is highest for project-oriented projects.
93
What is the simplest type of organizational structure?
Simple or organic structure.
94
What does a multi-divisional structure resemble?
Functional structure but is less centralized.
95
What is a virtual organization?
An organization where communication is done virtually and work is outsourced.
96
What is the role of a PMO?
Similar to project-oriented structure with full-time project manager and staff.
97
What defines a hybrid organizational structure?
A mix of other types with project characteristics varying according to project needs.
98
In which type does the project manager have the least authority?
Simple organizational structure.
99
In a predictive environment, what type of matrix is usually assumed?
Strong matrix.
100
In an adaptive environment, what types of matrix might be expected?
Balanced matrix or virtual.
101
Fill in the blank: The authority of the project manager _______ from functional to project-oriented organizations.
increases.
102
True or False: In a functional organization, project managers work full-time on projects.
False.
103
What are the three major organizational structure types?
Functional, matrix, and project oriented organizations
## Footnote
These structures define how teams are organized and how authority is distributed.
104
In functional organizations, what is the project manager's authority level?
Less authority
## Footnote
Team members work on different projects, leading to lower project ownership.
105
What is a disadvantage of functional organizations regarding team members' specialization?
Limited opportunity for specialization in project management
## Footnote
Team members often perform the same tasks daily.
106
How does working on different projects simultaneously benefit team members in functional organizations?
Easier to specialize in a subject
## Footnote
For example, a cost controller can handle various projects, enhancing their expertise.
107
What is the reporting structure in functional organizations?
Team members report to a single executive
## Footnote
This centralization simplifies management for executives and employees.
108
What is a key characteristic of matrix organizations?
Complex structure
## Footnote
This complexity makes management and resource assignment challenging.
109
In matrix organizations, how many executives may employees report to?
More than one executive
## Footnote
This can lead to conflicts among team members.
110
Compared to functional organizations, what advantage does a project manager have in matrix organizations?
More authority
## Footnote
Project managers can manage resources better.
111
What is the clarity of project objectives in matrix organizations compared to functional structures?
Clearer project objectives
## Footnote
This helps in aligning team efforts towards specific goals.
112
What is a defining characteristic of project-oriented structures?
Team members are project based and temporary
## Footnote
They are dismissed after project completion.
113
What challenge do team members face regarding specialization in project-oriented structures?
Hard to specialize in a subject
## Footnote
Team members may change roles frequently between projects.
114
What is the management challenge in project-oriented structures due to resource allocation?
Resources are not centralized
## Footnote
This complicates management for executives at the head office.
115
In project-oriented structures, what is the project manager's authority level compared to other organizational types?
Highest authority
## Footnote
This allows for better administration and team communication.
116
What is the sense of belonging like for team members in project-oriented structures?
High sense of belonging
## Footnote
Team members are dedicated to a single project.
117
Who is the project manager?
The project manager is the one who manages projects to add value to the organization by achieving the project goals.
118
What is the primary purpose of existence of the project manager?
To achieve the project goals.
119
What are examples of project goals?
* Completing the project within the budget
* Completing the project on time
120
What do project managers spend most of their time on?
Communication for coordination within the project.
121
When should project managers involve themselves in the project?
As early as possible, ideally from the initiation or before the initiation.
122
What is the role of a project manager after project completion?
To work as an advisor for ongoing or future similar projects.
123
Is it the project manager's responsibility to create the project charter?
No, the project manager only helps to create it.
124
What is the project charter?
A formal document that authorizes the project manager and the project team to execute the project tasks.
125
What do high-level requirements indicate?
They are not detailed; they are general. Term "high-level" is used a lot
126
What is a key characteristic of project managers regarding problems?
They are proactive and spend most of their time preventing problems.
127
What skills do project managers use while developing their teams?
Leadership skills. Need to be proactive to not solve problems but to prevent them
128
What do project managers lead their teams to create?
* The budget
* The schedule of the project
129
What do project managers monitor and control?
* The budget
* The schedule of the project
130
What do project managers deal with regarding changes?
Change requests and managing the change control board.
131
What ethical qualities must project managers maintain?
They need to be honest and ethical.
132
Is a project manager required to be a technical expert?
No, a project manager may not be a technical expert.
133
True or False: Project managers are responsible for almost everything about the project.
True
134
What is the significance of the list of roles for project managers?
You need to know the role of the project manager very well for the exam.
135
In some stakeholder roles, in what environment of project creation are they in?
Predictive, some adaptive.
136
What is a stakeholder?
A stakeholder is anyone who is related to the project.
137
How can stakeholders affect the project?
They can either affect the project or be affected by the project.
138
In what manner can stakeholders affect a project?
Both positively or negatively.
139
What is an example of a stakeholder?
Examples include:
* Team members
* Project manager
* Customer
* Functional managers
* Project sponsor
* Subcontractors
140
True or False: Only the project manager is considered a stakeholder.
False.
141
Fill in the blank: A stakeholder can be anyone who _______ the project or is _______ by the project.
[affects], [affected]
142
What is the definition of a project sponsor (Initiator)?
The project sponsor is the one who provides finance for the project and supports it while preventing unnecessary changes. (Or your boss)
143
Who can serve as a project sponsor?
The project sponsor can be your boss, senior management in an organization, or someone outside the organization.
144
Fill in the blank: The project sponsor finances the project and has the right to tell the team what to do and how to do it, based on _______.
[high level requirements]
145
What is the business case?
The business case is a business document that explains the business need for the project and answers why the project is selected.
146
What does the project sponsor do after the project charter is created?
The project sponsor signs the project charter, thereby issuing it.
147
True or False: The project sponsor is solely responsible for managing the project.
False
148
What role does the project sponsor play in terms of project management plans?
The project sponsor approves the project management plan, but other key stakeholders may also sign it.
149
What type of risks does the project sponsor manage?
The project sponsor manages high level risks.
150
Who accepts the deliverables formally during project closure if the sponsor is the customer?
The customer accepts the deliverables formally.
151
What are some responsibilities of the project sponsor? List at least three.
* Finances the project
* Provides support for the project
* Prevents unnecessary changes
152
Fill in the blank: The project sponsor prioritizes the constraints of the project and the _______ within the organization.
[projects]
153
What is the relationship between the project sponsor and the project manager regarding project monitoring?
The project sponsor monitors the progress against the baseline and works with the project manager.
154
What does the project sponsor authorize regarding changes?
The project sponsor authorizes the change control board and decides on changes.
155
What is the key milestone and project deadline determined by?
The project sponsor may determine the key milestones and the project deadline.
156
Fill in the blank: The project sponsor takes part in the development of the _______.
[business case]
157
What is the primary function of the project team?
The project work is conducted by the project team.
## Footnote
The project team is responsible for planning, executing, and monitoring the project.
158
What are the main tasks performed by project team members?
They plan, execute, monitor, and control the project.
## Footnote
This includes preparing schedules, budgets, and progress reports.
159
During which phases can some team members work?
During the initiation and the closing phases.
## Footnote
Team members may be involved at various stages of the project.
160
What do project team members prepare as part of their responsibilities?
They prepare the project schedule and budget.
## Footnote
This involves creating the work breakdown structure and identifying dependencies.
161
Fill in the blank: Project team members identify the _______ and constraints.
dependencies
## Footnote
Identifying dependencies is crucial for project planning.
162
What documents do project team members prepare?
Contracts and progress payments.
## Footnote
They also suggest and implement approved changes to the project.
163
What type of reports do project team members prepare?
Progress reports.
## Footnote
These reports help in monitoring the project's status.
164
How do project team members contribute to project monitoring?
They update the project schedule and project budget.
## Footnote
Monitoring involves controlling the work on site.
165
True or False: Project team members may share some roles of the project manager.
True.
## Footnote
In some cases, project team members may take on responsibilities typically held by the project manager.
166
What is the difference between a project team and a project management team?
The project management team is responsible only for project management work, while the project team is more general.
## Footnote
In small projects, the project team may perform the roles of the project management team.
167
In small projects, who performs the roles of the project management team?
The project team.
## Footnote
This indicates that smaller projects may lack a separate management team.
168
What is the role of a functional manager?
The role of a functional manager includes overseeing a department and managing resources for various projects.
## Footnote
Examples of functional managers include marketing manager, cost control manager, sales manager, and IT manager.
169
What types of resources do functional managers manage?
Functional managers manage:
* Human resources
* Physical resources
## Footnote
They may manage both types of resources depending on the project requirements.
170
How do functional managers motivate their teams?
Functional managers motivate their teams by participating in rewards and recognition activities.
## Footnote
This engagement helps to foster team morale and productivity.
171
What is the Change Control Board?
The Change Control Board is a group that functional managers often participate in, where they suggest changes to the project.
## Footnote
This board typically assesses and approves changes to the project's scope.
172
True or False: Functional managers are the only ones who identify project risks.
False
## Footnote
Functional managers participate in risk identification activities but are not the only ones responsible for it.
173
What may a functional manager approve regarding project management?
A functional manager may approve:
* Project schedule
* Project management plan
## Footnote
Approval depends on the organizational structure and the manager's power over resources.
174
Fill in the blank: A functional manager is a _______ who is the head of a department.
[subject matter expert]
175
What is the primary responsibility of a program manager?
A program manager manages a group of related projects.
## Footnote
A program is defined as a group of related projects.
176
What does a program manager ensure regarding project management?
Ensures each project is managed according to the organization's business strategy.
177
Who does the program manager support and lead?
Supports and leads the project managers of the related projects.
178
What is the goal of a program manager?
To achieve the strategic goals of the organization.
179
What does a portfolio manager manage?
Manages the portfolio, which may include programs, projects, and sometimes operations.
180
What level of management is the portfolio manager associated with?
Executive level management.
181
What does a portfolio manager provide between programs, projects, and operations?
Provides coordination whenever it is needed.
182
Who does the portfolio manager support and lead?
Supports and leads project managers, program managers, and operation managers.
183
What is the goal of a portfolio manager?
To achieve the strategic goals of the organization.
184
Fill in the blank: A portfolio may include _______.
[programs, projects, and sometimes operations]
185
True or False: A program manager only manages a single project.
False.
186
What are the two concepts discussed in the lecture?
The project life cycle and the project management processes
## Footnote
These terms are fundamental to understanding project execution.
187
What is the first phase in the project life cycle?
Feasibility phase
## Footnote
This phase determines whether the project is worth starting.
188
What follows the feasibility phase in the project life cycle?
Planning activities
## Footnote
Planning includes scheduling design and construction work.
189
What is the purpose of the design phase in the project life cycle?
To draw what will be constructed
## Footnote
This phase involves creating architectural plans.
190
What is the final phase of the project life cycle for a construction project?
Delivery of apartments to the customer
## Footnote
This marks the completion of the project.
191
What might be different in the project life cycle for an IT project?
Research, design, code, test, and transition
## Footnote
Different industries have different phases.
192
What are the five process groups in project management?
* Initiating
* Planning
* Executing
* Monitoring and Controlling
* Closing
## Footnote
These groups are consistent across all project types.
193
In managing a large project, how should each phase be treated?
As a separate project
## Footnote
This approach allows for better management.
194
What do the green boxes between project phases represent?
Phase gates
## Footnote
These gates evaluate whether to continue to the next phase.
195
What happens after the feasibility phase evaluation?
The organization may decide to continue or cancel the project
## Footnote
If feasible, the planning phase begins; otherwise, the project may be terminated.
196
What characterizes a predictive life cycle?
Work is planned in detail at the very beginning of the project
## Footnote
This approach is also known as the waterfall or traditional lifecycle.
197
What is a release plan in an adaptive life cycle?
A plan for what will be released after iterations
## Footnote
It focuses on delivering parts of the project incrementally.
198
What is an iteration in project management?
A cycle that consists of some features of the final product
## Footnote
Each iteration results in a working part of the project.
199
What is the final product in the website development example?
A commercial website
## Footnote
The project aims to develop this website incrementally.
200
What is a hybrid development life cycle?
A combination of predictive and adaptive life cycles
## Footnote
It uses predictive methods for well-defined parts and adaptive methods for less defined parts.
201
What is a release?
The working part of the project which will be given to the customer
202
What is an adaptive lifecycle?
Instead of creating a fully detailed plan, we create an undetailed plan.
